Hiring Matrix Guide

1. Office of Employee Services 1001 Leadership Place, Killeen, TX 76549 Hiring Matrix Guide Hiring Managers are required to hire the applicant “who best meets the needs of their particular position.” A Hiring Matrix can be used to rank applications to determine whom you will interview. After you enter the interview score and reference checking score, this weighted matrix can become your ranking tool to determine who best meets the needs of your position.

2. START You must click on 'START' at the beginning of each session!

3. In this example we are looking at an office support position How to Evaluate Applications/Resumes Type in all Required and Preferred qualifications as listed on your Position Description

4. “Minimum Requirements” is listed in the first box Min. Requirements

5. Computer experience Teamwork Min Requirements Payroll experience Clerical experience Keyboarding skills TAMU experience Leadership trng Supervisory exp. ‘Minimum Requirements’ is listed in the first box. Click on the remaining boxes and type in all the Preferred education, experience and skills as listed on the Position Description

6. Evaluate your position and type in a number (suggest 1 to 5) Computer experience Min Requirements Teamwork Payroll experience Clerical experience Keyboarding skills TAMU experience Leadership trng Supervisory exp. 5 1 5 5 3 2 4 4 5 3 5 Assign a Weight to Each Factor Weight from 1 to 5 (with 5 the most important) • How important are the requirements posted for this position? • How important is leadership training for this position? • How much weight do you want the clerical experience to count? (continue weighting all the education, experience and skills) • How much weight do you want the interview to count? • How important are reference checks?

7. You may enter an ‘X’ under minimum requirements Computer experience Min Requirements Teamwork Payroll experience Clerical experience Keyboarding skills TAMU experience Leadership trng Supervisory exp. (applicant’s name) X • If upon review, you do not see that an applicant meets the minimum requirements as listed on the Notice of Vacancy, place an “X” in the score box and the Application Score will reset to zero. Remember to document your evaluation thoroughly.

8. Computer experience Teamwork Min Requirements Payroll experience Clerical experience Keyboarding skills TAMU experience Leadership trng Supervisory exp. 5 1 5 5 3 2 4 4 5 3 5 3 5 3 2 3 5 2 5 0 95 95 Mary Smith Joe Jones 3 0 2 3 4 2 4 3 5 100 100 Sue Wang 3 0 5 1 0 3 0 3 3 76 76 • As you begin to receive the applications, insert names of the applicants and score their education, experience and skills on a scale from 1 to 5. • The computer will calculate the weighted ranking for each application. This score also appears in the ‘Total Score’ box. • Continue to enter applicants’ names and scores during the application review process.

9. Computer experience Teamwork Min Requirements Payroll experience Clerical experience Keyboarding skills TAMU experience Leadership trng Supervisory exp. 5 1 5 5 3 2 4 4 5 3 5 3 5 3 2 3 5 2 5 0 95 95 Mary Smith 3 0 2 3 4 2 4 3 5 100 Joe Jones 100 Sue Wang 3 0 5 1 0 3 0 3 3 76 76 At some point you must decide whom to interview. Clicking on the sort button will place the ‘application scores’ in descending order with the highest ranked applicants at the top.

10. Computer experience Teamwork Min Requirements Payroll experience Clerical experience Keyboarding skills TAMU experience Leadership trng Supervisory exp. 5 1 5 5 3 2 4 4 5 3 5 3 0 2 3 4 2 4 3 5 100 100 Joe Jones 3 5 3 2 3 5 2 5 0 95 Mary Smith 95 Sue Wang 3 0 5 1 0 3 0 3 3 76 76 In this case the hiring supervisor might interview the top two applicants since their scores are close.

11. Computer experience Teamwork Min Requirements Payroll experience Clerical experience Keyboarding skills TAMU experience Leadership trng Supervisory exp. 5 1 5 5 3 2 4 4 5 3 5 115 3 0 2 3 4 2 4 3 5 100 125 100 3 2 Joe Jones 3 5 3 2 3 5 2 5 0 95 95 Mary Smith 140 5 4 120 Sue Wang 3 0 5 1 0 3 0 3 3 76 76 • Enter the applicants’ overall or average interview score. • Enter the applicants’ reference checking score.

12. Computer experience Min Requirements Teamwork Payroll experience Clerical experience Keyboarding skills TAMU experience Leadership trng Supervisory exp. 5 1 5 5 3 2 4 4 5 3 5 3 0 2 3 4 2 4 3 5 100 X 109 0 119 94 3 2 Joe Jones 3 5 3 2 3 5 2 5 0 95 89 Mary Smith 140 114 5 4 Sue Wang 3 0 5 1 0 3 0 3 3 70 70 • If a reference check is so negative that it warrants not hiring an applicant, place an “X” in the score box and the Total Score will reset to zero. Remember to document the reference check thoroughly.

13. Computer experience Teamwork Min Requirements Payroll experience Clerical experience Keyboarding skills TAMU experience Leadership trng Supervisory exp. 5 1 5 5 3 2 4 4 5 3 5 Sort 3 0 2 3 4 2 4 3 5 100 109 3 2 125 Joe Jones 3 5 3 2 3 5 2 5 0 95 Mary Smith 114 5 4 140 Sue Wang 3 0 5 1 0 3 0 3 3 76 70 Final Hiring Decision Resorting the data will show the applicant with the highest overall score. This can be used as a tool to determine who best meets the needs of this particular position.

14. Computer experience Teamwork Min Requirements Payroll experience Clerical experience Keyboarding skills TAMU experience Leadership trng Supervisory exp. 5 1 5 5 3 2 4 4 5 Sort 3 5 Mary Smith 3 5 3 2 3 5 2 5 95 109 5 4 140 Mary Smith 0 3 0 2 3 4 2 4 3 5 100 Joe Jones 114 3 2 125 Sue Wang 3 0 5 1 0 3 0 3 3 76 76

15. Office of Employee Services 1001 Leadership Place, Killeen, TX 76549 Hiring Managers are required to hire the applicant “who best meets the needs of their particular position.” A Hiring Matrix is set up for use at http://www.tamuct.edu/departments/humanresources/hiring-managers-supervisors.php If you have questions, please contact the Office of Employee Services at 254.519.8015/5707/8026