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Hiring and Interviewing Guidelines Auction Academy April 7, 2017

Hiring Guidelines Screening Process Interviews are scheduled with those applicants who meet the job’s requirements. ALL those chosen for employment must complete an application including a signature.

Hiring Guidelines Interview Process Hiring manager conducts interview. It is important that all managers who participate in the interviewing process use a style that is appropriate to the level of the position being recruited. Develop your interview questions around the job and job requirements.

Hiring Guidelines Interview Process Use open-ended questions. Ask questions that start with the words what, why, when, how, describe. Ask behavior-based questions. The intent is to predict future performance from past behavior. Start sentences with “Tell me about a time when…”

Hiring Guidelines Interview Process It is advisable to use a standard set of questions when interviewing for a particular position. Follow up questions can be asked in response to candidates’ answers. This practice ensures that candidates for the same position are asked the same questions, ensuring more accurate comparisons and decreasing the chance of discrimination.

Hiring Guidelines Interview Process The interviewer should take notes during or immediately following the interview to refer back to when narrowing the field of candidates and to compare with others who may interview the applicants. Enclosed is a form with some sample interview questions for your use.

Hiring Guidelines Interview Process The following are protected categories under anti-discrimination law: Race Color Religion Sex National Origin Disability Age

Hiring Guidelines Interview Process The interviewer should be familiar with the types of questions that are legal and illegal to ask of candidates. May ask… If Applicant has relatives already employed by the organization Whether Applicant has a legal right to be employed in the U.S.

Hiring Guidelines Interview Process May ask… Ability to speak/write English fluently (if job related) Other languages spoken (if job related) If Applicant is over age 18 Whether Applicant can perform the essential job related functions If they can meet the attendance requirements of the position Convictions if job related

Hiring Guidelines Interview Process Don’t Ask Number of children Marital status Spouse’s occupation Child care arrangements Health care coverage through spouse Applicant’s race or color of skin Photo to be affixed to application form Ethnic association of surname Birthplace of Applicant or Applicant’s parents

Hiring Guidelines Interview Process Don’t Ask Nationality, lineage or national origin Nationality of Applicant’s spouse Whether Applicant is citizen of another country Applicant’s native tongue/English proficiency Maiden name (of married woman) Religious affiliation/availability for weekend work Religious holidays observe Date of birth or Age Date of high school graduation

Hiring Guidelines Interview Process Don’t Ask If Applicant has a disability Nature or severity of a disability Whether Applicant has ever filed a workers’ compensation claim Recent or past surgeries and dates Past medical problems Number and kinds of arrests

Hiring Guidelines Interview Process Don’t Ask Height or weight except if a bona fide occupational qualification Veteran status, discharge status, branch of service Contact in case of an emergency (at application or interview stage)

Hiring Guidelines Interview Process The Americans with Disabilities Act (ADA) prohibits discrimination based on a person’s disability. When interviewing a person with a disability, the key is to ensure the questions remain job-related and focused on the ability to do the job, not the disability. If the candidate has an obvious disability or reveals a disability, you can ask if they would need an accommodation to perform the essential job functions.

Hiring Guidelines Interview Process Ensure that no illegal information is documented. The possibility is real that candidates will offer information that would be illegal to ask. The interviewer should simply ignore the information and not make note of it. A complete “Interviewing Do’s and Don’ts” guide is included for your quick reference.

Hiring Guidelines Interview Process Make sure the setting and time of the interview is conducive to a successful interview. Try to make the candidate feel comfortable. Use active listening skills and be open minded.

Hiring Guidelines References and Background Checks References from past employers should always be checked – at least two, three is better. Background checks (i.e., credit, criminal, driving, drug/alcohol) may be limited to certain positions, but should be consistent for those positions. There are specific authorization forms and/or summaries of rights required for background checks.

Hiring Guidelines Background Checks You should also make sure the candidate’s understand that the position is contingent upon satisfactory completion of the applicable background and/or reference checks.

Hiring Guidelines Verification and Reference Checks Should you receive a request for employment verification or a reference check on a former employee, dates of employment and title information will only be provided. Further information will not be provided without a signed authorization.

Hiring Guidelines Offers Employment offers can be made verbally and in writing. The hiring manager should make the offer verbally in person or over the phone.

Hiring Guidelines Paperwork Ensure all relevant hiring paperwork for new employees is completed to be added to the employee’s personnel file.

Completion of the Form I-9 Employee should be allowed to choose which document he/she presents as long as it meets the requirements of the I-9 form. Company representative must sign the form certifying they have examined the documents and complete Section 2 of the form.

I-9 Compliance If an employee does not provide acceptable documents or an application for document within 3 days of their date of employment, their employment must be terminated. If they provide a copy of an application for a document, they have 90 days to provide the original document.

HO2

Section 1 of I-9 Form HO3

Completed Section 2 HO5

Certification HO3

Check Forms Of Active Employees Common mistakes: Not signed or dated No or multiple boxes checked in Section 1 Section 1 expiration date missing when applicable Too many/few documents recorded under Lists A-C Date of hire in Certification section missing HO18

Correct Forms Of Active Employees Employee Must: Make changes directly to the form in Section 1 Cross out incorrect information, if applicable Fill in correct information Initial and date the change HO18

E-Verify 3 Potential Results: Employment Authorized = Employee’s Information Matched Tentative Non Confirmation (TNC Letter) =Employer and E-Verify information don’t match Employer must: Notify employee Provide written instructions Allow employee to contest the finding Sign the notice of Tentative Nonconfirmation Do not take adverse action Rerun E-Verify inquiry Employee must: Contact the appropriate agency within eight federal government workdays Final Nonconfirmation = Employee may be terminated HO23

Questions ?

Contact Us Penny Wanna President, Auction Academy (615) 591-4544 pwanna@tpcmgt.com (615) 591-4544 www.auctionacademy.net Randall McCathren COO, Auction Academy rmccathren@auctionacademy.net (615) 289-2384 www.auctionacademy.net Continuing Education Program Developed by: