Chapter 9: Application Forms - Biodata Assessments, Training & Experience Evaluations, and Reference & Social Media Checks

Telephone checks

- relatively fast, high reference return rate, allows follow-up questions or clarity of type of information needed, inexpensive to conduct

Sources of reference data

a. former employers b. personal references c. investigative agencies d. public records

If the previous employer refuses to provide such information, then

- Call the person in charge of human resources and ask why the request was not honored - Ask how a request should be made so it will be honored

Public records include:

1. Criminal records 2. Motor vehicle department records 3. Workers' compensation records 4. Federal court records 5. Educational records

Examples of statements about the consequences of faking

"Deliberate attempts to falsify information ... may be grounds for not hiring you ... or for terminating you after you begin work."

Issues with Application Forms and Biodata in Selection

- An application form, however, can provide information that unfairly discriminates against some individuals—federal and state laws (such as Title VII) were passed to prevent discrimination - A key issue facing any application reviewer is in deciding what application data are most beneficial in choosing successful job applicants - We refer to application information empirically developed and scored in a way to maximize prediction as biodata—self-report data provided by the applicant - Biodata is based on the notion that a deeper study of applicants and their employment backgrounds and life experiences can be employed as an effective predictor

How to reduce distortion from self-reported application data

- Applicants should be told—preferably both verbally and in writing—that the information they give will affect their employability - Extent of faking can be reduced through instructions that include statements about the consequences - Applicants should be required to sign and date their application, and sign a statement certifying the accuracy of the information they provided - In states covered by an employment-at-will doctrine, an employer should be sure that no contract of permanent employment is implied in the application or any resulting job offer letter

Summary

- Application forms, resumes, reference checks, and ratings of training, education, and experience are relatively inexpensive and easy to collect - Collecting basic background information enables one to ensure applicant has the minimal skills and qualifications to do the job - Those making hiring decisions should carefully consider each piece of information requested in the early stages of selection - considerable utility to be gained by rigorously measuring minimum qualifications and applicant ability and motivation at this stage

Prescreening and pilot-testing biodata items:

- Biodata items developed are reviewed by a panel of judges—items that objectionable or have potential bias are eliminated - Ideally, items will be tested on a large group representative of the applicant or employee population for which the biodata form will be used - Analyses are performed in order to choose those items most useful - Items passing prescreening and pilot-testing reviews are retained for inclusion in the final version of the application form

Legal Issues Affecting the Use of Reference Checks- Two broad categories particularly critical:

- Discriminatory impact reference checks may have on a job application and the defamation of an applicant's character through libel or slander - Complaints filed against employers for "negligent hiring" of employees

Job analysis methods can identify items that could be useful in screening applicants for a job but each must be reviewed for its fairness and usefulness

- Employers should first research the fair employment practice laws that exist for their state - An employer conducting business in more than one state should review each state's laws, regulations, and guidelines concerning use of preemployment inquiries—one excellent source for review is The Commerce Clearing House Employment Practice Guide, State FEP laws

"The more information (on application forms), the better" mentality can create major problems for an employer

- Federal and state laws affect the kinds of information that can be requested - Generally assumed that all questions asked are used in making hiring decisions - The burden of proof may be on the employer to demonstrate that all application questions are fair and not discriminatory

If the previous employer still refuses, then

- Inform the individual that failure to cooperate is being documented with date, time, and name of the person refusing - Verify the candidate's statements about the position held, number of years in that position, and the final salary - If the missing information relevant that the applicant will not be hired without it, indicate that previous employer's refusal the reason for lack of an offer

Most job applications consist of two majors parts:

- Instructional information for completing and submitting the application - Questions whose answers are used in deciding applicant suitability for a position in the organization

Social Media

- Many employers are using social media—Facebook, LinkedIn, Twitter—to conduct their own informal "reference checks" - Information learned just as often used to screen out candidates as to hire candidates - Can serve as an important predictor of job performance and organizational fit - current empirical evidence does not support that use - Information solicited should not discriminate against a protected group - Until reliability and validity evidence for collecting social media info available, use should be avoided in HR selection

Examples of T&E evaluations in selection

- Only a brief check needed of relevant portions of a job application for minimal qualifications - When a more thorough review of minimum qualifications is being made - Determination of what experience, education, and training and relevant for successful task performance - T&E calculations are based on ratings rather than using empirically keyed life history responses like those used in biodata

Questions for applicants:

- Requesting information other than that necessary for initially judging applicant qualifications to perform a job opens an organization to the possibility of a discrimination charge - Organizations should ask job-related questions only and avoid those relating to personal information - Including discriminatory questions on an application form influences applicants' perceptions of the employing organization—applicants viewed the company as less attractive, were less motivated to pursue employment with the organization, were less likely to accept an offer of employment, were less likely to recommend the organization

Recommendations to former employers to supply information on a past employee

- Submit a written request for information on specific questions relevant to making an employment decision, and use the same questions with every applicant - Include a release form signed by the applicant stating the applicant has read and approves

Resumes

- The first impression many employers have of applicants often is from their Resumes - Resumes are subject to the same kinds of distortions that plague many application forms - Resume items are used by recruiters to infer job applicant attributes

Instructions for applicants:

- The form should be clear and understandable - The form should state that applicants giving unsolicited information will be rejected - The form should state that disabled applicants can request reasonable accommodation in completing the application - The form should state that it has been reviewed to ensure it is job-related and fair - The form should address privacy concerns - who will see the information or how applicant responses will be used - The form should be reviewed for its attractiveness, fairness, ease of use

Scoring the biodata form:

- Various scoring options for biodata measures usually fall into two categories: a. Calculation of a single, empirically keyed overall score predictive of employee success b. Development of multiple scores for dimensions or groups of related items appearing on a biodata inventory - Several methods of empirical keying are available including vertical percentage, horizontal percentage, correlation, differential regression, deviant response, rare response

Applicant Acceptability

- applicant reactions to references likely to vary - references viewed more favorably by applicants than cognitive ability evaluations, personality tests, biodata, integrity tests, but not as favorably as employment interviews, work samples, résumés

Reliability and Validity of Reference Data

- little research evidence available regarding reliability and effectiveness in predicting job performance - low validity of reference data - multiple factors affect validity

Information obtained from application blanks can be useful, but to realize its potential, the form must either:

- rely on an empirical analysis to identify items that predict the outcome of interest, or - begin with a job analysis to ensure that only job-related questions are posed

Discriminatory Impact and Defamation of Character For defamation to occur, several elements must be present:

1. A written or oral defamatory statement must have been given 2. There must be a false statement of fact 3. Injury must have occurred to the referee 4. The employer does not have absolute or qualifies privilege

Nature and Role of Application Forms and Biodata in Selection

1. An application form consists of a series of questions designed to provide information about the general suitability of applicants for jobs to which they are applying 2. It serves as a means for a. deciding whether applicants meet the minimum requirements of a position b. assessing and comparing the relative strengths and weaknesses of individuals making application

Several steps involved in developing biodata questions, including:

1. Because there are often many type of jobs in a firm, more than one application form may be needed 2. Job analysis data should serve as one basis for choosing employment application questions 3. Develop a pool of biodata items

Investigative agencies: two basic types

1. Consumer reports—any written or oral communication collected concerning an individual's credit standing, character, general reputation, personal characteristics used to establish eligibility for employment 2. Investigative consumer reports—based on personal interviews with friends, neighbors, acquaintances

Two legal issues particularly salient with online screening

1. Disparate impact due to lack of Internet access 2. Privacy concerns of applicants

Negligent Hiring For an employer to be held liable, five points must be covered:

1. Injury to a third party caused by an individual employed by a firm 2. Employee must be shown to be unfit for the job he or she holds 3. Employer knew or should have known that the employee was unfit for the job 4. Injury received by the third party must have been a foreseeable outcome resulting from the hiring of the unit employee 5. Injury is a reasonable and probably outcome of what the employer did or did not do in hiring the individual

Recommendations for Using Reference Checks (1-3)

1. Reference data most properly used when involves job-related concerns 2. Because reference check tailored to a specific job, likely need more than one general form for all positions in an organization 3. Reference checks subject to the Uniform Guidelines

Using Application Forms in HR Selection

1. Research shows that application information managers rely to make the initial screening decision often differs from they actually use—e.g., some relied on gender rather than applicant qualifications for the job 2. Methods that have been demonstrated to provide valid information tend to be either based on an empirical scoring key, resulting in an overall score, or they rely on multiple job-relevant constructs with separate scores 3. Application forms can be used liked a checklist—training and experience evaluations (T&E evaluations)

At least two ways to categorize biodata:

1. Response-type—based on the type of response options offered to a respondent 2. Behavior-type—based on the specific behavioral content of the item itself

These guidelines should be followed as biodata items are formatted into an application form: (1-3)

1. Should principally deal with past behavior and experiences 2. Items dealing with family relationships or other personal matters are usually viewed as offensive 3. Specificity and brevity of of items and response options are desirable

Nature and Role of T&E Evaluations in Selection

1. T&E evaluations are a way to rationally assess previous experience, training, and education information given by job applicants 2. Scores from the evaluations can be used in a number of ways: a. as the sole basis for deciding whether an an individual is qualified b. as means for rank-ordering individuals from high to low based on on a T&E score c. as a basis for prescreening applicants prior to administering more expensive, time-consuming predictors d. in combination with other predictors used for making an employment decision

Internet-Based Resume Screening

1. The rate of unsolicited Resumes has exploded along with growth in Internet usage 2. Companies frequently automate scanning and scoring résumés using keyword search to identify specific attributes that meet minimum qualifications or credentials—work experience, training or education

Recommendations for Using T&E Evaluations (1-3)

1. Use T&E evaluations to set specific minimum qualifications job candidates should hold rather than using a selection standard such as a high school diploma 2. T&E evaluations are subject to the Uniform Guidelines 3. T&E evaluations should be used only as rough screening procedures for positions where previous experience and training are necessary for job performance

Letters of recommendation disadvantages include:

1. Writers have the difficult task of organizing the letter and deciding what to include 2. Letter quality will depend on the effort expended by the writers and their ability to express their thoughts 3. Writers tend to be positive in their evaluations and often lack specificity and accuracy in letter writing 4. The same job-relevant information will not be obtained on each applicant 5. Information relevant to hiring organization may be omitted 6. Scoring of the letter is subjective and based on reader's interpretation

Recommendations for Using Reference Checks (10-12)

10. Negative information received frequently serves as a basis for rejecting an applicant—caution is advised in using any negative data as a basis for excluding applicants 11. If background investigation firm used, understand that firm is serving as the employer's agent - employer may be held liable for agent's actions 12. Do not ask for applicants' social media usernames and passwords

Recommendations for Using Reference Checks (4-6)

4. A more structured reference checking system rather than an unstructured system less likely to be open to charges of discrimination 5. Applicants should be asked to give written permission to contact their references 6. Reference takers collecting information should be trained in how to interview reference givers

Recommendations for Using T&E Evaluations (4-6)

4. Forms and procedures for collecting and scoring T&E evaluations should be standardized as much as possible 5. Some form of data verification should be made from self-report data 6. Where distortion of self-evaluation information is likely to be a problem, final hiring decisions based on other selection measures (ability, job knowledge, tests) can minimize risks associated with T&E evaluations

These guidelines should be followed as biodata items are formatted into an application form: (4-6)

4. Numbers should be used to define options or alternatives 5. All possible response options and an "escape" option ("other") should be given—where possible, response options that form a continuum should be used 6. Item options should carry a neutral or pleasant connotation

Recommendations for Using Reference Checks (7-9)

7. All reference check information should be recorded in writing 8. If applicant provides references but reference information cannot be obtained, ask for additional references 9. Check all application form and resume information

These guidelines should be followed as biodata items are formatted into an application form: (7-9)

7. Items dealing with past and present behaviors and with opinions, attitudes, and values are generally acceptable 8. Items should reflect historical events that are important in shaping a person's behavior and identity 9. To lessen the effect of individuals responding in ways considered to be socially desirable ( faking), biodata items should reflect external events, be limited to firsthand recollections, be potentially verifiable, and measure unique, discrete events (such as age when first licensed to drive)

Reliability of T&E Evaluations

Reliability—T&E evaluations tend to reflect rather high interrater reliability estimates

T&E

Training and Experience

True or False: Employers should study carefully the development or revision of their biodata forms

True

Validity of T&E Evaluations

Validity—although most organizations use prior training and work experience as a first cut in selecting applications, surprisingly few studies examine the validity of these predictors - One study found that the validity of T&E ratings varied with the type of procedure used - Behavioral consistency method demonstrated the highest validity with a mean correct validity coefficient of 0.45

Generally speaking, four types of information are solicited through reference checks:

a. Employment and educational background data b. Appraisal of an applicant's character and personality c. Estimates of an applicant's job performance capabilities d. Willingness of the reference to rehire an applicant

When Selecting Application Form Content Some essential data should be assessed in all forms:

a. Name b. Current address c. Telephone number d. Work experience e. Level of education and training received f. Skills possessed g. Social Security number

Methods of Collecting Reference Data

a. Telephone checks b. Internet and email reference checks c. mail checks d. letters of recommendation e. in-person checks

Reference givers must meet four conditions for their data to be useful:

a. They must have had a chance to observe the candidate in relevant situations b. They must have knowledge of the candidate c. They must be competent to make the evaluations requested and be able to express themselves so their comments are understood as intended d. They must want to give frank and honest assessments

Reference Checks in Selection- Collection of information about prospective job applicants from people who have had contact with the applicants—information used for the following purposes:

a. To verify information given by job applicants b. To serve as a basis for either predicting job success or screening out unqualified applicants c. To uncover background information that may not have been provided by applicants

The law according to EEOC preemployment guidelines cautions against questions that

a. disproportionately screen out minority group members or members of one sex b. do not predict successful performance on the job c. cannot be justified as a business necessity

Organizations should avoid collecting information that disproportionately screens out members of one sex or minority group, particularly when that information

a. does not predict successful performance on the job b. is not related to the requirements of the job c. cannot be justified as a business necessity

Self-reported application data are susceptible to distortion because

applicants believe it is advantageous to "look good"

For entry-level selection, validity evidence suggests which of the following as the best predictor of performance?

biodata

The lower the level of a job or job class, the content of the application is:

shorter, less detailed

Biodata can predict

supervisory ratings of performance, productivity, promotion, tenure, turnover, and training success but only when the criterion is taken into account when identifying which items to rely on

Mail checks

—a written questionnaire or letter, candidate should sign a release form giving former employers permission to release information without liability, low return rate

Former employers

—an important source for verifying previous employment records and evaluating an applicant's previous work habits and performance, available data likely released through personnel office, information from previous supervisors particularly valuable

Internet and e-mail reference checks

—fast, inexpensive, but not as interactive, less desirable due to lack of privacy and informality, may be necessary when searching public records, references submitted electronically considered legally binding

In-person checks

—involve face-to-face personal contact with reference giver (allows high level of interaction which may lead to more useful information being exchanged), often part of background investigations and concern jobs in which an incumbent is a potential security of financial risk, expensive, time-consuming, often impractical, not frequently used in most selection programs

Personal references

—most applicants choose individuals they believe will give a positive evaluation, can provide information about prior employment and candidate's qualities and behavior characteristics, important to ask how long and in what capacity the reference has known the applicant

Letters of recommendation

—probably restricted to high-skill or professional jobs, may provide greater depth of information, negative comments seldom given

Public records

—use caution- be sure information solicited does not discriminate and can be justified by the nature of the job for which applicant is being screened

Investigative agencies

—will conduct background checks that focus on résumé and application information, educational accomplishments, credit ratings, police and driving records, personal reputation, lifestyle; expensive and require more time; checks take the form of consumer reports