HUMAN RESOURCES A to Z

Keys to Ensuring A Quick Staffing Process

Today’s Topics

UCSD’s Hiring Process & Legal Foundations

Requisition / Posting Resume Referrals Selection Report & Screening Matrix

Avoiding UCSD/OFCCP Audit Nurse Verification Form Background Checks Preferential Rehire Waivers

UCSD’s HIRING PROCESS

What is the order in which events should happen? Dept. creates/submits requisition/job description HR verify job description classified/in library HR post job (2 week minimum) reposts can be only one day. HR refers applicants Dept. reviews applicants and completes the screening matrix Dept. interviews (Phone or In person) Hiring Manager completes Selection Report sends to their Department HR then faxes back to Central HR HR approves Selection Report Dept. makes offer

LEGAL FOUNDATIONS

BEST PRACTICES:

Equal Access

Fair Treatment

Consistent Process

Equal Employment

Equal Employment Opportunity: UCSD does not engage in discrimination against or harassment of any person employed or seeking employment on the basis of:

Race , Color, National origin, Religion, Sex, Physical or mental disability, Medical condition (cancer-related or genetic characteristics), Ancestry, Marital status, Age, Sexual orientation, Citizenship, Status as a covered veteran (special disabled veteran, Vietnam-era veteran, or any other veteran who served on active duty during a war or in a campaign or expedition for which a campaign badge has been authorized)

This policy applies to all employment practices, including recruitment, selection, promotion, transfer, merit increase, salary, training and development, demotion, and separation, consistent with the provisions of applicable state and federal laws and University policies.

Affirmative Action

Affirmative Action: UCSD undertakes affirmative action consistent with its obligations as a federal contractor for:

Minorities and women Persons with disabilities Special disabled veterans, Vietnam-era veterans, or any other

veterans who served on active duty during a war or in a campaign or expedition for which a campaign badge has been authorized

UCSD commits itself to apply every good faith effort to achieve prompt and full utilization of minorities and women in all segments of its workforce where deficiencies exist. These efforts conform to all current legal and regulatory requirements, and are consistent with University standards of quality and excellence.

REQUISITION & POSTING

Submit the online Requisition Remember to allow for up to 3 business days for your job to be

posted and a required posting period of 2 weeks. Use an attractive and understandable working title. Avoid

Payroll Titles (Mgr, Director) Write a job description to interest and motivate jobseekers to

apply, soft skills (good communication skills, good listener, team player) needed for this position should be use here.

Limit your qualifications to 5 – 7 and use hard skills (skills that can be determined/viewed on a resume)

UC specific qualifications are always advertised as “preferred” Special Conditions of employment Use Notes to communicate to Recruiter (Salary, Advertising)

Posting Example:

DESCRIPTION: The Human Resources Department functions as a ……This positions function is to……(soft skills okay here)Key responsibilities are:

* Key responsibility one* Key responsibility two

QUALIFICATIONS: ***Absolute Requirement*** Qualification 1 (Most important hard skill)* Qualification 2* Qualification 3 - 7 …

EEO/AAE

RESUMES REFERRALS

Internal Recruitment Positions: If Requested: Internal Applicants can be sent after one

week of posting, only if 3 qualified applicants can be identified.

Internal Applicants will always be sent first on the closing deadline and external applicants will be sent if requested.

General Recruitment Positions: Preferential Rehires will be sent within the first 3 days The FIRST BATCH of Applicants will be sent on the closing

deadline. The FINAL BATCH of Applicants will be sent as soon as all

applicants have been processed into the system (1-3 days)

Screening Criteria: Sr. Employment Advisors use the qualification you give

Resumes Referrals: Tips

I know someone who has applied: Let the Sr. Employment Advisor know… There is no law or policy stating you can’t do this. If their resume doesn’t reflect the qualification

required…

I want to see all resumes: You may request this but keep in mind you will be

REQUIRED to complete a screening matrix on ALL applicants referred.

Will you track an “Applicant” to my posting?: Applicants must apply directly to your job. (Unfair

process, preferential treatment)

Phone/Email Screening

REMEMBER! A phone screen or email screen is NOT and interview

Goal of a Phone/Email Screening is to: Have a standardized format Expand on requirements of the position Verify information on resume, fill in gaps. Evaluate information obtained to either Interview or

Disqualify an applicant for interview (ie. Salary request to high, skill level for job requirement to low)

Document – Document – Document (date of call, information applicant provided)

Turn Phone Screen into Phone Interview! Ask all the exact same questions you ask in the face to

face interview.

SCREENING MATRIX

Use only hard skills from either the Job Posting or JD. (criteria you can see on a resume)

Do not use UC specific qualifications (barriers to entry) unless it is an Internal Recruitment position and no externals were requested

Tip: Use larger numbers for your scoring criteria.

SELECTION REPORT

Again… Focus on hard skills but 1 or 2 soft skills are okay here. (criteria you determine in an interview)

Do not use UC specific qualifications (barriers to entry) unless it is an Internal Recruitment position and no externals were requested.

Use larger numbers for your scoring criteria. Outcome Codes

Candidates have immediate access to this information

Using U – Unable to Contact (Reasonable Attempt – 3 attempts, include dates, times?)

SELECTION REPORT Cont. Reason for Selection Salary:

Hiring Internal – 25% max (99), without VC approval

Hiring External – Midpoint If above midpoint (Justification/Internal Equity to

jjohnson@ucsd.edu and cc: the Sr. Employment Advisor)

Required Signatures REQUIRED: A Minimum of 3 candidates must be

interview for a position (Grey areas)

Avoiding UCSD/OFCCP Audit

What is an audit and who is involved?

Avoiding UCSD/OFCCP Audit RED FLAGS:

Only one applicant interviewed That applicant is an internal applicant (wavier)

Barriers to entry used on Selection Matrix/Screening Matrix

Screening Criteria used could not be determined on a résumé or in an interview setting

Using illegal questions in an interview Not having allowed for equal access, fair, consistent

process~ More and more applicants are aware of their rights ~

Nurse Verification Forms

All RNs are required to complete this for because salary is based on this information.

Submitting Final Paperwork to HR

Key items needed by HR Screening Matrix, Selection Report, Applicants Resume

(signed, preferred), Nurse Verification Form. Key elements for quicker approval process

A min of 3 applicants interviewed for the position (grey areas)

Salary is below the mid point (grey areas) Required signature obtained No Barriers to entry were used for screening criteria Remember to allow for up to 2 business days for

approval (we are fast and shoot for a 24 hour turnaround)

BACKGROUND CHECKS

Policy Promote a safe work

environment Protect key

organizational assets such as people, property and information

Enable supervisors to make a prudent employment decision

Who gets checked Initial hire into critical

position Transfer/promotion/

reclassification from a non-critical into a critical position

Student employees “DO NOT”

Volunteers

Preferential Rehires

What is a preferential rehire?What are the steps and what is required?What if a preferential rehire is not qualified for my position?

WAIVERS

What is a wavier?What are the steps and what is required?What is the likelihood it would be approved?

Helpful Links

Hiring Contacts:

http://blink.ucsd.edu/Blink/External/Topics/Policy/0,1162,517,00.html

Compensation Rates:

http://blink.ucsd.edu/Blink/External/Topics/Policy/0,1162,259,00.html

How to Hire Staff:

http://blink.ucsd.edu/Blink/External/Topics/How_To/0,1260,315,00.html?delivery=&coming_from=

Final Words

Use sound judgmentComply with law and policyUse sound equal opportunity practices

Do the right thing

Questions