Managing Mass Recruitments & Recruiting Agreements

1. MASS RECRUITMENTS & RECRUITING AGREEMENTS Wagner-Peyser Program

2. PURPOSE • THE PURPOSE OF THIS PRESENTATION IS TO DESCRIBE THE PROCEDURES THAT MAY BE USED FOR MANAGING MASS RECRUITMENTS AND RECRUITING AGREEMENTS

3. RECRUITING AGREEMENTS • Recruiting agreements are arrangements with employers for their walk-in jobseekers to be sent to the One-Stop for prescreening and subsequent referral to the employer as job openings occur. • Recruiting agreements may cover all of a company’s jobs or only selected occupations. • With recruiting agreements, the One-Stop, in effect, maintains the employers’ applications for employment.

4. MASS RECRUITMENTS • Mass Recruitments are one-time arrangements with employers for the One-Stop to assist in the staffing of a new or expanding business. The recruitment services One-Stop staff may provide are varied, but the arrangement usually calls for the One-Stop to take applications en masse for a variety of company positions.

5. MASS RECRUITMENTS • May be done at the employer’s place of business, at another site, or in the One-Stop • Some basic services include: • Managing the flow of job seekers and the completion of applications • Screening jobseekers according to the employer’s job requirements • Referring job seekers to the employer & scheduling appointments for interviews.

6. PRE-RECRUITMENT ACTIVITIES • Meet with employer to: • Get as much information as possible • Develop a written recruiting plan. • Make sure that staff is aware of what is expected of them • Enter job orders into OSMIS before the recruitment is started. • Make sure the arrangements for the recruitment meet the federal definition for placements. • Decide how applications will be taken

7. PREPARING THE AGREEMENT • Make sure the placement services to be provided to the employer meet the federal definition for placements. • Do a written agreement. A written agreement is also useful to the employer as documentation for compliance. • Not binding – its purpose is solely to spell out each party’s obligation. • It is an outline of the procedures to be followed by the employer and by the One-Stop

8. PLACEMENT DEFINITION Placement” means the hiring by a public or private employer of an individual referred by the One-Stop Centers for a job or for an interview, provided that the employment office completed all of the following steps:

9. PLACEMENT DEFINITION cont. 1. Prepared a job order form prior to referral, except in case of job development. 2. Made prior arrangements with the employer for the referral of an individual(s). 3. Referred an individual who had not been specifically designated by the employer, except referrals on agricultural job orders for a specific crew leader or worker. 4. Verified from a reliable source, preferably the employer, that the individual had started to work. 5. Appropriately recorded the placement.

10. THE BASIC AGREEMENT The employer agrees to: • List all job openings • Provide a supply of company applications • Notify One-Stop of the results of all referrals made under the agreement • Issue a “reverse referral” card/letter

11. REVERSE REFERRAL CARDS • The reverse referral card/letter is used to assist in immediate identification of applicants applying for positions covered under the agreement.  • It is recommended that the One-Stop Center provide reverse referral cards/letters for the employer to use in directing applicant traffic to the One-Stop Center.  The employer agrees as part of the written agreement, to issue a card/letter to each applicant interested in a job covered by the agreement and direct the applicant to the One-Stop Center for application and or screening.    

12. THE BASIC AGREEMENT One-Stop agrees to: • Designate a liaison • Provide ‘reverse referral’ cards/letters • Perform file search – screen and refer qualified applicants

13. CONDUCTING MASS RECRUITMENTS • Obtain the data for registration • Logs to collect basic information • Copies of company applications • Other versions of standard One-Stop forms • Computer entry

14. CONDUCTING MASS RECRUITMENTS • The referral of ALL applicants is not required, however, if unsuccessful candidates are not in the system, no credit for entered employment will be possible. • When applications are not entered into the system, the manual records must be retained for a minimum of one year to meet the Federal requirements for record retention.

15. CONDUCTING MASS RECRUITMENTS • Entry of referrals may be done from applicant logs, applications or whatever method is most convenient for the One-Stop • Job seekers should be referred on jobs for which they are most qualified; Veteran and MSFW job seekers may be quick registered; these job seekers, however, should be encouraged to COMPLETE A FULL REGISTRATION ASAP.

16. CONDUCTING MASS RECRUITMENTS • If a job seeker is hired by the employer for a position other than the position for which the job seeker was referred, staff may opt to: • Appropriately record the placement on the job order displaying the original referral, or • Record the result as “Not Hired” • Add the referral/placement to the specific job order for which the job seeker was actually hired and • Document the comments sections • Under no circumstances should more than one placement be taken for the specific employer.

17. OTHER RECRUITING SERVICES • If an I-9 is required by the employer, the job seekers must be certified before referral.

18. SERVICING RECRUITING AGREEMENTS PROCEDURES WILL VARY FROM OFFICE TO OFFICE • The Liaison • Responsible for screening • Serves as the contact person • Controls all job orders under the agreement • If possible, visits the employer’s place of business • Verification

19. WAGNER-PEYSER POLICY – GUIDANCE REPORTS TRAINING PRESENTATIONS www.floridajobs.org