Hiring Matrix Tutorial Texas State University-San Marcos

Hiring Matrix What is a Hiring Matrix? A Hiring Matrix is a tool used to compare an applicant’s qualifications to a job vacancy. With this tool, you can objectively and more accurately assess applicants. The matrix also documents the hiring process and helps justify a hiring decision.

Hiring Matrix Why use a Hiring Matrix? This required selection tool helps to ensure that hiring selection decision are made only on lawful job-related and non- discriminatory criteria, thus providing Equal Employment Opportunity to all applicants.

Hiring Matrix The sample Hiring Matrix is provided for your convenience It is not necessary to use this matrix option. Other matrix tools/formats which accomplish the same end result are acceptable to the Office of Equity and Access and must be provided to them at the completion of the selection process by attaching it electronically to the job posting.

Hiring Matrix Screening Process 1st Screening – “Yes/No” for required KSA’s Applicants may be contacted with questions regarding KSAs, but all applicants must be contacted if there are similar questions on their application 2nd Screening – experience At this point the hiring manager can often determine who to interview.

Hiring Matrix Screening Process continued 3rd Screening – If necessary, the hiring manager can analyze the preferred KSAs in scoring each with “Y” for yes and “N” for no. The hiring manager should attempt to narrow the interview pool to 5 – 10 applicants based on assessment scores and the quality of the applicant pool.

Hiring Matrix Important Steps before you begin: Clicking on “hiring matrix” in the left hand menu bar of the EASY system opens the matrix allowing the manager to download and save it to your desk top. Once it is filled in, the matrix must be electronically attached to the requisition by selecting the “hiring matrix” option on the document tab of the requisition. Click on “Attach” then click on “Browse” then “desktop” and then “hiring matrix”. System will take you back to the document tab. Click on “Attach”. Confirm this and it is completed. (You must save the requisition for the system to complete attaching process.)

Please refer to the tutorial before you use this Selection Aid. Job Title: Administrative Assistant III   Job Number: 456156 APPLICANTS Min Requirements Clerical MS Office Product Ten-Key Touch Bookkeeping Keyboarding Spelling APPLICATION SCORE INTERVIEW SCORE REFERENCE SCORE TOTAL SCORE Assigned weight 25 10 15 Kellie 4 5 3 325 1 400 Janice 2 320 460 Samantha 290 435 Mary X 0  Jane  0 Please refer to the tutorial before you use this Selection Aid. Enter all the applicant names and rate their KSA’s on a scale from 1 to 5 against the job posting requirements. The Hiring Matrix will calculate the weighted score from each criterion and calculate the total. The total will appear below the “Application Score” box against each applicant. Remember to document your evaluation thoroughly If you place an “X” in Minimum Requirements because they do not meet them, also place a “0” under the specific requirements that they actually did not meet.

Please refer to the tutorial before you use this Section Aid. Job Title: Administrative Assistant III   Job Number: 456156 APPLICANTS refer to the tutorial before you use this Section Min Requirements Clerical MS Office Product Ten-Key Touch Bookkeeping Keyboarding Spelling APPLICATION SCORE INTERVIEW SCORE REFERENCE SCORE TOTAL SCORE Assigned weight 25 10 15 Kellie 4 5 3 325 1 400 Janice 2 320 460 Samantha 290 435 Mary X Jane Please Aid. Please refer to the tutorial before you use this Section Aid. At some point you must decide whom to interview. It is at this point the “Hiring Matrix” comes to your aid. Highlight from applicant names through “Application Score”. Select Data sort by descending. This will place “Application Sores” in descending order with the highest ranked applicants at the top. This will show whom to call for interviews.

Please refer to the tutorial before you use this Selection Aid. Job Title: Administrative Assistant III   Job Number: 456156 APPLICANTS Min Requirements Clerical MS Office Product Ten-Key Touch Bookkeeping Keyboarding Spelling APPLICATION SCORE INTERVIEW SCORE REFERENCE SCORE TOTAL SCORE Assigned weight 25 10 15 Kellie 4 5 3 325 1 400 Janice 2 320 460 Samantha 290 435 Mary X Jane Please refer to the tutorial before you use this Selection Aid. In this case the hiring supervisor might interview only the top two applicants since their scores are close and there is a definite difference in the score of the next closest applicant

Please refer to the tutorial before you use this Selection Aid. Job Title: Administrative Assistant III   Job Number: 456156 APPLICANTS Min Requirements Clerical MS Office Product Ten-Key Touch Bookkeeping Keyboarding Spelling APPLICATION SCORE INTERVIEW SCORE REFERENCE SCORE TOTAL SCORE Assigned weight 25 10 15 Kellie 4 5 3 325 1 400 Janice 2 320 460 Samantha 290 435 Mary X Jane Please refer to the tutorial before you use this Selection Aid. Assign weights to “Interview Score” and “Reference Score” – Use a scale of 1 to 10 (with 10 being the highest). The weights should be in-line with the scores for the rest of the criteria. Rate the applicants 1 to 5 again.

Please refer to the tutorial before you use this Selection Aid. Job Title: Administrative Assistant III   Job Number: 456156 APPLICANTS Min Requirements Clerical MS Office Product Ten-Key Touch Bookkeeping Keyboarding Spelling APPLICATION SCORE INTERVIEW SCORE REFERENCE SCORE TOTAL SCORE Assigned weight 25 10 15 Kellie 4 5 3 325 1 400 Janice 2 320 460 Samantha 290 435 Mary X Jane Please refer to the tutorial before you use this Selection Aid. Enter the “Interview Score” and “Reference Score” for the interviewed candidates on a scale of 1 to 5. The “Hiring Matrix” will automatically calculate the “Total Score” for you.

Job Title: Administrative Assistant III   Job Number: 456156 APPLICANTS Min Requirements Clerical MS Office Product Ten-Key Touch Bookkeeping Keyboarding Spelling APPLICATION SCORE INTERVIEW SCORE REFERENCE SCORE TOTAL SCORE Assigned weight 25 10 15 Kellie 4 5 3 325 1 X Janice 2 320 460 Samantha 290 435 Mary Jane If a reference check is so negative that it warrants not hiring an applicant, place an “X” in the score box below “Reference Score” against the applicant name. This will change their “Total Score” to “0”. Remember to document the reference check thoroughly.

Please refer to the tutorial before you use this Selection Aid. Job Title: Administrative Assistant III   Job Number: 456156 APPLICANTS Min Requirements Clerical MS Office Product Ten-Key Touch Bookkeeping Keyboarding Spelling APPLICATION SCORE INTERVIEW SCORE REFERENCE SCORE TOTAL SCORE Assigned weight Please refer to the tutorial before you use this Selection Aid. You can access the hiring matrix at: http://www.hr.txstate.edu/Forms/hiringmatrix.html If you have further questions regarding the use of the hiring matrix, please contact the Equity and Access Office at 512-245-2539.