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: hrs@wsu.eduWeb: www.hrs.wsu.edu