Lesson 4: Outreach & Recruitment

Lesson 4: Outreach & Recruitment Lesson Overview Recruiting is about more than looking for talent when agencies need to fill vacant jobs. Effective recruiting means planning ahead and searching for talent all the time in unusual or non-traditional places. In this lesson, you will learn to: Identify the conditions that agencies must meet when conducting outreach and recruitment activities to ensure fair and open competition Identify effective recruitment practices and techniques What s the Difference between Outreach and Recruitment? During outreach, agencies promote participation in the Internship and Recent Graduates Programs through activities such as: Informing students and recent graduates, college and university representatives, or third-party intern providers (e.g., the Hispanic Association of Colleges and Universities) about the Pathways Programs Conducting informational or awareness-type events on campuses before (or without) posting a USAJOBS announcement Recruitment occurs when the agency is actively seeking to fill a Pathways Programs position and is accepting applications (using a properly posted JOA). Page 1 of 5

Conducting Outreach and Recruitment for Pathways Programs FAQ Four common Frequently Asked Questions about conducting outreach and recruitment activities for Pathways Programs positions are listed below. FAQ #1: If an agency wants to collect applications for the Internship Program at a campus recruiting event, what conditions must be met? Answer: If an agency wants to collect applications for the Internship Program at a campus recruiting event, the public notification requirements of 5 CFR 362.203(a) must be met. 362.203 Filling positions a) Announcement. 1) When an agency accepts applications from individuals outside its own workforce, it must provide OPM information concerning opportunities to participate in the agency's Internship Program. For the purposes of this paragraph (a), agency means an Executive agency as defined in 5 U.S.C. 105 and the Government Printing Office. An Executive department may treat each of its bureaus or components (first major subdivision that is separately organized and clearly distinguished from other bureaus or components in work function and operation) as a separate agency or as part of one agency, but must do so consistent with its Delegated Examining Agreement. The information must include: i) Position title, series and grade; ii) Geographic location of the position, and iii) How to apply. A public source (e.g., a link to the agency's Web site with information on how to apply) for interested individuals to seek further information about how to apply for Internship opportunities; and iv) Any other information OPM considers appropriate. 2) OPM will publish information on Internship opportunities in such form as the Director may determine. FAQ #2: If an agency wants to conduct targeted outreach and recruiting efforts to build a diverse applicant pool, what conditions must be met? Answer: If an agency wants to conduct targeted outreach and recruiting efforts to build a diverse applicant pool, the targeted efforts must be part of the agency s broader, overall recruitment plan. Additionally, the agency must ensure that such activities merely supplement the underlying plans and that public notice of the JOA is available to everyone. You re encouraged to review your agency s recruitment plan to ensure that your recruiting efforts are in accordance with the plan. Page 2 of 5

FAQ #3: Can an agency hold a job fair or recruitment event at only one campus before filling positions in the Internship Program? Answer: An agency may hold a job fair or recruitment event at only one campus before filling positions in the Internship Program as long as the following conditions are met: The job fair or recruiting event is part of a broader and more comprehensive outreach and recruitment strategy The agency posts alternative means of applying at the same time that they post the notice of the event The agency must ensure that the selected venue is open to all students even those from other colleges or universities who may want to attend the event The agency cannot limit participation to only those students who attend the school where the event is being held Public notice of the event, including how to apply if one is unable to attend the event, must be provided in advance of the event As always, the public notice requirements listed in 5 CFR 362.203(a) must be met. FAQ #4: If an agency plans to accept applications at an on-campus recruiting event, what information must be contained in the USAJOBS announcement? Answer: If an agency plans to accept applications at an on-campus recruiting event, the USAJOBS announcement publicizing the event must include: The location, date, and time of the event Any relevant information on how to access the event location (including reasonable accommodation information for those with a disabling condition) The position title, series, and grade of the job or jobs to be filled The geographic location of the job or jobs to be filled A public source (such as a link on the agency s web page) that contains information about how to apply for the job or jobs Information about how to apply for the job or jobs if interested candidates cannot attend the event Information about how to claim veterans preference Page 3 of 5

Best Practices for Conducting Outreach and Recruiting for Pathways Programs Consider the four best practices listed below for conducting outreach and recruiting for Pathways Programs positions. Best Practice #1 Develop a strategic recruitment strategy based on workforce planning for filling Pathways positions. Recruiting qualified applicants for Pathways positions starts with developing a clear picture of your agency s short- and long-term workforce planning priorities from the top down, as well as the communication of project needs from the ground up. As a Staffing Specialist, you can help hiring managers and supervisors conduct job analyses to identify the knowledge, skills, and abilities needed to perform the work in your agency and collaborate with them and others to create a strategic recruitment strategy. Best Practice #2 Recruit from a diverse spectrum of campuses or schools prior to announcing and filling jobs through the Pathways Programs. Identify schools with programs that support your agency s need and have a diverse student population. For example, partner with the National Association of Colleges and Employers (NACE), the Hispanic Association of Colleges and Universities (HACU), and Historically Black Colleges and Universities (HBCU). Best Practice #3 To the extent practicable, conduct outreach events to make students and recent graduates aware of the USAJOBS website and encourage them to apply for positions when they become available. For example, partner with a school s Career Services office to help raise awareness of USAJOBS. They can assist by providing information to students or through an on-campus outreach event where you present an overview of the federal hiring process (and highlight your agency). Best Practice #4 When conducting on-campus recruitment, take into account the proximity of the campus to the actual location of the job to be filled and the need for the student to be able to get to the job location in order to benefit from the event. Additionally, remember that some larger schools, or those located in isolated locations, will likely have a large percentage of students who will be very mobile after graduation. Page 4 of 5

Techniques for Conducting Outreach and Recruiting for Pathways Programs Consider employing the following techniques for conducting effective outreach and recruiting for Pathways Programs positions: Build and maintain partnerships with accredited colleges and universities and student organizations The most critical aspect of a college recruitment plan is building and maintaining local relationships and creating partnerships with schools. When conducting outreach and recruiting events, send the right people to these events meaning those who can answer students questions and are enthusiastic about the mission of the agency. Use digital media to supplement traditional recruitment strategies, such as social media and mobile recruitment Make sure your social media outreach and postings don t read like mini JOAs. These messages need to be concise and include a call to action with a follow-on link to your agency or the event. Develop strategies for locating, attracting, and communicating with potential applicants The most effective outreach is conducting or participating in an information session because you can target specific student segments, as well as the whole population. These events are also great opportunities to involve Hiring Managers in the process as a speaker at these events and to introduce the federal service and your agency to your targeted candidates. Lesson Summary The key to effective outreach and recruiting is to learn where to find potential applicants with the skill sets that your agency needs. As a Staffing Specialist, you ll want to learn how best to communicate with and attract them, as well as how to market your agency and available positions, so that you get the right talent in the right jobs at the right time. Now that you have completed this lesson, you should be able to: Identify the conditions that agencies must meet when conducting outreach and recruitment activities to ensure fair and open competition Identify effective recruitment practices and techniques In the next lesson, you ll learn about the importance of collaborating with Hiring Managers when recruiting for Pathways Programs positions. Page 5 of 5