Hiring Process: A-Z Presenter: Ken May, Director of Personnel kenneth.may@bgreen.kyschools.us Bowling Green Independent Schools Session #9E
Why is Hiring so Important? Research tells us that hiring the right teachers/staff is the most important thing that can occur to enhance student achievement. Hiring should be viewed as an opportunity to improve. People Not Programs The decision in hiring is too important to rush. A poor hiring decision might result in termination of employment. Every termination no matter how justifiable and well documented exposes the school district to risk of wrongful termination or discrimination from a disgruntled former employee.
What Should Occur During the Hiring Process? Transparency and Consistency Define the Position Design or obtain a Job Description specifying essential job duties Define the prerequisite skills and knowledge required Develop Criteria Desirable past experience Specific Skills and Knowledge Required Educational Level Necessary Personality and Appearance Qualities Post Position State requirements in the ad or on the vacancy, both required and desired
What Should Occur During the Hiring Process? Review Applicants and Resumes Neatness, completeness, content Evaluate applications based on screening criteria Verify Background and References Verify employment dates and titles Compare to application for correct information Tests (if any) math, logistics, problem solving, writing, reading, equipment handling, driving, safety, sales, aptitude, etc. Interview A quiet, private place should be used for interviewing Observe appearance, enthusiasm, body language Ask questions that are aligned with criteria Document answers
Posting Positions Certified positions must be posted on KDE s website for at least 30 days unless a waiver is requested from KDE. KDE will approve waivers if a position is open during the school year or it is within 30 days of the beginning of the start of school. Waivers are approved to prevent the disruption of instructional services. KRS 160.380 Classified positions must be posted in accordance with local board policies. Classified positions do not have to be posted with KDE.
What are some hiring pitfalls? Once an opening occurs, not allowing a reasonable amount of time for applicants to see the position and apply. Principal/Supervisor talking, interviewing, and offering them the position before the application process has been completed by the applicant: board approves a new position a position is posted interviews occur Conducting interviews with a closed mind. I already know who I am going to hire.
What are some hiring pitfalls? Only interviewing 1 or 2 applicants because of time concerns or because the principal/supervisor knows who they think they want to hire. Having a set of questions for one applicant that has 12 questions and a different set of questions for another applicant with only 3 questions. Not notifying individuals who were interviewed in a timely manner that the position has been filled. Not checking references and past employers.
What Does the Law Require? The Civil Rights Act of 1964 Race, color, sex, religion, or national origin cannot be considered when making employment decisions hiring. The Age Discrimination in Employment Act Age 40 or older Equal Pay Act Men and women must get equal pay for work that requires equal skill Americans with Disabilities Act The Pregnancy Discrimination Act The Immigration Reform and Control Act Uninformed Services Employment and Reemployment Rights Act Prohibits making past, present, or future active or reserve military service a factor in hiring decisions.
Who Enforces the Fair Employment Laws? EEOC Equal Employment Opportunity Commission We must know and follow the requirements of our own EEO policies.
How Should an Interview be Conducted? Warmly greet applicants Introduce yourself Break the ice Describe the school system and work place Give an overview of the Job Show interest in the applicant Listen actively Observe closely Allow silence Take notes keep for at least 1 year Conclude the interview Ask for questions Explain notification procedure Give an expected start date Thank candidates Escort them out
What are the types of interview questions? Open-ended questions are best. Traditional Why do you want to teach? Tell me about the strengths you will bring to this job. Behavioral Tell me about an experience you had when you were able to demonstrate how organized you are. Tell me about a time when you had to be courteous to someone at work who really didn t deserve it. Situational/Scenarios/Role Play An instructional assistant comes to you and informs you that another instructional assistant is planning on calling in sick this coming Friday in order to attend their child s sports playoff game. How do you handle that situation?
How should candidates be Use list of interview questions and rate each applicant s response 4 or 5 point scale evaluated? May rate based on essential or most important qualifications giving higher points to qualifications of higher importance Use the same evaluation format for all applicants for particular job
How should a non-discriminatory interview be conducted? Write down questions Describe the job objectively concentrating on essential functions, skills, and experience Ask similar questions of all applicants Focus on job requirements and school/district policies Ex Can explain attendance policy and ask if the applicant has any problem with it Avoid stereotyping applicants Take notes of the conversation Factual no opinions or personal biases documented in notes Job-related information only Keep notes on file for at least 1 year
What questions cannot be asked? Questions Related to the following cannot be asked: Age Marital Status Family Sexual Orientation Health National Origin Citizenship Disabilities Religion
What about pre-employment testing? Make sure tests are job related Validate all tests Test ALL applicants for the position Give all applicants for the same position the same test
EEOC ADA HIRING DO S AND DON TS Basic Rule: The ADA does not allow you to ask questions about disability or use medical examinations until after you make someone a conditional job offer. Practice Tip: Focus application and interview questions on non-medical job qualifications. An employer may ask a wide range of questions designed to determine an applicant s qualifications for a job. The information above is from a presentation by Teresa Combs and may not be reproduced without her permission.
EEOC ADA HIRING DO S AND DON TS Examples of what you can ask: Whether s/he has the right education, training, and skills for the position. Whether s/he can satisfy the job requirements or essential functions (describe them to the applicant). How much time off the applicant took in a previous job (but not why), the reason s/he left a previous job, and any past discipline. The information above is from a presentation by Teresa Combs and may not be reproduced without her permission.
EEOC ADA HIRING DO S AND DON TS Examples of what you can t ask: Questions about an applicant s physical or mental impairment or how s/he became disabled (for example: questions about why the applicant uses a wheelchair); Questions about an applicant s prior workers compensation history. Where it seems likely an applicant has a disability that will require a reasonable accommodation, you may ask whether s/he will need one. This is an exception to the usual rule that questions regarding disability and reasonable accommodation should come after making a conditional job offer. Example: During a job interview, you may ask a blind applicant for a position working with a computer whether s/he will need a reasonable accommodation, such as special software that will read information on the screen. The information above is from a presentation by Teresa Combs and may not be reproduced without her permission.
REFERENCE CHECKS No job offer is made until references are checked Contact references that are given AND those that are not provided former supervisors Have a set of consistent questions to ask references Document all information received
What Do I Need to Know When Considering Internal Applicants? Internal applicants are to complete the district s application process. Be careful about conversations you may have with internal applicants. Only lateral transfers can occur for Internal applicants when there is an opening.
Local districts do not have to give preference to applicants for the position of teacher's aide who have regular or emergency teacher certification. 1. True 2. False 58% 42% KRS 161.044 (4) True False
Newly created positions and openings due to retirement, resignation, or nonrenewal must be approved by the Board and therefore are public record. 1. True 2. False 75% 25% True False
When a position is posted, it should always be posted for at least 30 days. 1. True 2. False 83% 17% True False
When an applicant approaches the principal/supervisor about a position, it is good for the principal/supervisor to ask the applicant why they are interested in the position. 1. True 2. False 58% 42% True False
It is acceptable to interview applicants who have not completed the district s application process. 1. True 2. False 100% 0% True False
When considering applicant credentials, the most important item to review is the application. 1. True 2. False 100% 0% True False
When interviewing, it is a good practice to interview at least three applicants unless there are fewer than three applicants. 1. True 2. False 89% 11% True False
When interviewing, a consistent set of legal questions should be asked of each applicant. 1. True 2. False 89% 11% True False
It is always acceptable to share specific information as to why someone was NOT interviewed or hired. 1. True 2. False 100% 0% True False
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