Presentation is loading. Please wait.

Presentation is loading. Please wait.

Labor Exchange Procedures

Similar presentations


Presentation on theme: "Labor Exchange Procedures"— Presentation transcript:

1 Labor Exchange Procedures
Oklahoma Employment Security Commission Labor Exchange Procedures Workforce Services Division – Capacity Building Unit

2 Goals of Oklahoma Labor Exchange
Serve job seekers and employers even better by efficiently and effectively bringing together the supply and demand sides of the labor market. Increase outreach to employers and assist employers in recruiting candidates. Clearly define the job order services levels and provide standardized, quality services to employers that reflect the service level they specify. Assist job seekers in entering employment through identifying jobs for which they are qualified. Increase the number of quality referrals by staff to help job seekers find jobs and employers find quality employees.

3 Types of Job Orders Staff-Assisted Job Orders
Public-Limited – Job seekers will be able to see all job information (except company contact information), and staff will refer only job seekers who meet at least the minimum qualifications. Public – Job seekers will be able to see all job information (including all contact information) and may contact the employer directly. Self-Service Job Orders Oklahoma JobLink is a self-service system and can be utilized by the employer directly. Center staff are not responsible for the input or maintenance of these job orders. However, staff may (upon the request of an employer) train the employer in the effective use of OJL.

4 Helping Employers Select a Disclosure Level
Potential Criteria in Making Disclosure Level Recommendations Public-Limited Specific skills, licenses, credentials, or degrees Specific length of work experience related to the position Pre-screening of applicants is desirable Testing is required Prevailing wage for local area Public No education requirements No prior work experience Temporary positions Apply on-line positions The Labor Exchange system of OESC is one of employer choice. It is expected that Center staff have a thorough understanding of the types of job order disclosure levels, when each disclosure level should be utilized, and the benefits of the type of disclosure level to the employer in order for the employer to make a decision that best suits the employer’s needs.

5 Helping Employers Select a Disclosure Level
Advantages of Public-Limited Disclosure Level A staff person will manage the job order. Regular contact will be made with the employer in order to ensure employer satisfaction. Company name and contact information will not be visible to job seekers and interested applicants will be directed to the Workforce Center for application instructions. This will eliminate excessive traffic to the employer. Staff will review applicant qualifications and refer only those who meet the minimum qualifications established by the employer. This saves the employer time in the interview process. Staff pre-screening of applicants and management of job order eases the burden of the hiring process on employers.

6 Selecting the Disclosure Level in OJL
Select appropriate disclosure level. *Never select “Private” for Disclosure Type.

7 Public-Limited Job Orders

8 Management of Public-Limited Job Orders
A specific staff person will be identified and assigned to manage and fulfill the job order. Every effort should be made to enter and activate the job order by Center staff in OJL the same day it is received. Staff will create the job order using O*NET job descriptions and job classification codes. Staff will compose job description and tasks from the O*NET on line occupational network unless the employer provides staff with a detailed job description. The O*NET description, when used, must include the occupational summary description and 3-5 tasks associated with that occupation. The job order is to be free of spelling and grammatical errors and discriminatory language.

9 Management of Public-Limited Job Orders
A verification letter is mailed, ed or faxed within 24 hours to the employer with a copy of the job order. This contact is to ensure that the information in the job order meets the employer's expectations and approval. Refer to Attachment A. If the employer has indicated they do not wish to receive a Verification Letter, this must be recorded in the Staff Notes section.

10 Management of Public-Limited Job Orders
Center staff will generate a search list to meet veteran priority of service requirements. Center Managers will have the discretion of assigning this task. Staff will review job seeker qualifications and refer only those job seekers who meet minimum qualifications established by the employer. Center staff will match job seekers who come to the Center to job(s) for which they are qualified and refer only qualified job seekers to these Public-Limited job orders and record the referral. The assigned staff will make and record appropriate referrals and will monitor job order referral activity and the quality of referrals.

11 Management of Public-Limited Job Orders
The assigned staff will contact the employer within 72 hours of job order listing and then on a weekly basis to ensure quality service is being delivered and to verify referral activity and the quality of referrals. This contact will be recorded. If the employer has indicated they do not wish to be contacted on a weekly basis, this must be recorded in the Staff Notes section. Employers with Public-Limited job orders will be contacted the week before the job order is scheduled to close to determine if the job order should be put on hold, rewritten or closed. This contact will be recorded. Assigned staff will verify the hiring of referred job seekers with the employer and record such hires.

12 Documentation of Public-Limited Job Orders
Record any special referral instructions from the employer (i.e., “Apply directly with Sally between 9 am and noon Mondays and Wednesdays”) in both the “Instructions how to apply” field of the Reply Options section of the job order and the Staff Notes section.

13 Documentation of Public-Limited Job Orders
Record any job order activity in the Staff Notes field of the Internal Information section of the job order. The most recent activity conducted should always be the first note listed.

14 Documentation of Public-Limited Job Orders
Staff Notes Section If employer's job description is used in lieu of O*NET summary and tasks, staff must document that this option was used. Record that the verification letter was sent, any requested changes were made, and the employer approved the job order. Refer to Attachment A. If the employer has indicated they do not wish to receive a Verification Letter, this must be recorded in the Staff Notes section.

15 Documentation of Public-Limited Job Orders
Staff Notes Section Center staff will record that a search list was generated for qualified veterans and other eligibles. Center staff will record the number of qualified veterans and other eligibles as well as the number of non-veteran job seekers found and contacted. Non-compliance with generating and recording the required search list will result in an automatic failure on a Job Order Review. Additional search lists must be generated and recorded on at least a biweekly basis.

16 Documentation of Public-Limited Job Orders
Tip: When running the required biweekly search list, OJL will inform you of whether a resume has already been reviewed and what the determination was. This is listed in the “Resume Review Status” field.

17 Documentation of Public-Limited Job Orders
Staff Notes Section Record the 72 hour contact with the employer and the results. Record each weekly contact made with the employer for the first 30 days the job is listed. The contact made with the employer the week before the job is scheduled to close should determine if the job order should be put on hold, rewritten or closed. Record the results of this contact. If the employer has indicated they do not wish to be contacted on a weekly basis, this must be recorded in the Staff Notes section. Record the hiring of referred job seekers by the employer.

18 Public Job Orders

19 Management of Public Job Orders
A specific staff person will be identified and assigned to data enter the job order. Every effort should be made to enter and activate the job order by Center staff in OJL the same day it is received. Staff will create the job order using O*NET job descriptions and job classification codes. Staff will compose job description and tasks from the O*NET on line occupational network unless the employer provides staff with a detailed job description. The O*NET description, when used, must include the occupational summary description and 3-5 tasks associated with that occupation. The job order is to be free of spelling and grammatical errors and discriminatory language.

20 Management of Public Job Orders
A verification letter is mailed, ed or faxed within 24 hours to the employer with a copy of the job order. This contact is to ensure that the information in the job order meets the employer's expectations and approval. Refer to Attachment B. If the employer has indicated they do not wish to receive a Verification Letter, this must be recorded in the Staff Notes section.

21 Management of Public Job Orders
The job order should be set to go into hold status automatically after 30 days. Center staff should review the job order to determine if the job order should be put on hold, rewritten or closed.  

22 Documentation of Public Job Orders
Staff Notes Section If employer's job description is used in lieu of O*NET summary and tasks, Center staff must record that this option was used. Record that the verification letter was sent, any requested changes were made, and the employer approved the job order. Refer to Attachment B. If the employer has indicated they do not wish to receive a Verification Letter, this must be recorded in the Staff Notes section.

23 Job Referral Process

24 Step 1: Public-Limited Search Procedures
Run the resume search from the active job order.

25 Step 1: Public-Limited Search Procedures
Set the search parameters in accordance with the job requirements. You may give this search and the parameters you entered a name and save it for later reference. Click “Show Candidates”

26 Step 1: Public-Limited Search Procedures
What if no resumes are found? Change the strength of the occupational match, which is indicated by levels 6 through 1, with 6 being the strongest occupational match. Do not go lower than level 5. Try modifying the following parameters of the resume search: Location Keywords Years of Work Experience Required – change to include the higher levels of experience Required Education – hold down the ctrl key to select multiple levels of education at or above the minimum requirement indicated in the job order

27 Step 1: Public-Limited Search Procedures
Evaluate job seeker’s qualifications in the following order: Veterans and other eligibiles UI Claimaints All others *Start here

28 Step 2: Ensuring Accurate Registration
Review the job seeker’s account for quality and completion. Click “Go to Client Details.”

29 Step 2: Ensuring Accurate Registration
Click Work Experience. Check and update work history to include last 5 years and explain any gaps in employment in Client Notes. Click Client Notes. Ensure data validation related to date of birth is recorded. Data validation does not apply to referrals made outside the Workforce Center. Click Job Referrals. Review the job seeker’s number of referrals. If the job seeker has recently requested or received an excessive number of referrals, Center staff should discuss this issue with the job seeker and refer to the Skills Unit as necessary. Review Program Registrations. Ensure the job seeker has an open enrollment. The Oklahoma Employment Security Commission expects that every new job seeker receiving a staff-assisted service will have a quality registration developed at the first visit. The registration will be updated any time a customer returns for a staff-assisted service. Prior to referral, Center staff will review the job seeker’s OJL account for quality and completion. Center staff will complete the following steps in reviewing the job seeker’s OJL account:

30 Step 2: Ensuring Accurate Registration
Use the left-side menu to select the client’s Resume. Click “Resume Title” for the resume that needs to be reviewed. Ensure that there is an appropriate Objective Statement, and create or update the job seeker’s Objective Statement as necessary. NOTE: Job seeker resumes that have been uploaded will not have an Objective Statement.

31 Step 3: Match Qualifications
Click on the Resume Title of the job seeker with the strongest occupational match following priority of service requirements. Contact the qualified applicant to conduct a pre-referral interview, which may be over the phone or in-person. For in-person interviews, the Welcome Function Protocols must have been completed before the referral is made. Data Validation Initial Assessment Initial Skills Assessment Basic Employability Plan (BEP) Referrals taking place outside of the Workforce Center do not require the Welcome Function Protocols.

32 Step 3: Match Qualifications
Job seekers reporting to the Workforce Center will complete and present to Center staff a Request for Referral form (Attachment C) at the pre-referral interview. After receipt of the form, Center staff will match job seeker qualifications with job order requirements.

33 Step 3: Match Qualifications
Discuss the following items with the job seekers: Work Experience – its duration and relevance to the job order requirements. Training and Education – type of training or education, its duration, and any certificates, licenses, or diplomas received. Other Employer Requirements – employer-administered assessments, testing, background checks, credit checks, drug screening, etc. Employers with profiled positions may request that the job seeker have certain WorkKeys (CRC) scores as well.

34 Step 3: Match Qualifications
After ensuring the job seeker meets minimum qualifications, compare the position with job seeker preferences. Rate of pay Method of payment Location of work Hours of work (full-time or part-time, shift) Additional compensation and benefits Working conditions Expected duration of employment (permanent or temporary) Advancement opportunities Do not refer customers who do not meet minimum job order requirements. Decline or delay referrals when job seeker is obviously unprepared to contact the employer.

35 Step 4: Making the Referral
In order to refer a qualified job seeker to an employer, Center staff must complete the following steps: Scroll to the bottom of the job order page and click How to Apply for This Position. Provide the job seeker with the employer’s referral instructions. Any special instructions for applying will be listed in the Staff Notes section of the job order. Click on Make Referral. Confirm that the Participant ID number is correct on screen, then select if the referral is an “O*NET” match or “Other Referral.” Click “Enter Referral.”

36 Step 5: Method of Employer Contact
Provide the job seeker with the contact person’s name, address, attachment options, and any special instructions from the employer. Online Provide the job seeker with the website address entered in the URL field of the job order. Any special instructions from the employer should be entered in the Staff Notes section of the job order. Assist the job seeker, as necessary, in navigating the employer’s website. Phone Contact Provide the job seeker with the employer’s telephone number, name of the person to contact, and any special instructions from the employer.

37 Step 5: Method of Employer Contact
Fax Provide the job seeker with the employer’s fax number, name of the person to contact, list of required documents to be faxed, and any special instructions from the employer. Offer use of the fax machine in the Workforce Center to the job seeker. Mail When the employer’s preferred method of contact is mail, provide the job seeker with the employer’s mailing address, name of the person to contact, list of required documents to be mailed, and any special instructions from the employer. Center staff may mail documents for the job seeker upon request.

38 Step 5: Method of Employer Contact
In-Person When no appointment is required, provide the job seeker with the Referral Letter of Introduction (Attachment D), address and directions to the employer’s location, and the name of the person to contact. When the employer requires Center staff to schedule an appointment, provide the employer details about the job seeker in advance of the interview which introduce the job seeker to the employer, provide his/her minimum qualifications and answer occupationally significant questions. Provide the job seeker with the Referral Letter of Introduction (Attachment D), address and directions to the employer’s location, and the name of the person to contact.

39 Step 5: Method of Employer Contact

40 Step 5: Method of Employer Contact
Through Oklahoma Workforce Centers This option will only be marked if the job order is Public-Limited. If the job order is Public, do not mark this option because it will not display employer contact information to job seekers. Specific instructions for applying must be entered in both the “Instructions how to apply” section and the Staff Notes section. If the job order will be a Public-Limited job order, staff must mark only this reply option. Specific instructions for applying must be entered in the “Instructions how to apply” section. If this job order will be a Public job order, do not mark the “Through Oklahoma Workforce Center,” option since this method does not display information needed to apply for the job. It is essential to enter the appropriate method of contact to ensure job seekers have the information necessary to self-refer and apply for the job.

41 Step 6: Self-Referrals Individuals may request a job referral to a Public-Limited job order by clicking the button labeled Apply for This Job. This button does not allow the job seeker to apply directly to the job. It will populate a list or queue that Center staff will review to determine if the job seeker meets the minimum qualifications of the job order. Center staff will contact the job seeker in a timely manner to either: Establish a referral, if the job seeker is qualified for the job; or Notify the job seeker that they currently cannot make a referral as the job seeker does not appear to meet the established qualifications. If the job order will be a Public-Limited job order, staff must mark only this reply option. Specific instructions for applying must be entered in the “Instructions how to apply” section. If this job order will be a Public job order, do not mark the “Through Oklahoma Workforce Center,” option since this method does not display information needed to apply for the job. It is essential to enter the appropriate method of contact to ensure job seekers have the information necessary to self-refer and apply for the job.

42 Extraordinary Job Order and Referral Situations

43 Extraordinary Job Order Situations
Bona-Fide Occupational Qualifications Must always be related to the required qualifications needed to actually perform the job effectively. Substandard Job Orders Do not activate job orders in which employer fails to correct the substandard components. Enter explanation in “Staff Notes.” Affirmative Action Job Orders Contact a program manager in OESC’s Workforce Services Division before the job order is listed to check with OESC’s Civil Rights Administrator and the Legal Division. Discriminatory Job Orders Do not activate job orders with discriminatory preferences. Enter explanation in “Staff Notes.”

44 Extraordinary Referral Situations
Referrals on Discriminatory Specifications No referrals shall be made unless the specifications are BFOQs or the job order is an approved affirmative action job. Americans with Disabilities Act (ADA) Referrals must be made solely on the job seekers ability to meet minimum job qualification and perform the essential functions of the job. Referrals to Private Employment Agencies Referrals are permissible if no fee is charged to the job seeker. Referrals to Questionable Job Orders Center staff should be alert for questionable job orders that include, but are not limited to, odd interview hours or locations, requirements for job seekers to make purchases, etc. 

45 Extraordinary Referral Situations
Referrals to Employers with Labor Disputes Referrals may be made to positions not vacant due to a labor dispute. Provide job seeker with signed Labor Dispute Referral Letter (Attachment E).

46 Quality Control

47 Quality Control of Job Orders
The following criteria will be used to determine if job orders meet the quality standards of the Oklahoma Labor Exchange Procedures: Job Description – O*NET classification code and its descriptive are used for the Job Description and Duties on the job order or documented that the employer provided company's job description. Three to five O*NET Task statements for the classification are stated on the job order and are written in sentence structure form. Specific Skills/Essential Functions – Education, license/certifications, experience, benefits, etc. are listed properly on the Job Order. Information listed meets labor laws and agency policies. Discriminatory remarks or subjective terminology, etc. are not listed on the job order. All skills, knowledge, abilities and experience required meet stated bona-fide occupational qualifications.

48 Quality Control of Job Orders
Referral Instructions – The instructions for referring or applying are clear to both the job seeker and staff. Employer Information – All form fields of Employer Account Information are complete including address and employer information listed on the OJL screen. The description of the of the employer's business is listed correctly on the job order. Spelling, Punctuation, Grammar and Capitalization – Ensure that all information in the job order listing has been checked for any spelling, punctuation, grammatical and/or capitalization errors. Documentation – Date, time and station/desk are completed. Meets all documentation requirements as listed in Part III of this policy.

49 Job Order Review

50 Referral Review

51 Thank you. For questions or more information about this presentation, please contact: Cody Cox or Kylie Smith


Download ppt "Labor Exchange Procedures"

Similar presentations


Ads by Google