Transcript Welcome to Recruitment Guidelines & Resources

Welcome to Recruitment
Guidelines & Resources
California State University, East Bay
Office of Human Resources
Objectives
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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
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Job Description with organizational chart
Online Recruitment Request to fill vacancy
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
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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 online
at: www.csueastbay.edu/hr/recruitment.html
Job Description (cont’d.):
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Purpose:
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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
Recruitment Request to Fill Vacant
Position
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Contains all relevant information to recruit position
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PS #, timebase, classification, working title, location,
work schedule
Basic description should be prepared for the
recruitment announcement
Contact information for recruitment
Signatures authorizing recruitment
Online Recruitment Request available in PeopleSoft
Job Posting
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All recruited positions must be posted for a
minimum of 14 calendar days
Hard-to-recruit positions should have additional
advertising (i.e., print or on-line resources)
Advertising costs are the responsibility of the hiring
department
Closing date can be extended (hard date) or left
Open Until Filled with a begin review date noted in
the announcement
What to do while the vacancy is being
advertised…
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Establish a Search Committee
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Usually up to 3 members on the Committee
When composing Committee, keep in mind:
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Diversity in ethnicity and gender representation
Classification representation
What to do… (cont’d.)
(2) Establish Screening Criteria:
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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 Job Announcement to be used for
screening
Point spread for screening criteria should be wide (e.g., 1-10
points)
Screening Criteria…(cont’d.)
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Must be approved by HR before applications are forwarded to
committee for review
Hiring manager/supervisor can screen initially for Minimum
Qualifications
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Applications not meeting MQ’s do not go forward
Search Committee screens remaining applications for
secondary criteria
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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.)…
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Template for Application Screening Grid
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List names alphabetically with the criteria listed
across the top
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Template Application Screening Summary
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Both templates are on the HR forms web site:
www.csueastbay.edu/hr/forms
What to do…..(cont’d.)
(3) Write your Interview Questions
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position and relate to:
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Education
Experience
Skills, knowledge and abilities for the position
Situational questions (behavioral)
Interpersonal skills
Verbal communication skills
Interview Questions (cont’d.)…
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Interview Questions must be put on an
Interview Rating Sheet
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Allows for consistency in asking all applicants
the same questions
Template for Interview Rating Sheet
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Has scoring mechanism and comments section
Template for Interview Results Summary
Both templates can be found on the HR Forms
web site: www.csueastbay.ed/hr/forms
Scheduling the Interview
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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, department not obligated to pursue
Conducting the Interview
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Greet the 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 the applicant understands the question
asked; if necessary, repeat or re-word the question
Conducting the Interview (cont’d.)
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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
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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
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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
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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 minimum, two Reference Checks must be
conducted; can do more
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With a current or prior supervisor
Preparation of Offer
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Compile all materials used during selection
process and submit to HR:
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Application Screening Grid and Summary
Interview Rating Sheets and Summary
Summary of Interview Results Scores
Preparation of Offer (cont’d.)…
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Appointment Recommendation Form with
selected applicant information, including proposed
salary
Signatures of Committee Chair, Department
Chair/Manager, Dean/Director
All materials go to HR for approval prior to an offer
being extended
Once offer is 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?
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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 job
announcement
When your new employee starts
working…
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Make the necessary office/desk arrangements
Have the new employee sign in with HR and Payroll
within the first three (3) days of employment
Your employee will be scheduled for a 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
When your new employee starts
working…
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Your new employee will sign a copy of the approved
job description at the time of sign-in with HR
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HR will give employee a copy of signed job description
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 ca be successful and provide
feedback at those times
Other Points to Remember
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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
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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
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Establish Committee
Establish Screening Criteria
Develop Interview Questions
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Screen Applications
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Submit all three of the above to HR for approval before
beginning the screening process
Submit results to HR before conducting interviews
Conduct Interviews
Submit packet to HR for final approval
Questions?
Please contact your HR Manager or Recruiter –
Kristine Fagundes x52077
Josie Robles x57503
Andre Johnson x52164
JoAnne Hill x52264
Codie Howe x53769
Thank you!