The Hiring Process at Texas A&M. Division of Human Resources and Organizational Effectiveness February 22, 2018

Transcription

1 The Hiring Process at Texas A&M Division of Human Resources and Organizational Effectiveness February 22, 2018

2 Objectives What hasn t changed Hiring process: Screening Matrix, Interview Questions and documentation, Rating Interviews, References, Degree Verification, Supplemental questions What has changed a little How you request supplemental questions, Reviewing minimum qualifications, where you upload documents, our shared Workday how does it work, who does what

3 Recruitment & Workforce Planning Recruitment & Workforce Planning provides the following: Assist departments with hiring procedures Assist with recruiting efforts Review/Post Job Requisitions Determine minimum qualifications of applicant pool Provide tools: screening matrix, interview question form, reference form, degree verification form, Background Checks (Criminal History and Credentials) No form needed for applicants through job requisition Background check form needed any outside of job requisiton Hiring procedures workshops and training materials Attend job fairs and other community efforts Contact Information: Phone:

4 Hiring Department Responsibility: Follow University hiring procedures: develop & follow consistent job-related selection procedures. Hire qualified applicants based on the parameters established in the Position Restriction & Job Requisition. Upload hiring process documents to secure server Maintain personnel files as noted in the System Records Retention Schedule.

5 Online Website Forms Manager Resources Resources Workday Help

6 The Hiring Process Staff, Faculty, Temp/Casual (not students) Position create if needed Ensure position is correct, has the correct required and preferred elements Create a Job Requisition Supplemental Questions, Screening Matrix and Interview Questions should be determined before posting as they should all work together

7 The Hiring Process Post job requisition (internally and externally) Periodically review pool When pool is adequate, any time after 5 days, request the job requisition be unposted (stops the flow of applicants) Screen, Interview, References, Offer, Background, Degree Verification, Ready for Hire

8 The Hiring Process Make sure you have included preferences: RIF (can affect interviews and hiring decision) Notified by HR Veteran s Preference (affects interviews and hiring decision) Found on primary questionnaire Former Foster Child (only at hiring decision) Found on primary questionnaire

9 Supplemental Questions Supplemental Questions still available but only recruiting partners can create new supplemental, add supplemental questions and create secondary questionnaires No disqualifying questions no knock-out questions No System Disqualification for Minimum Qualifications Recruiting Partner reviews at Initial Review step

10 Supplemental Questions Open Ended vs. Close Ended Required or optional No Limit to Number Recruiting partner will add qualifying questions Send an to with job requisition number/name and the questions to be added Recruiting partners can copy previous questionnaires to re-use on same position types

11 The Screening Matrix Hiring managers should use the screening matrix provided by HROE to rate candidates HROE has streamlined the screening matrix for easier use and to fit Workday A Screening Matrix template is accessible at: employees.tamu.edu/managers/hiring-matrix/

12 The Screening Matrix The Screening Matrix should be used to rank the applicants to determine whom you will want to interview and finally, whom you will hire. The final score reflects the interview, reference checks, etc. Therefore, you will offer the position (contingent upon the background checks) to the individual scoring the highest on the completed (final) matrix.

13 Screening Matrix

14 The Interview Job Related Questions Questions based on job duties Open-ended questions Past-performance questions Measurable/Questions can be scored numerically Legal questions

15 The Interview

16 The Interview Human Resources has updated the HR website with new Interview Question information. Manager Resources > Interview Resources

17 References Three references are preferred Current or former supervisor/managers preferred Use the form provided on the web site Candidates contacted for reference information

18 References

19 Workday Staff, Faculty, Temp/Casual positions Very important to follow the correct flow of tasks only complete or submit a task when you have an inbox item Job Requisition will complete the correct process for internal or external If you use the Job Requisition process, you do not need to process a hire or change job or add additional job

20 Workday Create a Job Requisition Recruiting Coordinator (HR Liaison) is recommended to start process Hiring manager and Recruiting Partner can start the process Job Requisition will go to Recruiting Partner Review for any changes Check jobs@tamu.edu for any s Add secondary questionnaires

21 Workday Recruiting Partner submits goes through approval process (department head/executive approver) Recruiting Partner is notified when all approvals complete to post position Generally job requisitions are posted internally and externally

22 Recruitment Process Initial Review Managed by Recruiting Partner Checks for duplicates, internal applicants using external applications, NEFR list and reviews for minimum education/experience (in the job requisition) Moves candidates forward to Screen or declines with appropriate reason

23 Recruitment Process Screen Managed by Hiring Manager Will receive inbox items for each candidate to screen Should disposition from the inbox item Please do not disposition from the grid Can keep some candidate in screen even if you move others into interview All candidates must be dispositioned to close the job requisition

24 Recruitment Process Interview Managed by hiring manager or recruiting coordinator Inbox item to create interview team The interview team in W/D does not affect the ability to move the candidate Interview team gets inbox item to assess interview This is not considered interview questions, documentation or rating Sends an inbox item to recruiting partner to check for duplicates required complete before candidate can be dispositioned Manager moves candidates forward or declines with appropriate reason

25 Recruitment Process References Managed by hiring manager or recruiting coordinator from an inbox item Send inbox item to recruiting partner to check for duplicates required complete to move candidate from this status Only a questionnaire is required submitted names and contact information of references only References should be done using form from web site and not uploaded to W/D

26 Recruitment Process Offer Managed by hiring manager or recruiting coordinator using inbox items Approval outside of process not required by TAMU overall just submit this inbox item Approval by recruiting partner is required Offer is submitted by hiring manager or recruiting coordinator from inbox item directly to candidate s external or internal inbox When candidate submits the offer reply back, inbox item generated to show offer accepted

27 Recruitment Process Background Check Managed by recruiting partner, initiated from W/D to Sterling no need to do background check form and submit any candidate in job requisition process Recruiting partner will complete, send clearance and status if passed, move to Ready for Hire Degree Verification Should be initiated outside of W/D at this stage so complete when background completes Once degree verification complete, hiring process documents should be uploaded to secure server at this time so Ready for Hire can proceed

28 Recruitment Process Ready for Hire Managed by recruiting partners Review hiring process documents Sends tasks to candidate for government id s (SSN) and other personal information (internal) Starts the hire or change job or add additional job process depending on which one is appropriate No other intervention is needed by HR Liaisons or Hiring managers until an inbox item appears

29 Search Committees Search Committees Managed by the recruiting partners In Workday, are considered for the screening process Members can review application materials but cannot status candidates Interview Teams are set up in recruitment process by hiring manager or recruiting coordinator Cannot status candidates, just complete an assessment

30 Workday Hire, Change Job, Add additional job are processes that can be initiated outside of the job requisition/recruitment process Currently used for candidates hired through PATH (legacy system) Use for student related positions TAMU does not use job requisitions for these types of positions

31 Workday tips If you are initiating a hire, change job, add additional job outside of recruitment process ALWAYS verify if a pre-hire or active record already exists Make sure you are searching all of Workday If there is a terminate record and a pre-hire record you can hire but use existing pre-hire record If there is an active employee record initiate job change/transfer (receiving department initiates) Or if there is an active employee record is this an add additional job?

32 Workday tips If you create a duplicate pre-hire record do not terminate this does not rescind the record and could cause additional problems If you aren t sure stop and ask Send an to workday@tamu.edu Easier and faster in the long run to wait for question to be answered instead of waiting for problems to be fixed

33 Workday tips If you have a question about Workday: how to use, what process to use, where something is, etc Use workday@tamu.edu If you want to unpost a job requisition, add supplemental questions, create a search committee Use jobs@tamu.edu

34 Advertisement Posting Sites TWC State Job Board Recruit Military, Getting Hired A&M System Job Board Higher Ed Jobs HERC Higher Education Recruiting Consortium Hero2Hired, VetReady, JUJU, Glassdoor, Directjobs, Indeed Workplace Diversity HR Manually Places Job of the Week - Facebook

35 Rita Bowden Recruitment & Workforce Planning Manager employees.tamu.edu