Comprehensive Recruitment Guidelines for CSU East Bay

1. Welcome to Recruitment Guidelines & Resources California State University, East Bay Office of Human Resources

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 • 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

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 online at: www.csueastbay.edu/hr/recruitment.html

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. Recruitment 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 • Online Recruitment Request available in PeopleSoft

7. Job Posting • 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

8. What to do while the vacancy is being advertised… • Establish a Search Committee • Usually up to 3 members on the Committee • When composing Committee, keep in mind: • Diversity in ethnicity and gender representation • 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 Job 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 forwarded to committee for review • Hiring manager/supervisor can screen initially for Minimum Qualifications • Applications not meeting MQ’s 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: www.csueastbay.edu/hr/forms

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 • Template for Interview Rating Sheet • 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

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, department not obligated to pursue

15. Conducting the Interview • 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

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 minimum, two Reference Checks 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

20. Preparation of Offer (cont’d.)… • 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

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 job announcement

22. When your new employee starts working… • 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

23. When your new employee starts working… • Your new employee will sign a copy of the approved job description at the time of sign-in with HR • 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

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 the screening process • Screen Applications • Submit results to HR before conducting interviews • Conduct Interviews • Submit packet to HR for final approval

27. 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!