Welcome to Recruitment Guidelines & Resources

1. Welcome to Recruitment Guidelines & Resources California State University, East Bay Human Resources Department June 2006

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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)

10. 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!

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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!

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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

24. 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

25. 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

26. 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

27. Questions? Contact your HR Recruiter-- JoAnne Hill x52265 Lisa Humphries x57503 Sheryl Garrett x52549 André Johnson x52164 Click here for Certificate of Completion