Classified/Hourly Hiring at

Old Dominion University

Presented by:

Equal Opportunity/ Affirmative Action &

Human Resources

Objectives………...

Understand the Current Classified/Hourly Recruitment Process

Appreciate the benefits of following University procedures and EO Laws.

Learn ways to recruit for diversity.

Elements of a Successful Search

Compliance– Adhere to Law and Policy– Adhere to Recruitment Procedures

Satisfaction of the hiring official

EQUAL OPPORTUNITY

Equal opportunity requires that personnel practices guarantee the same

opportunities to all individuals regardless of their race, color, national origin, gender, sexual orientation, age, religion, disability, veteran status or political affiliation.

AFFIRMATIVE ACTION

Affirmative Action is a demonstrated commitment to apply every good faith effort to use positive, results-oriented practices to ensure the equitable inclusion of qualified women and minorities in the workforce.

Employment Discrimination

Federal laws, state laws and University policy prohibit discrimination against protected classes of people.

“PROTECTED CLASS”

Who is in a protected class?

Anyone who can rightfully hold the umbrella.

WHAT’S UNDER THE UMBRELLA?

AGE

GENDER &

SEXUAL ORIENTATION

RACE, COLOR, NATIONAL ORIGIN

DISABILITY

CITIZENSHIP

PREGNANCY

RELIGION

Protected Factor - Applicable Law

Age (40+) Gender Race, Color,

National Origin Religion Disability Citizenship Pregnancy

ADEA Title VII Title VII Title VII Title VII ADA Title VII Pregnancy Act/Title

VII

Discrimination

Treatment and Impact

DISPARATE TREATMENT(Intentional Discrimination)

Differential treatment of applicants based directly on their protected class- (i.e. race, religion, gender, national origin, disability, age, veteran’s status, etc.)

ADVERSE IMPACT

The result of an employer’s action or policy which is not unlawful on its face, but affects one or more classes of employees differently than other classes of employees.

EXAMPLES OF ADVERSE IMPACT PRACTICES

Minimum height requirements

Certain educational requirements

Physical agility tests

“No beards” policy

Cognitive ability tests

Affirmative Action

Affirmative Action is the use of positive, results-oriented practices to ensure that women and minorities will be equitably represented in the organization.

Four Practical Principles

Document

Be Consistent

Keep the Process Confidential

Obtain Prior Approval Before Interviewing and Making Offer

Process……”Big Picture”Need tohire a new

employee

Update*Position

Description

CompleteForm *E0-1

Contact EO/AAfor all

Admin/ProfPositions

To HRfor

Recruitment

HRSets up

On-LineRecruitment

Hiring MgrReview/

Selects For Interviews

InterviewSelected

Applicants

Make Selection/

CheckReferences

Notify HR Of

Selection/HR Review

*HR MakesOffer/SendsJob Offer

Letter

NewEmployee

Begins Work

EO/AAApproval

For Admin/Prof

EO/AAApproval

HRApproval

Position Description

Purpose of the form is to describe what you want the new employee to do.

Hiring manager is responsible for ensuring it is up-to-date.

Block # 18 is key info for HR to recruit from.– KSA’s>Knowledge, Skills & Abilities

Form EO-1……

Purpose is to request to Recruit for a Classified/Hourly Position.

Hiring manager is responsible for completing. Contact EO/AA if the position is professional

classified– Position description will have EEO code of

executive/administration & managerial or professionals– EO/AA provides a list of additional recruitment sources

Recruitment Types

General Public Old Dominion University Only State Employee Only

– ODU and State Only recruitments must be approved by Equal Opportunity Office

Advertising Salaries

Salary amount (non-negotiable) Salary range between $ and $ Salary begins at $ and is

commensurate w/education and experience

Salary commensurate w/education and experience

On-line Posting Classified/Hourly positions are posted

on the ODU website and classified positions are also posted on the state recruit website.

All positions are advertised for a minimum of (5) work days, unless a department requests to advertise for (10) or more work days.– Applications are received on-line through 5:00 pm

on the closing date

Screening Questions

Screening questions are comprised from the KSA’s of the position description

Screening questions are used to screen out applicants who do not meet the minimum qualifications– Questions may be created by HR– Questions may be created by hiring manager– No questions

Newspaper Advertising

Advertising cost are assumed by your department

Administrative/Professional classified positions must be advertised at least one Sunday

Recruitment…..What Happens?

Recruitment paperwork is “due” by Wednesday at noon, so that the position may be advertised the following Sunday in the newspaper and Monday on-line.

HR posts position advertisement on-line in accordance with EO1 form.

Recruiting for Diversity

Appreciate the value of diversity. Network to identify qualified women and

minorities. Provide and promote training

opportunities to current employees. Invite qualified women and minorities to

apply for vacant positions.

Hiring Manager Review of Applicants for Interview

Hiring manager reviews applications on-line.

Update applicant status to selected/not-selected for interview and give justification. Then notify Human Resources

* HR/EO reviews and approves selections for interviews.

* Interviews scheduled by either hiring manager or HR.

Strategizing the Interview

The best way to guard against violations of anti-discrimination laws is prior preparation.

Interview Committee

Committee members must be in the same or higher role than the position being filled and can not report to the position.

Committee members should be diverse in terms of gender and ethnicity, if at all possible.

Interviewing

Same questions to every applicant Focus on job related functions &

applicants ability to do them– KSA”s > Knowledge, Skills & Abilities– Be careful, lot’s of “pitfalls”

Important to gain the applicant’s cooperation & confidence

Internal Candidates(Candidates currently employed with the University)

Equal Opportunity & Equal Treatment

No Courtesy Interviews-

– Select based on the strength of the candidates’ credentials

Maintain Confidentiality

Internal Candidates, cont.

Prior to interviews—it is acceptable, even advisable to let the candidate know when he/she is no longer being considered.

Do not discuss to this candidate the status/credentials of the other candidates.

WHAT CAN I ASK? JOB RELATED QUESTIONS!

The search committee should develop a common set of questions to ask in informal interviews and campus visits. If a question can not be tied back to advertised requirements it is inappropriate and possibly illegal.

Test for Lawfulness Does the question

measure significant responsibilities of the job in terms of knowledge, skill and/ability?

Does the answer to the question measure or predict job performance?

Candidates With Disabilities

The Americans With Disabilities Act prohibits discriminating against qualified individuals with disabilities.

A qualified candidate is an individual who has the KSA’s to perform the essential functions of the job with or without reasonable accommodations.

Reasonable Accommodations Reasonable accommodation is making any

adjustments that permit a qualified candidate to participate in the job application process.

The University, beginning at the level of hiring official’s department, is responsible for providing the accommodation.

An accommodation may include permitting a “job coach” to provide the candidate career assistance during the recruitment process.

Some Invalid Reasons for Non-Selection

Thick accent in presentation

Previously Interviewed

Subjective Criteria

After Interviews…..You Get to Choose! Select your most qualified applicant.

Update PAPERS (hired/not hired).

Check references.

After HR approval, complete Pay Action form.

Reference Checks

Check at least two employment references (current, most recent & former supervisor)

Start with a common set of questions

Consider the totality of the reference checks.

The Pay Action Form

Consider several factors in determining starting salary (they are listed on the Pay Action form.)

*Attach a Budget Adjustment if you need to increase funding to meet your proposed salary.

Confirm candidate’s salary if the salary to be offered is above the minimum of the pay band.

Form is submitted along with signed applications of all persons interviewed and reference reports on selected candidate.

Making the Job Offer Pay Action form is reviewed/approved. Criminal background form processed. Hiring Official notified to make “official”

job offer or HR can make job offer. HR sends job offer letter to selectee, and

notifies other applicants about non-selection.

Record Retention Requirements(Records To Be Kept For Three Years)

(Please note: You will be notified by Human Resources when you can destroy the departmental records.)

Department MUST Retain:– Interview Questions and notes on applicant responses– Any other notes from the interviews

Department MAY Retain– Position Description– List of interview committee members– List of applicants interviewed– Interview schedule– Copy of PAPERS on-line ad and/or other on-line or print ads

Record Retention Requirements

Department Should NOT Retain:– Printed applications of persons interviewed– Printed applications of persons NOT interviewed– Reference Information

– All of the above should be shredded after the position has been filled.

Human Resources will retain all other pertinent recruitment information in either:– PAPERS on-line system– Hard copy recruitment files

Remember The Four Practical Principles!

Document

Be Consistent Keep the Process Confidential

Obtain Prior Approval Before Interviews and Making The Offer

I’ve got questions……Who do I call? …In HR? Pam Harris

683-5131 Brenda

Whitehurst 683-3059

Catherine Holland 683-3028

Margaret Inge 683-3042

….In EO/AA

ReNee’ Dunman Traci Daniels

683-3141

Recruitment, Selection And Hiring at Old Dominion University