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#PERSON NEL%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   Probationary employees are evaluated by the end of the 3 rd , 6 th and 11 th months of employment – put them on your calendar!

 Discuss the expectations of the position so the employee knows the basis of evaluations 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

Questions?

Contact your HR Recruiter- JoAnne Hill x52265 Lisa Humphries x57503 Sheryl Garrett x52549 Andr é Johnson x52164 Click here for Certificate of Completion