Classified/ Hourly Hiring at Old Dominion University Presented by: Equal Opportunity/ Affirmative Action & Human Resources

Objectives………... n Understand the Current Classified/Hourly Recruitment Process n Appreciate the benefits of following University procedures and EO Laws. n Learn ways to recruit for diversity.

Elements of a Successful Search n Compliance –Adhere to Law and Policy –Adhere to Recruitment Procedures n Satisfaction of the hiring official

EQUAL OPPORTUNITY Equal opportunity requires that personnel practices guarantee the same opportunities to all individuals regardless of their race, color, national origin, gender, sexual orientation, age, religion, disability, veteran status or political affiliation.

AFFIRMATIVE ACTION Affirmative Action is a demonstrated commitment to apply every good faith effort to use positive, results-oriented practices to ensure the equitable inclusion of qualified women and minorities in the workforce.

Employment Discrimination Federal laws, state laws and University policy prohibit discrimination against protected classes of people.

“PROTECTED CLASS” n Who is in a protected class? n Anyone who can rightfully hold the umbrella.

WHAT’S UNDER THE UMBRELLA? n AGE n GENDER & SEXUAL ORIENTATION n RACE, COLOR, NATIONAL ORIGIN n DISABILITY n CITIZENSHIP n PREGNANCY n RELIGION

Protected Factor - Applicable Law n Age (40+) n Gender n Race, Color, National Origin n Religion n Disability n Citizenship n Pregnancy n ADEA n Title VII n ADA n Title VII n Pregnancy Act/Title VII

Discrimination Treatment and Impact

DISPARATE TREATMENT (Intentional Discrimination) Differential treatment of applicants based directly on their protected class- (i.e. race, religion, gender, national origin, disability, age, veteran’s status, etc.)

ADVERSE IMPACT The result of an employer’s action or policy which is not unlawful on its face, but affects one or more classes of employees differently than other classes of employees.

EXAMPLES OF ADVERSE IMPACT PRACTICES n Minimum height requirements n Certain educational requirements n Physical agility tests n “No beards” policy n Cognitive ability tests

Affirmative Action Affirmative Action is the use of positive, results-oriented practices to ensure that women and minorities will be equitably represented in the organization.

Four Practical Principles n Document n Be Consistent n Keep the Process Confidential n Obtain Prior Approval Before Interviewing and Making Offer

Process……”Big Picture” Need to hire a new employee Update *Position Description Complete Form *E0-1 Contact EO/AA for all Admin/Prof Positions To HR for Recruitment HR Sets up On-Line Recruitment Hiring Mgr Review/ Selects For Interviews Interview Selected Applicants Make Selection/ Check References Notify HR Of Selection/ HR Review *HR Makes Offer/Sends Job Offer Letter New Employee Begins Work EO/AA Approval For Admin/Prof EO/AA Approval HR Approval

Position Description n Purpose of the form is to describe what you want the new employee to do. n Hiring manager is responsible for ensuring it is up-to-date. n Block # 18 is key info for HR to recruit from. –KSA’s>Knowledge, Skills & Abilities

Form EO-1…… n Purpose is to request to Recruit for a Classified/Hourly Position. n Hiring manager is responsible for completing. n Contact EO/AA if the position is professional classified –Position description will have EEO code of executive/administration & managerial or professionals –EO/AA provides a list of additional recruitment sources

Recruitment Types n General Public n Old Dominion University Only n State Employee Only –ODU and State Only recruitments must be approved by Equal Opportunity Office

Advertising Salaries n Salary amount (non-negotiable) n Salary range between $ and $ n Salary begins at $ and is commensurate w/education and experience n Salary commensurate w/education and experience

On-line Posting n Classified/Hourly positions are posted on the ODU website and classified positions are also posted on the state recruit website. n All positions are advertised for a minimum of (5) work days, unless a department requests to advertise for (10) or more work days. – Applications are received on-line through 5:00 pm on the closing date

Screening Questions n Screening questions are comprised from the KSA’s of the position description n Screening questions are used to screen out applicants who do not meet the minimum qualifications –Questions may be created by HR –Questions may be created by hiring manager –No questions

Newspaper Advertising n Advertising cost are assumed by your department n Administrative/Professional classified positions must be advertised at least one Sunday

Recruitment…..What Happens? n Recruitment paperwork is “due” by Wednesday at noon, so that the position may be advertised the following Sunday in the newspaper and Monday on-line. n HR posts position advertisement on-line in accordance with EO1 form.

Recruiting for Diversity n Appreciate the value of diversity. n Network to identify qualified women and minorities. n Provide and promote training opportunities to current employees. n Invite qualified women and minorities to apply for vacant positions.

Hiring Manager Review of Applicants for Interview n Hiring manager reviews applications on-line. n Update applicant status to selected/not- selected for interview and give justification. Then notify Human Resources * HR/EO reviews and approves selections for interviews. * Interviews scheduled by either hiring manager or HR.

Strategizing the Interview n The best way to guard against violations of anti- discrimination laws is prior preparation.

Interview Committee n Committee members must be in the same or higher role than the position being filled and can not report to the position. n Committee members should be diverse in terms of gender and ethnicity, if at all possible.

Interviewing n Same questions to every applicant n Focus on job related functions & applicants ability to do them –KSA”s > Knowledge, Skills & Abilities –Be careful, lot’s of “pitfalls” n Important to gain the applicant’s cooperation & confidence

Internal Candidates (Candidates currently employed with the University) n Equal Opportunity & Equal Treatment n No Courtesy Interviews - –Select based on the strength of the candidates’ credentials n Maintain Confidentiality

Internal Candidates, cont. Prior to interviews—it is acceptable, even advisable to let the candidate know when he/she is no longer being considered. Do not discuss to this candidate the status/credentials of the other candidates.

WHAT CAN I ASK? JOB RELATED QUESTIONS! The search committee should develop a common set of questions to ask in informal interviews and campus visits. If a question can not be tied back to advertised requirements it is inappropriate and possibly illegal.

Test for Lawfulness n Does the question measure significant responsibilities of the job in terms of knowledge, skill and/ability? n Does the answer to the question measure or predict job performance?

Candidates With Disabilities The Americans With Disabilities Act prohibits discriminating against qualified individuals with disabilities. A qualified candidate is an individual who has the KSA’s to perform the essential functions of the job with or without reasonable accommodations.

Reasonable Accommodations n Reasonable accommodation is making any adjustments that permit a qualified candidate to participate in the job application process. n The University, beginning at the level of hiring official’s department, is responsible for providing the accommodation. n An accommodation may include permitting a “job coach” to provide the candidate career assistance during the recruitment process.

Some Invalid Reasons for Non-Selection n Thick accent in presentation n Previously Interviewed n Subjective Criteria

After Interviews…..You Get to Choose! n Select your most qualified applicant. n Update PAPERS (hired/not hired). n Check references. n After HR approval, complete Pay Action form.

Reference Checks n Check at least two employment references (current, most recent & former supervisor) n Start with a common set of questions n Consider the totality of the reference checks.

The Pay Action Form n Consider several factors in determining starting salary (they are listed on the Pay Action form.) *Attach a Budget Adjustment if you need to increase funding to meet your proposed salary. n Confirm candidate’s salary if the salary to be offered is above the minimum of the pay band. n Form is submitted along with signed applications of all persons interviewed and reference reports on selected candidate.

Making the Job Offer n Pay Action form is reviewed/approved. n Criminal background form processed. n Hiring Official notified to make “official” job offer or HR can make job offer. n HR sends job offer letter to selectee, and notifies other applicants about non- selection.

Record Retention Requirements (Records To Be Kept For Three Years) (Please note: You will be notified by Human Resources when you can destroy the departmental records.) n Department MUST Retain: –Interview Questions and notes on applicant responses –Any other notes from the interviews n Department MAY Retain –Position Description –List of interview committee members –List of applicants interviewed –Interview schedule –Copy of PAPERS on-line ad and/or other on-line or print ads

Record Retention Requirements n Department Should NOT Retain: –Printed applications of persons interviewed –Printed applications of persons NOT interviewed –Reference Information –All of the above should be shredded after the position has been filled. n Human Resources will retain all other pertinent recruitment information in either: –PAPERS on-line system –Hard copy recruitment files

Remember The Four Practical Principles! n Document n Be Consistent n Keep the Process Confidential n Obtain Prior Approval Before Interviews and Making The Offer

I’ve got questions…… Who do I call? n …In HR? n Pam Harris n Brenda Whitehurst n Catherine Holland n Margaret Inge n ….In EO/AA n ReNee’ Dunman n Traci Daniels

Recruitment, Selection And Hiring at Old Dominion University