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 VIDEO PHASE 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 Best PHASE 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/Review PHASE 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/AA PHASE 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 PolicyEqual Employment and Affirmative Action Policy, EPM 12

SEARCH PHASES Outreach Strategy – EEO/AA Proactive Outreach & Advertising PHASE 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 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 4 Deep Dive & Hire

SEARCH PHASES Candidate Evaluation/Vetting PHASE 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/Vetting PHASE 3 Evaluate & 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 ?s PHASE 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 GuidelinesPre-Employment Inquiry Guidelines, BPPM 60.08

SEARCH PHASES Candidate Evaluation/Vetting Develop Screening/Interview ?s PHASE 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 Checks PHASE 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 File PHASE 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 ChecksBackground 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 2 Outreach & Recruit PHASE 3 Evaluate & Interview PHASE 5 Wrap-Up & Onboard PHASE 4 Deep Dive & Hire

SEARCH PHASES Decline Notices/Closeout WSUJobs PHASE 5 Wrap-Up & Onboard  Decline Candidates Courtesy notification to on-campus interviewees /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 Retention PHASE 5 Wrap-Up & Onboard University Records –Retention and DispositionUniversity Records –Retention and Disposition, BPPM Search Committee Members (WSUJobs) Copies of all internal and external advertising Application materials (WSUJobs) Candidate evaluation tools Screening & interview notesHiring 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 day progress review Department and Area/College orientation HRS orientation hrs.wsu.edu/New+Employees hrs.wsu.edu/New+Employees * NOTE: Process varies by area/college

RESOURCES Recruitment ToolKit: hrs.wsu.edu/APCSRTK%20Main hrs.wsu.edu/APCSRTK%20Main  Search Committee Guide  Staff Recruitment Checklist Human Resource Services  Pullman:  Spokane:  Vancouver:  Tri-Cities: Web: