Presented by
Human Resource Services
WSU Recruitment Processes
March 2013
OBJECTIVES
• Framework for Recruitment
• Legal Concerns
• Search Phases
• Steps in the Phase & Recommended Best Practices
• Resources
The Framework
Federal and State laws • ADA, Civil Rights Act, FLSA, VEVRAA, USERRA, RCWs, WACs etc.
Monitoring Agencies• DOL, OFCCP, EEOC, WA-HRC etc
WSU Policies• BPPM Chapter 60, AP Handbook, EP #12
Legal Concerns
Illegal Discrimination
• Disparate Treatment i.e. direct discrimination
• Disparate Impact i.e. biased impact on protected groups
Bona Fide Occupational Qualifications (BFOQ)
Legal Concerns
RA and the Applicant
• May an employer ask whether an RA is needed?
• Does an employer have to provide a RA to an applicant?
SEARCH PHASES
PHASE 1
Prepare
PHASE 2
Outreach & Recruit
PHASE 3
Evaluate & Interview
PHASE 5
Wrap-Up & Onboard
PHASE 4
Deep Dive & Hire
SEARCH PHASES
• Prepare to Hire the Best – PLAY VIDEOPHASE 1
Prepare
Dept’s Goal: Hire the best candidate for the job
WSU’s Strategic Plan: Increase Excellence
Achieve national and international pre-eminence in innovation, discovery, and creativity.
• Sub Goal 1: Attract and retain a diverse faculty and staff of the highest academic stature.
SEARCH PHASES
• Prepare to Hire the BestPHASE 1
Prepare
Benefits• Decrease Costs – Turnover, etc.• Decrease Down Time• Decrease Performance Issues• Decrease Lawsuits and Litigation• Increase Morale
SEARCH PHASES
• Prepare to Hire the Best• PD Development/ReviewPHASE 1
Prepare
Position Details & Duties• Official Title and Working Title (if applicable)
• Primary responsibilities and duties
• Minimum and preferred qualifications
• Success Factors - Knowledge, Skills, and Abilities, Competencies, Motivation
• Performance Expectations
SEARCH PHASES
• Prepare to Hire the Best• PD Development/Review• NOV and Eval Tools
PHASE 1
Prepare
Notice of Vacancy• Designed to “sell” the position
• Posted on WSUJobs.com
Describe duties
Broaden appeal
Diversity commitment/needs
SEARCH PHASES
• Prepare to Hire the Best• PD Development/Review• NOV and Eval Tools
PHASE 1
Prepare
Evaluation Tools• Objective and measurable
• Consistent with position details
• Interpretation consensus
• Sufficient flexibility
• Qualification weight
SEARCH PHASES
PHASE 1
Prepare
PHASE 2
Outreach & Recruit
PHASE 3
Evaluate & Interview
PHASE 5
Wrap-Up & Onboard
PHASE 4
Deep Dive & Hire
SEARCH PHASES
• Outreach Strategy – EEO/AAPHASE 2
Outreach & Recruit
EEO/AA compliance• Good faith efforts
• Review underutilized data
• Targeted recruitment
• Cast wide net
• Hiring decisions made w/o regard to protected status
Equal Employment and Affirmative Action Policy, EPM 12
SEARCH PHASES
• Outreach Strategy – EEO/AA• Proactive Outreach & AdvertisingPHASE 2
Outreach & Recruit
Proactive Outreach Ideas
• Dept/College suggestions
• Nominations
• Alumni
• Directories or databases
• Professional contacts
Advertising Ideas
• National publications/websites
• Professional associations/orgs
• Mailings or listserves
• Orgs or websites for underrepresented groups
• Department website
SEARCH PHASES
• Outreach Strategy – EEO/AA• Proactive Outreach & Advertising• Position Posted @ WSUJobs
PHASE 2
Outreach & Recruit
Minimum Recruitment Periods
• AP - National 30 calendar days
• AP - NW Regional or Statewide 21 calendar days
• AP - Local 14 calendar days
• CS – Min 5 business days
WSU Jobs
• HM submits online
• Recruitment documents
• HRS reviews
• Direct link created
• Guest user accounts
SEARCH PHASES
PHASE 1
Prepare
PHASE 2
Outreach & Recruit
PHASE 3
Evaluate & Interview
PHASE 5
Wrap-Up & Onboard
PHASE 4Deep Dive & Hire
SEARCH PHASES
• Candidate Evaluation/VettingPHASE 3
Evaluate & Interview
Review all application materials
Use pre-established evaluation tool(s)
Ensure qualifications clearly demonstrated• Refrain from assumptions
Consider entire career history provided
SEARCH PHASES
• Candidate Evaluation/VettingPHASE 3Evaluate & Interview
Allow time to vet each candidate
Same definition of criteria applied to all
Avoid “moving target” syndrome
Document “not hired” reason(s)
Develop long-list for screening and/or on-campus interview
SEARCH PHASES
• Candidate Evaluation/Vetting• Develop Screening/Interview ?sPHASE 3
Evaluate & Interview
Prohibited Pre-employment Questions
• Be vigilant in all interactions w/candidate
• Focus on job related inquiries
• Refrain from questions related to:
Race/color Religion Gender Age Citizenship National Origin Sexual orientation Marital status Disability status Veteran status
Pre-Employment Inquiry Guidelines, BPPM 60.08
SEARCH PHASES
• Candidate Evaluation/Vetting• Develop Screening/Interview ?sPHASE 3
Evaluate & Interview
Open ended
Job-related
Measurable and observable
Consistent among all applicants
Specific to candidate - gaps in employment history, education, etc.
SEARCH PHASES
• Candidate Evaluation/Vetting• Develop Screening/Interview ?s• Screening & On-campus Interviews
PHASE 3
Evaluate & Interview
Screening Interview• Short telephone call or videoconference
• Clarify application materials
• Job related questions relative to experience/quals• Conducted by all or part of the search committee
• Same opportunities provided to all
• Take notes/narrow down pool
• Provide updates to Search Support
SEARCH PHASES
• Candidate Evaluation/Vetting• Develop Screening/Interview ?s• Screening & On-campus Interviews
PHASE 3
Evaluate & Interview
On-Campus Interviews• Short-list of top candidates
• Candidate also evaluating WSU
• Various components included
• Similar format/opportunities for all candidates
• All interactions potentially an “interview”
SEARCH PHASES
PHASE 1
Prepare
PHASE 2
Outreach & Recruit
PHASE 3
Evaluate & Interview
PHASE 5
Wrap-Up & Onboard
PHASE 4
Deep Dive & Hire
SEARCH PHASES
• Reference ChecksPHASE 4
Deep Dive & Hire
Purpose – deeper dive
Notify candidate references will be contacted
Recommend 2 persons conduct
Contact 3 professional references
Same method for all candidates
SEARCH PHASES
• Reference Checks• Background Check & Personnel FilePHASE 4
Deep Dive & Hire
Background Checks
• Designated at beginning of search
• Background check components
• Conducted on top 1-2 finalist(s)
• Offer may be contingent upon successful completion
Personnel File
• Top finalist(s)
• Search Chair or Supervisor may review
• Current or former employees
• Visit HRS to review file
Background Checks, BPPM 60.16
SEARCH PHASES
• Reference Checks• Background Check (if applicable)• Hire Recommendation*
PHASE 4
Deep Dive & Hire
*NOTE: Process varies by area/college
Hire recommendation to AA or designee
Verbal offer made upon approval of “Recommended for Hire”
Offer letter drafted, approved and sent†
Official signature acceptance distributed to CCs
†CS – AA signs PAF; AP – AA must sign letter
SEARCH PHASES
PHASE 1
Prepare
PHASE 2Outreach & Recruit
PHASE 3
Evaluate & Interview
PHASE 5
Wrap-Up & Onboard
PHASE 4
Deep Dive & Hire
SEARCH PHASES
• Decline Notices/Closeout WSUJobsPHASE 5
Wrap-Up & Onboard
Decline Candidates
• Courtesy notification to on-campus interviewees
• Email/letter to other candidates
• HRS templates available
Closeout WSU Jobs
• Finalist recommended for hire
• Other candidates’ status updated
• Hiring Proposal/Offer Ltr
• HRS Fills posting
SEARCH PHASES
• Decline Notices/Closeout WSUJobs• Records RetentionPHASE 5
Wrap-Up & Onboard
University Records –Retention and Disposition, BPPM 90.01
•Search Committee Members (WSUJobs)
•Copies of all internal and external advertising
•Application materials (WSUJobs)
•Candidate evaluation tools
•Screening & interview notes •Hiring recommendation
•Not selected reasons (WSUJobs)
•Copy of final offer letter
SEARCH PHASES
• Decline Notices/Closeout WSUJobs• Records Retention• Onboarding Process*
PHASE 5
Wrap-Up & Onboard
Onboarding Plan Suggestions
• Welcome communication
• Review duties/responsibilities, goals and plan for attaining
• Designate 30-60-90 day progress review
• Department and Area/College orientation
• HRS orientation hrs.wsu.edu/New+Employees
*NOTE: Process varies by area/college
RESOURCES
• Recruitment ToolKit: hrs.wsu.edu/APCSRTK%20Main Search Committee Guide Staff Recruitment Checklist
• Human Resource Services Pullman: 509-335-4521 Spokane: 509-358-7554 Vancouver: 360-546-9587 Tri-Cities: 509-372-7302
Email: [email protected]: www.hrs.wsu.edu