Recruitment and Selection Guide Human Resource Services
The Reason We Are Here SOU s Mission Statement Southern Oregon University is an inclusive campus community dedicated to student success, intellectual growth, and responsible global citizenship. SOU s Commitment to Diversity Southern Oregon University is a welcoming community committed to inclusive excellence and the celebration of diversity. Without diversity, our educational process is diminished. Working together in support of our commitment to diversity, we strengthen and enrich our role as learners, educators and members of a tightly connected global community. We encourage those who share in our commitment to diversity, to join our community and we expect all our employees to demonstrate an ability and desire to create an inclusive campus community. SOU is an equal access Affirmative Action/Equal Opportunity Employer committed to achieving a diverse and inclusive workforce.
Getting the legal stuff out of the way Affirmative Action and Equal Opportunity Affirmative Action: Actively engaging to ensure equal opportunity in our employment processes by making positive and continuous efforts to minimize the present effects of past discrimination and unintentional present-day biases. Equal Employment Opportunity is the law: Applicants and employees have the right to fair and non-discriminatory treatment and are protected under Federal Law from discrimination on the following bases: Race, color, religion, sex, national origin, disability, age, marital status, genetic information, veterans status It is Federal and State law for public employers to give special consideration to honorably discharged veterans who meet the minimum qualifications for the position. A common misconception: Applicants are selected on the basis of race, gender, religion, national origin, or other identity characteristics. Selection is based upon being the most qualified to perform the position. In summary, avoid having conversations (including small talk) or asking questions that could unintentionally solicit information about one s protected status.
Recognizing Bias Unconscious bias refers to a bias that we are unaware of, and which happens outside of our control. It is a bias that happens automatically and is triggered by our brain making quick judgements and assessment of people and situations that are influenced by our background, cultural environment and personal experiences. Status quo bias - tendency to like things to remain the same. Negativity bias - tendency to pay more attention to negative experiences. Similar to me bias - tendency to rate higher those people who look, act, or have a background most like the interviewer. First impression bias - making the hiring decision within the first few minutes of the interview, instead of evaluating all the information from the full interview. Structural bias - institutional patterns and practices that confer advantage to some and disadvantage to others based on identity. When we accept that we have unconscious biases and commit to addressing them through selfawareness, committee discussions, and structural enhancements to the process, we reduce the chances that someone will be harmed by bias in the search process. Unconscious biases, even on the part of open-minded, well-intentioned decision-makers, unfairly disadvantages qualified applicants.
Recruitment Life Cycle Talent Attraction Training & Development Screening Onboarding Interview Offer Selection
Committee Member Responsibilities Defining the Position Description Qualifications, essential functions, and the skills, knowledge and abilities required of the position. Performance, compensation planning, training and development, reasonable accommodations, benchmarking. Evaluating the Applicants Screening is based on criteria directly related to the Position Description and job announcement. Review all applications and subjecting the stated qualifications to intense scrutiny to determine which applicants are the most qualified for the position. Transferable skills from non-traditional career paths should be considered. Qualifying veterans who served on active duty with the Armed Forces of the United States and were honorably discharged are eligible for special consideration in the screening and selection process if s/he meets the minimum qualifications and for the position. Send list of candidates to Human Resources for internal Vet/AA/EEO review.
Committee Member Responsibilities Con t Creating Questions and Conducting the Interview Develop clear job-related questions. Send draft to Human Resources for review. Avoid asking questions that elicit personal information or non-job related information. Care must be taken to gather the same, consistent job-related information. This includes applicable follow-up questions. Telephone, virtual, and in-person. Inquire as to if there are any special considerations that need to be considered while arranging for the interview. Exercises (e.g. open forums, mock presentation, written, spreadsheets) Candidate Assessment Recommend finalists by providing a detailed report of the strengths and weaknesses of each candidate. Remaining steps are conducted in accordance with the Oregon State Board of Higher Education Executive Searches, Appointments and Management.
Hiring Philosophy and Best Practices Every hire is an opportunity to enhance our community and demonstrate SOU s core mission. We do this by using fair and effective hiring practices that are mindful of culture, climate and diversity. Maintain strict confidentiality of deliberations, applicant information, and applicant identities. Recuse yourself when listed as a reference/supervisor for an applicant, have a conflict of interest, or are unable to remain objective and impartial. Each interaction during the entire recruitment process (phone calls, logistics, interview questions, conversation during meals, hiring negotiations, etc.) are all opportunities the candidate will use to evaluate SOU and determine whether the offer is accepted.
Resources A Summary of Protected Classifications, BOLI Oregon.gov Special Consideration to Veterans - ORS 408.230 and Federal Regulation 41 C.F.R. 60-300.2 Equal Employment Opportunity is the Law, EEOC Human Resources Services, SOU Diversity Advocates (contact Office of Diversity and Inclusion) Search Chair Checklist Interview Guide Interview Questions Grading Sheet Guidelines for Hosting a Candidate Virtual Interviewing Guide (Skype, Zoom) Reference Check Guide and Sample Telephone Reference Check Form Consent to Background Check Form Search Committee Recommendation Form HR Contact Information: hrs@sou.edu, 541-552-8553
PeopleAdmin Processes: Logging In For SOU employees: Log in to InsideSOU Select Recruiting (PeopleAdmin) from the Online Services section
PeopleAdmin Processes: Logging In (Continued) For students/community members: Go to jobs.sou.edu/hr Your log in information will be the first part of your email address. For example, if your email address is firstlast@email.com your username AND password will be firstlast. SOU employees must select SSO Authentication or Click Here to log in with SOU Credentials.
Locate the Posting Go to Applicant Tracking (blue screen) Make sure you are logged in as the Search Chair or Search Committee Member Click on Postings and select the position type Select the title of the posting you are on the committee for
Viewing Applicants Click on the Applicants tab Click on More Search Options Add Branch of Service Column
Reviewing and Evaluating Applicants Generate a combined document of the applicant s submitted materials and application Select applicants to rank, open the Actions menu and choose Evaluate Applicants Tip: Keep the combined document open in one tab and the evaluation screen open in another so you can reference the applicant s materials while ranking them
Evaluating Applicants Rank applicants on each criteria based on their materials. Rankings are on a 0-4 scale. To view the summary of each applicants rankings, select the View Detailed Entries tab. To see a more detailed review of an applicant s ranking, click on their name.
Moving Applicants in the Workflow Committee Chair (only) Select applicants to bulk-move in the workflow (all applicants must start in the same workflow state) and click on the actions menu and select Move in Workflow
Moving Applicants in the Workflow Committee Chair (only) Continued From the drop down menu, select the workflow to move applicants to
Moving Applicants in the Workflow Committee Chair (only) Continued If moving some applicants to a different workflow state, select the dropdown menu next to the applicant s name and move them individually Save your changes Note: Once one applicant is moved to the On Campus Interview Workflow State, the bulk-move feature is no longer available
Moving Applicants in the Workflow Continued Committee Chair (only) Moving Applicants Individually Select the applicants last name Once you are viewing their application, select the Take Action on Job Application button and choose the workflow you are moving them to