Employment Process Presented by Human Resource Services
Program Objectives At the conclusion of this training program, a supervisor will know how to: Define a position and develop a job description Determine the essential functions of a position Recruit for position Interview and make a hiring decision Reclassify a position Separate a position
Define a position and develop a job description
What kind of a position do I have? Classified Staff vs. Administrative vs. Faculty Exemption criteria RCW 41.06.070 Job Description Template Essential Functions Analysis Performance Expectations and Standards Overtime eligibility
Exemption Criteria - RCW 41.06.070 Members of the governing board of each institution of higher education and related boards Presidents, vice-presidents, and their confidential secretaries, administrative, and personal assistants Deans, directors, and chairs, academic personnel Executive heads of major administrative or academic divisions
Exemption Criteria - RCW 41.06.070 Other managerial or professional employees in an institution or related board having substantial responsibility for directing or controlling program operations, and accountable for allocation of resources and program results Formulation of institutional policy Personnel administration or labor relations functions Legislative relations Public information
Exemption Criteria - RCW 41.06.070 Development Senior computer systems and network programming Internal audits and investigations Counseling of students Extension or continuing education activities Graphics arts or publication activities requiring prescribed academic preparation or special training
Exemption Criteria - RCW 41.06.070 Does not include: Non-academic employee engaged in office, clerical, maintenance or food and trade services.
Job Description Template Use the job description template to identify the duties of the position. Include: Proposed Title Department Proposed percent of full-time Proposed term of appointment Positions supervised Reporting Relationship Primary purpose of the position Major responsibilities
Job Description Template Use the job description template to identify the duties of the position. Include: Required knowledge, skills & abilities Qualifications (education, licenses, special needs) Accountability Decision Making Authority Job Description Template available at: http:// websrv.ewu.edu/groups/humanresources/ JobDescriptionShell.pdf
Essential Function Analysis What is it? Those tasks and responsibilities that the individual who holds the job would have to perform, with or without reasonable accommodation, in order to be considered qualified for the position. Essential functions must be job related and consistent with business necessity. Forms available at: http://websrv.ewu.edu/ groups/humanresources/ Essentialfunctionanalysis.pdf
Overtime Eligibility Eligible for overtime Not eligible for overtime Salary Test Executive exemption Administrative exemption Professional exemption Academic Administrative exemption
Compensation Plan Classified Staff Bargained to return to the Department of Personnel compensation plan on July 1, Classification listing available at: http:// www.dop.wa.gov/resources/jobclasses/ Administrative TRM analysis
Recruitment process
What are the steps in the recruitment process? Develop job description, performance expectations and essential functions and submit to Human Resources for allocation determination Complete Position Requisition Form and submit for signatures Section I Section II Section III Completed Position Requisition Form with job description, performance expectations and essential functions needed in order for Human Resources to process recruitment
What are the steps in the recruitment process? HR Services reviews existing eligible lists Layoff List Transfer List Existing Eligible List HR Services contacts supervisor for: Recruitment period (7 day minimum) Application materials Application form Resume Supplemental materials Number of names to be certified Selection criteria (if different from minimum qualifications) Rating criteria Rating methodology Advertising locations HR Services Support
What are the steps in the recruitment process? HR Services posts position to include: Job description, performance expectations and essential functions Minimum Qualifications Selection and Rating Criteria Recruitment Period Salary of Position Shift Assignment Special Notes (include project information if applicable, and diversity and affirmative action statements) Applications screened Applications certified to employing department Consideration of internal applicants
What are the steps in the recruitment process? Selection committee meets with Human Resources Certification form completed with information on successful candidate and appointing authority signature obtained and returned to Human Resources Special pay signatures Special offer information Offer/Appointment letter sent Employee completes paperwork Orientation conducted Payroll action form completed
Things I need to know. Internal candidates Promotions Transfers Lateral Movements Voluntary Demotions Veteran s preference Probationary Period vs. Trial Service Recruitment documentation
Selection Committee Instructions Do I need a committee? Confidentiality of application materials Knowledge of applicant(s) Interview guide questions are sent to HR Services for review and approval Reference Checks What do I do with the application materials? Affirmative Action considerations
Interview Format Greet and establish rapport Describe the job and the organization Gather information about applicant s background Ask questions using interview guide Answer questions and allow the applicant to add information Conclude the interview
Interview Guide Standardized list of meaningful questions that elicit information useful in making hiring decision Open questions Closed questions Situational questions Follow up questions Practical tests Interview notes and documentation
Appropriate Interview Questions Are they legal?
Are they legal? How old are you? Would you be able to meet citizenship requirements? Are your children in a day care facility? Would you be able to meet bona fide age requirements? Have you ever worked under a different name? What does your spouse do? The height requirement for this position is 5 8. Would you be able to meet that? Where were you born? Do you go to church?
Are they legal? Do you have an arrest record? Would you be able to lift 50-70 pounds? What kind of discharge did you receive from the military? Would you be able to work odd hours? What kind of name is that? Are you married? Do you have a union affiliation?
Orientation Process New employee paperwork completed within three days of hire: I-9 W-4 Check Distribution Background Check Form Nepotism Form Employee Information Military Service Form Orientation Meeting with Union, Safety and Human Resources Discuss employment, union agreements, policies and procedures Supervisor provides overall orientation to the university and department
Reclassification of a position
Types of Reallocation Employee Request Management Request
Employee Request Collective Bargaining Agreement references Article 19 Classification Article 20 Compensation Administrative employees may not initiate an employee request
Employee Request Classified Position Review Process: Employee completes classification questionnaire form (available online) Employee submits form to HR Services HR Services forwards form to supervisor HR Associate reviews information and makes allocation recommendation within 60 days of receipt of classification questionnaire form Appealed to Department of Personnel Effect on employee
Management Request Applies to management initiated requests for either classified or administrative positions Management reclassification request form must be completed and submitted prior to any action being taken Requires Vice President/President approval Removal of position(s) from bargaining unit requires union notification
Separate a position
Separation Actions Employee Resignation 30 day notice for administrative employees Two week notice for classified employees Discharge At will separation Administrative Classified Staff For cause Job Abandonment Layoff Funds Operational Needs
Questions?
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