welcome to recruitment guidelines & resources
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Welcome to Recruitment Guidelines & Resources. California State University, East Bay Human Resources Department June 2006. Objectives:. Understand the CSUEB staff hiring process Understand the legalities of hiring Be able to establish screening criteria - PowerPoint PPT PresentationTRANSCRIPT
Welcome to Recruitment Guidelines & Resources
California State University, East Bay
Human Resources Department
June 2006
Objectives:
Understand the CSUEB staff hiring process Understand the legalities of hiring Be able to establish screening criteria Be able to construct good interview questions Be able to conduct thorough reference checks Understand what’s expected once your new
employee has been hired
What’s required:
Job Description with organizational chart Request to Fill Vacant Position Post Vacancy for at least 14 days plus any
additional advertising in print or on the web Establish an Interview Committee Establish Screening Criteria Conduct the Interview Prepare the Offer Start the New Employee
Job Description
All bargaining unit positions require a job description
For new positions, HR must approve the classification level before posting the position
All job descriptions must be submitted on the CSUEB job description form available on-line at: http://www.aba.csueastbay.edu/HR/DOWNLOAD/JOBDES.doc
Job Description (cont’d.)
Purpose: Outline duties and responsibilities for the position Outline expectations for the performance of the
duties and responsibilities Identify knowledge, skills and abilities required to
perform the duties Identify preferences for experience and skills
required for the position Official organizational chart, highlighting vacant
position Signatures authorizing position and assigned duties
Request to Fill Vacant Position
Contains all relevant information to recruit position PS #, timebase, classification, working title, location, work
schedule Basic description should be prepared for the recruitment
announcement Contact information for recruitment Signatures authorizing recruitment Form available on-line:
http://www.aba.csueastbay.edu/hr/hr_forms.htm#PERSONNEL%20SERVICES
Job Posting
All recruited positions must be posted for a minimum of 14 calendar days in Job Bulletin
Request must be received by 12:00noon on Wednesdays for next week’s Announcement
Hard-to-recruit positions must have additional advertising (i.e., print or on-line resources)
Advertising costs borne by department Closing date can be extended (hard date) or left
Open ‘til Filled with a begin review date
What to do while the vacancy is being advertised …
(1) Establish a Search Committee
Usually 3-6 members on Committee When composing Committee, keep in mind:
Diversity in ethnicity and gender representation Union representation for Unit 4; encouraged with
other units as well Classification representation
What to do … (cont’d.)
(2) Establish Screening Criteria:
Minimum Qualifications for the position (Yes/No) Required experience, skills and/or abilities for the position Desired experience, skills, abilities and/or characteristics Must be listed in the Vacancy Announcement to be used
for screening Point spread for screening criteria should be wide (e.g., 1-
10 points)
Screening Criteria (cont’d.)
Must be approved by HR before applications are received for review
Hiring manager/supervisor can screen initially for Minimum Qualifications Applications not meeting MQs do not go forward
Search Committee screens remaining applications for secondary criteria Screening is based on information presented by the
applicant Do not make assumptions about experience or
education which is not listed Remember: the application itself is a test!
Screening Criteria (cont’d.) …
Template for Application Screening Grid List names alphabetically with the criteria listed
across the top Template Application Screening Summary
Both templates are on the HR Forms web site: http://www.aba.csueastbay.edu/HR/hr_forms.htm
What to do … (cont’d.)
(3) Write your Interview Questions Interview questions must be appropriate for the
position and relate to: Education Experience Skills, knowledge and abilities for the position Situational questions (behavioral) Interpersonal skills Verbal communication skills
Interview Questions (cont’d.)
Interview Questions must be put on an Interview Rating Sheet Allows for consistency in asking all applicants the
same questions Has scoring mechanism and comments section Template for Interview Rating Sheet
Has scoring mechanism and comments section Template for Interview Results Summary Both templates are on the HR Forms web site:
http://www.aba.csueastbay.edu/HR/hr_forms.htm
Scheduling the Interview
Department is responsible for scheduling the interviews
Normally a minimum of three (3) applicants, unless there are not three qualified applicants
Find a day(s) and times when all Committee members are available and establish schedule
Schedule a room where there is privacy Contact selected applicants and offer a time & day If applicant does not return call or e-mail request
for interview, not obligated to pursue
Conducting the Interview
Greet applicant and introduce Committee members Brief outline of job duties & responsibilities Explain that you will be asking established
questions and taking notes Help the applicant to feel comfortable Encourage the applicant to do the talking … not
the Committee or Chair Make sure applicant understands the question
asked; if necessary, repeat or re-word
Conducting the Interview (cont’d.)
An Interview Rating Sheet must be completed by each Committee Member for each applicant interviewed
Written comments should be made for responses to each question Comments must be job-related and not about personal
characteristics Wrap up the interview and thank the applicant Be sure to stay on schedule and don’t keep the next
applicant waiting!
Second Interviews
All the basics from the first interview should be followed, including interview questions
Usually conducted by the hiring manager prior to a recommendation for hire
Committee should present final candidates to the manager in an unbiased manner
Reference Checks
A Reference Check must be conducted on the final candidate before the Hiring Packet goes to HR
A Reference Check form, outlining what can be asked, is required
At a minimum, one Reference Check must be conducted; can do more With a current or prior supervisor
Preparation of Offer
Compile all materials used during selection process and submit to HR: Application Screening Grid and Summary Interview Rating Sheets and Summary Summary of Interview Results Scores Arrange all applications for position:
Not meeting minimum qualifications Screened but not interviewed Interviewed but not selected
Preparation of Offer (cont’d.)
Appointment Recommendation Form with selected applicant information, including proposed salary
Signatures of Committee Chair, Department Head, and Dean/Vice President
All materials go to HR & EEO for approval Once approved, HR will notify the contact person
of the approval Make offer to applicant and secure a starting date
What if the candidate declines the offer?
If the candidate declines the position, an offer can be made to the next candidate
If the next candidate is not acceptable for this position, not interested, or no longer available, the department can re-post the position
When your new employee starts working …
Make the necessary office/desk arrangements Have the new employee sign in with HR and
Payroll the first day of employment Your employee will be scheduled for New
Employee Orientation (make a note of the date and time for your records)
Give the new employee a tour of the area Make the necessary introductions Make arrangements for the employee to get an
office key and parking permit
When your new employee starts working … (cont’d.)
Have your new employee sign a copy of the approved job description Give employee a copy and send a signed copy to HR
Discuss the expectations of the position so the employee knows the basis of evaluations
Probationary employees are evaluated by the end of the 3rd, 6th and 11th months of employment – put them on your calendar!
Schedule regular meetings with your new employee to make sure he/she can be successful and provide feedback at those times
Other Points to Remember
Everything that occurs with the hiring process is confidential
It is the Committee Chair’s responsibility to ensure that the hiring is free of any and all discrimination, bias and/or prejudice
All screening criteria and interview questions must be based on job-related criteria
Do not ask any personal questions related to legally protected areas
Legally Protected Areas
Age, national origin, religion Sex, marital status, family Race, color, sexual orientation Birthplace, citizenship Physical disability, medical condition Organizations and activities outside of work
Review of Steps:
Establish Committee Establish Screening Criteria Develop Interview Questions
Submit all three of the above to HR for approval before beginning screening
Screen Applications Submit to HR before conducting interviews
Conduct Interviews Submit packet for final approval