1. Welcome to Recruitment Guidelines & Resources
California State University, East Bay
Office of Human Resources

2. Objectives Understand the CSUEB staff hiring process
Understand the legalities of hiring
Be able to establish screening criteria
Be able to construct good interview questions
Be able to conduct thorough reference checks
Understand what’s expected once your new employee has been hired

3. What’s Required Job Description with organizational chart
Online Recruitment Request to fill vacancy
Post vacancy for at least 14 days plus any additional advertising in print or on the web
Establish an Interview Committee
Establish Screening Criteria
Conduct the Interview
Prepare the Offer
Start the New Employee

4. Job Description
All bargaining unit positions require a job description
For new positions, HR must approve the classification level before posting the position
All job descriptions must be submitted on the CSUEB job description form available online at:

5. Job Description (cont’d.):
Purpose:
Outline duties and responsibilities for the position
Outline expectations for the performance of the duties and responsibilities
Identify knowledge, skills and abilities required to perform the duties
Identify preferences for experience and skills required for the position
Official organizational chart, highlighting vacant position
Signatures authorizing position and assigned duties

6. Recruitment Request to Fill Vacant Position
Contains all relevant information to recruit position
PS #, timebase, classification, working title, location, work schedule
Basic description should be prepared for the recruitment announcement
Contact information for recruitment
Signatures authorizing recruitment
Online Recruitment Request available in PeopleSoft

7. Job Posting
All recruited positions must be posted for a minimum of 14 calendar days
Hard-to-recruit positions should have additional advertising (i.e., print or on-line resources)
Advertising costs are the responsibility of the hiring department
Closing date can be extended (hard date) or left Open Until Filled with a begin review date noted in the announcement

8. What to do while the vacancy is being advertised…
Establish a Search Committee
Usually up to 3 members on the Committee
When composing Committee, keep in mind:
Diversity in ethnicity and gender representation
Classification representation

9. What to do… (cont’d.) (2) Establish Screening Criteria:
Minimum Qualifications for the position (Yes/No)
Required experience, skills and/or abilities for the position
Desired experience, skills, abilities and/or characteristics
Must be listed in the Job Announcement to be used for screening
Point spread for screening criteria should be wide (e.g., 1-10 points)

10. Screening Criteria…(cont’d.)
Must be approved by HR before applications are forwarded to committee for review
Hiring manager/supervisor can screen initially for Minimum Qualifications
Applications not meeting MQ’s do not go forward
Search Committee screens remaining applications for secondary criteria
Screening is based on information presented by the applicant
Do not make assumptions about experience or education which is not listed
Remember: the application itself is a test!

11. Screening Criteria (cont’d.)…
Template for Application Screening Grid
List names alphabetically with the criteria listed across the top
Template Application Screening Summary
Both templates are on the HR forms web site:

12. What to do…..(cont’d.) (3) Write your Interview Questions
Interview questions must be appropriate for the position and relate to:
Education
Experience
Skills, knowledge and abilities for the position
Situational questions (behavioral)
Interpersonal skills
Verbal communication skills

13. Interview Questions (cont’d.)…
Interview Questions must be put on an Interview Rating Sheet
Allows for consistency in asking all applicants the same questions
Template for Interview Rating Sheet
Has scoring mechanism and comments section
Template for Interview Results Summary
Both templates can be found on the HR Forms web site:

14. Scheduling the Interview
Department is responsible for scheduling the interviews
Normally a minimum of three (3) applicants, unless there are not three qualified applicants
Find a day(s) and times when all Committee members are available and establish schedule
Schedule a room where there is privacy
Contact selected applicants and offer a time & day
If applicant does not return call or request for interview, department not obligated to pursue

15. Conducting the Interview
Greet the applicant and introduce Committee members
Brief outline of job duties & responsibilities
Explain that you will be asking established questions and taking notes
Help the applicant to feel comfortable
Encourage the applicant to do the talking…not the Committee or Chair
Make sure the applicant understands the question asked; if necessary, repeat or re-word the question

16. Conducting the Interview (cont’d.)
An Interview Rating Sheet must be completed by each Committee Member for each applicant interviewed
Written comments should be made for responses to each question
Comments must be job-related and not about personal characteristics
Wrap up the interview and thank the applicant
Be sure to stay on schedule and don’t keep the next applicant waiting

17. Second Interviews
All the basics from the first interview should be followed, including interview questions
Usually conducted by the hiring manager prior to a recommendation for hire
Committee should present final candidates to the manager in an unbiased manner

18. Reference Checks
A Reference Check must be conducted on the final candidate before the Hiring Packet goes to HR
A Reference Check form outlining what can be asked is required
At minimum, two Reference Checks must be conducted; can do more
With a current or prior supervisor

19. Preparation of Offer
Compile all materials used during selection process and submit to HR:
Application Screening Grid and Summary
Interview Rating Sheets and Summary
Summary of Interview Results Scores

20. Preparation of Offer (cont’d.)…
Appointment Recommendation Form with selected applicant information, including proposed salary
Signatures of Committee Chair, Department Chair/Manager, Dean/Director
All materials go to HR for approval prior to an offer being extended
Once offer is approved, HR will notify the contact person of the approval
Make offer to applicant and secure a starting date

21. What if the candidate declines the offer?
If the candidate declines the position, an offer can be made to the next candidate
If the next candidate is not acceptable for this position, not interested, or no longer available, the department can re-post the job announcement

22. When your new employee starts working…
Make the necessary office/desk arrangements
Have the new employee sign in with HR and Payroll within the first three (3) days of employment
Your employee will be scheduled for a New Employee Orientation (make a note of the date and time for your records)
Give the new employee a tour of the area
Make the necessary introductions
Make arrangements for the employee to get an office key

23. When your new employee starts working…
Your new employee will sign a copy of the approved job description at the time of sign-in with HR
HR will give employee a copy of signed job description
Discuss the expectations of the position so the employee knows the basis of evaluations
Probationary employees are evaluated by the end of the 3rd, 6th, and 11th months of employment – put them on your calendar
Schedule regular meetings with your new employee to make sure he/she ca be successful and provide feedback at those times

24. Other Points to Remember
Everything that occurs with the hiring process is confidential
It is the Committee Chair’s responsibility to ensure that the hiring is free of any and all discrimination, bias and/or prejudice
All screening criteria and interview questions must be based on job-related criteria
Do not ask any personal questions related to legally protected areas

25. Legally Protected Areas
Age, national origin, religion
Sex, marital status, family
Race, color, sexual orientation
Birthplace, citizenship
Physical disability, medical condition
Organizations and activities outside of work

26. Review of Steps Establish Committee Establish Screening Criteria
Develop Interview Questions
Submit all three of the above to HR for approval before beginning the screening process
Screen Applications
Submit results to HR before conducting interviews
Conduct Interviews
Submit packet to HR for final approval

27. Questions? Please contact your HR Manager or Recruiter –
Kristine Fagundes x52077
Josie Robles x57503
Andre Johnson x52164
JoAnne Hill x52264
Codie Howe x53769
Thank you!