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

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

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

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: /JOBDES.doc /JOBDES.doc

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

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: NEL%20SERVICES NEL%20SERVICES

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

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

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., points)

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!

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:

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

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:

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 request for interview, not obligated to pursue

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

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!

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

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

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

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

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

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

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 3 rd, 6 th and 11 th 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

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

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

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

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