Module 5: Recruitment and Selection

In a structured interview, the manager controls the course the interview follows as each question is asked. In designing an effective interview, five steps are important, what is step four?

Evaluate the applicant. Assess the match between the technical qualifications and job requirements. Judge personal qualities such as leadership and team orientation. Make a recommendation.

A commonly made mistake is to make the selection decision at this point and "skip" the next two time-consuming, but important steps, what are they?

1) Conducting appropriate employment tests as previously discussed 2) Conducting background and reference checks

Placing vacant jobs on online job boards that relate to the industry or potion is a basic requirement of effective online recruitment. What are two important considerations?

1) Consider web boards that are linked to newspapers or other large web boards that specialize in specific types of jobs. 2) Consider the web boards of professional designations as most professions have a central online hub for vacancy postings.

Effective human resource planning involves monitoring trends. A number of dramatic changes in Canada's labour force composition have occurred, these include what four trends?

1) Currently, the fastest growing groups in the Canadian workforce are women, visible minorities, Aboriginal people, and persons with disabilities. 2) Between 2001 and 2016, the number of Canadians between 55 and 69 years of age will increase dramatically. In contrast, the youth population, aged 15 to 24, will increase by only 0.3 per cent. In fact, the age group 15 to 19 will actually decrease by 7 per cent. 3) Increasing numbers of well-educated and experienced landed immigrants are entering the workforce and issues around recognition of their qualifications will need to be addressed. 4) Increasing diversity, the aging workforce, and the shortage of young workers all have major implications for HR activities such as planning, recruitment, selection, training, and compensation, and so it is important that HR professionals keep themselves apprised of these trends.

What are four basics required to build and effective online recruitment strategy?

1) Develop an effective and visually clean website. The website should have a link to careers or job opportunities on the initial page. 2) Implement an online application process that is easy to use and is proportionate to the size of the organization. 3) Place vacant jobs on online job boards that relate to the industry or position. 4) Develop a corporate profile on Twitter, Facebook, Linked In.

The role of the HR department in recruitment is to do what four things?

1) Ensure that an adequate pool of candidates is generated at minimum possible cost. 2) Eliminate (or at least minimize) the number of unqualified or poorly qualified applicants, thus improving the success rate of the selection process. 3) Find and attract individuals who not only meet the job requirements but also are suited to the organization's unique environment and culture. 4) Help the firm to meet its employment equity goals by attracting a diverse applicant pool.

Open-ended questions can achieve what six things?

1) Help the candidate share information that might be important but not specifically asked for. 2) Give the interviewer more information on which to make a decision. 3) Create a more relaxed environment. 4) Give the interviewer time to think of the next important question while listening to the information the candidate is presenting. 5) Reduce the amount of time the interviewer is speaking; the more information received from the candidate the better. 6) Allow the interviewer to observe the candidate's communication skills.

Implementing an online application process that is easy to use and is proportionate to the size of the organization is a basic requirement of effective online recruitment. What does this mean for both small and large organizations?

1) If you are a small organization with fewer than 100 employees—you may be able to simply solicit applicants and have them attached as a MS Word document. 2) If you are a large organization, you may need an applicant tracking system that allows applicants to apply for several positions at once.

In the selection process, the final selection may be made only after what three things occur?

1) Interviews, 2) tests, and 3) reference checks.

The hiring policy of an organization includes what two things?

1) Its written policies on hiring as well as 2) the actual way in which the employer treats and considers individuals in the hiring process.

What are the four steps in the recruitment process?

1) Job openings are identified through human resources planning or manager request. HR plans play a vital role; however, openings do arise unexpectedly, in which case the immediate supervisor may have to complete a human resources requisition form or a business plan to obtain authorization to proceed with recruitment and selection. 2) The job requirements are determined. This involves reviewing the job description and the job specifications and updating them, if necessary. Manager comments may also prove helpful in identifying requirements, particularly pertaining to personality and fit. 3) Appropriate recruiting source(s) and method(s) are chosen. 4) A pool of qualified recruits is generated.

Recruitment takes place within the context of a number of constraints. What are four examples of constraints that could all work against HR's ability to conduct a successful recruitment drive?

1) Policies such as "promote from within," 2) pay structure, 3) benefits packages, 4) packages offered by the competition,

The use of the Internet is seen as having enormous benefits in the recruitment process, what are three examples of these various benefits?

1) Reduced cost-per-hire, 2) Less time-to-fill, and 3) A larger pool of quality candidates.

In BC, the Human Rights Code covers all provincially regulated organizations. What are its five purposes?

1) To foster a society in British Columbia in which there are no impediments to full and free participation in the economic, social, political, and cultural life of British Columbia. 2) To promote a climate of understanding and mutual respect where all are equal in dignity and rights. 3) To prevent discrimination prohibited by this Code. 4) To identify and eliminate persistent patterns of inequality associated with discrimination prohibited by this Code. 5) To provide a means of redress for those persons who are discriminated against contrary to this Code.

Established in 1978, the Canadian Human Rights Commission has three main objectives, what are they?

1) To promote knowledge of human rights in Canada and to encourage people to follow principles of equality. 2) To provide effective and timely means for resolving individual complaints. 3) To help reduce barriers to equality in employment and access to services.

Closed-ended questions tend to restrict the candidate's answer to a simple "yes," "no," or one-word answer. So when are closed-ended questions a good choice? Give three examples.

1) When the interviewer wants to clarify or confirm a particular part of a candidate's answer. ("____________—Is that what's most important then?") 2) When the interviewer wants a specific answer. ("How long were you in that position?") 3) To regain control of an interview that is getting off track; to maintain focus.

Proper selection is important for three reasons, what are they?

1) Who you select to fill a position has an impact on company performance. 2) Selection is a costly process. 3) There are a number of legal and ethical implications.

The intent of the Employment Equity Act of 1995 is to ensure that no person is denied employment or benefits for reasons unrelated to ability. In fulfilling that goal, the act seeks to correct conditions of disadvantage in employment experienced by four specific groups, what are they?

1) Women 2) Aboriginal peoples 3) Persons with disabilities 4) Members of visible minorities

What four things do cognitive ability tests measure?

1) intelligence, 2) aptitude, 3) ability, and 4) interest.

Effective human resource planning involves what three things?

1) monitoring trends, 2) anticipating their impact, and 3) devising strategies to deal with them.

What three things do Job applications request?

1) personal biographical or historical information reflecting activities, 2) skills, 3) and accomplishments.

In general, the selection process consists of what three steps?

1) screening what can begin as a large field of candidates, 2) conducting personal interviews with individuals who have been short-listed, and 3) making a decision about who is the most suitable candidate.

What are the nine grounds for discrimination in the workplace prohibited under Canadian law?

1)Race and colour 2)Disability 3) Discrimination on the basis of sex 4) Discrimination on the basis of criminal record 5) Sexual orientation 6) Age 7)Marital and Family Status 8) Nationality, Citizenship, Ancestry, and place of origin 9) Religion and Creed

Many Human Rights Codes limited its protection against age discrimination to what age?

64. This prevented those age 65 or over challenging the mandatory retirement policies.

Although there has never been legislation requiring people to retire at a certain age, most employers have had policies that required retirement at what age?

65

the interview is not the final stage of the selection process. As such, what is a commonly made mistake?

A commonly made mistake is to make the selection decision at this point and "skip" the next two time-consuming, but important steps: 1) Conducting appropriate employment tests as previously discussed 2) Conducting background and reference checks

What is a competency?

A competency is demonstrable characteristic of a person that enables performance of a job.

Performance simulation tests are made up of what?

Actual work behaviours.

For routine jobs, work sampling is appropriate. What does this require the applicant to do?

Applicants demonstrate that they have the necessary skills and abilities by actually doing tasks that model the job for which they are applying.

Not all organizations use standardized selection devices and in those that do, the selection devices may vary widely. However, any device used must have what two qualities?

Be valid and reliable.

Why is recruitment is a critical HR function?

Because the quality of an organization's human resources depends largely upon the quality of its recruits.

If interviews are effective, what will you be left with?

By the end of it you will be looking at a number of individuals who appear to have the desired qualities and look like they will fit well into the team and the organization

What challenges do employers face in dealing with employees over 65 when mandatory retirement is made illegal?

Challenges include performance appraisal of employees who are past their prime physically and sometimes mentally; health issues of the elderly that may affect ability to work at the same intensity and duration as other workers; health care benefit costs; and terminations of older workers who are no longer able to perform their jobs at acceptable productivity or service levels.

In a structured interview, the manager controls the course the interview follows as each question is asked. In designing an effective interview, five steps are important, what is step one?

Determine how applicants will be screened. The interview is based exclusively on job duties and requirements that are critical to job performance. Use the job description to create a screening grid.

In a structured interview, the manager controls the course the interview follows as each question is asked. In designing an effective interview, five steps are important, what is step two?

Determine questions and sample answers. Make a written list of job-related questions to ask applicants. Again, use the job description to tailor the questions to the specific duties and qualifications of the job. Determine sample answers to your questions.

In a structured interview, the manager controls the course the interview follows as each question is asked. In designing an effective interview, five steps are important, what is step three?

Develop a guide for the interview itself. The interview guide or agenda should include four parts: the opening, questions and answers, job and company explanation, and closing.

What Is Discrimination?

Discrimination is "inequality of treatment." Discrimination in the workplace is deemed unlawful if it is based on any of the nine grounds for discrimination in the workplace prohibited under Canadian law.

There are approaches and strategies that yield results that are more likely to result in high quality hires. Why is this essential?

Due to the high cost of making a regrettable selection.

The most frequent time of day that potential candidates are looking for work is, ironically, during what time?

During their lunch break at their current position.

HR professionals play a role in altering recruitment plans to accommodate what type of changes?

Environmental factors that may change after the initial HR plan is drawn up.

Recruitment and selection are key HR activities and involve doing what?

Finding the right people to match the HR needs of the organization.

Where can the basis for Canada's anti-discrimination laws is found?

In the Canadian Human Rights Act. This act states that no one in a particular situation may be unjustifiably treated in a less favourable way than others as a result of being of a certain sex, as a result of marital status, or because of being of a particular race, colour, or nationality.

What makes Employment Equity different than most employment legislation?

It is "pro-active," that is, it requires employers to take steps to remove existing barriers to employment and continued employment and to monitor progress in creating equity for these groups.

What is the intent of the Employment Equity Act of 1995?

Its intent is to ensure that no person is denied employment or benefits for reasons unrelated to ability.

Think about why you should try to avoid the following types of questions: Leading questions. Why?

Leading questions imply or suggest the "right" response (for example, "Would you say that teamwork is important to you?"). It is better to use your questions to elicit more spontaneous and useful information.

Is it ethical to require a manager to post all jobs and interview all internal candidates, even if he or she has already made a decision about the individual who will be selected for the position?

Many firms have a promote-from-within policy that requires the posting of all jobs within the firm—without exception. If this is the situation, or if the position in question is covered by a collective agreement that requires all jobs within the bargaining unit to be posted for a specified period, the manager must post the job. However, interviewing all internal candidates when he or she has already made a selection decision is definitely questionable from an ethical perspective. Doing so is a waste of time and may create false hope on the part of those employees not genuinely being considered. If the manager is required by company policy to interview all internal candidates, he or she should ensure that the interviewees are informed at the outset of the meeting that they are not being seriously considered for the position. The discussion should then focus on employee development needs and suggestions as to the ways in which the interviewees could prepare themselves for movement into this position in the future.

A good interviewing process will effectively achieve what?

Narrowing the field of candidates.

Selection interviews are used to do what?

Obtain information and to elicit attitudes and feelings from an applicant.

Think about why you should try to avoid the following types of questions: Obvious questions. Why?

Obvious questions waste time. You should use the limited time available in an interview to obtain the kinds of information not found on the application and résumé.

Developing an effective and visually clean website is a basic requirement of effective online recruitment. What information should be present?

On the website, ensure that basic information that job seekers are interested in is present, including information or videos about the organization, what are the employee benefits available and what kind of growth opportunities exist for new employees. A job board that has vacant positions listed should be present and updated regularly.

There is an appropriate time to ask each type of question in an interview. The trick is to understand what can be accomplished using each type. What do open-ended questions accomplish?

Open-ended questions encourage the candidate to offer a great deal of information or their personal opinion on a particular question.

The interview guide or agenda should include four parts: the opening, questions and answers, job and company explanation, and closing. What does the opening aim to do?

Part 1—The Opening: Establish rapport by welcoming and putting the applicant at ease. For example, after the introductions and handshake, say, "Have a seat. Would you like a cup of coffee? Did you have any trouble getting here today?"

The interview guide or agenda should include four parts: the opening, questions and answers, job and company explanation, and closing. What does the questions and answers aim to do?

Part 2—Questions and Answers: Obtain information from the applicant using the questions on your list. Develop a rating point scale. Define the ratings.

The interview guide or agenda should include four parts: the opening, questions and answers, job and company explanation, and closing. What does the job and company explanation aim to do?

Part 3—Job and Department: Explanation: Provide information to the applicant. Describe current and future job opportunities. Sell the positive features of the department.

The interview guide or agenda should include four parts: the opening, questions and answers, job and company explanation, and closing. What does the closing aim to do?

Part 4—Closing: Respond to the applicant's questions. Clarify responses. Provide an opportunity for final applicant input. Explain what happens next.

Do you think that Canadians should have the right to choose to work past age 65? Why or why not?

Personal opinion. Possible answers include yes, because it should be their right as long as they can perform the job; and no, because it opens up jobs for younger people.

The selection of candidates should be based on the skills and knowledge they can bring to the job. Selection should not be influenced by what?

Personal traits such as race or mental or physical disability.

How are typical Behavioural-based questions phrased?

Questions begin with phrases like tell me about a time when . . . or, describe a time when you. . .

What is the definition of recruitment?

Recruitment is "the process of searching out and attracting qualified job applicants, which begins with the identification of a position that requires staffing and is completed when resumes or completed application forms are received from an adequate number of applicants"

What does the reliability of an recruitment selection device mean?

Reliability means that the chosen device(s) consistently measure the same thing over time. In other words, if you re-test the candidate will they get the same score?

What is the definition of selection?

Selection is the process of choosing among individuals who have been recruited to fill existing job openings

The selection process consists of screening what can begin as a large field of candidates, conducting personal interviews with individuals who have been short-listed, and making a decision about who is the most suitable candidate. Additional steps might include what two things?

Selection testing as well as background and reference checks.

In cases where the candidate does not have prior experiences in the areas you are asking about, for example newer workers with little job experience, what is an alternative to behavioural descriptive questions?

Situational interview question that asks the candidate to explain how they would behave in a given situation.

You are an HR manager in a company that has taken a strategic decision to make the company more attractive to older workers. Detail the four things you will need to do to implement this strategy.

Specifically, organizations should: 1) Deal with stereotypical attitudes toward older workers as vigorously as any other form of bias, through education and proactive efforts to eliminate discriminatory practices. 2) Check HR policies, procedures, and practices to ensure that they do not discourage recruitment of seniors or encourage valuable older people to leave. 3) Develop flexible work options such as part-time positions, job sharing, shorter work weeks, consulting jobs, seasonal work, reduced hours with reduced pay, flex-time, and phased retirement. Many of these flexible work options are inducements that will make the workplace more attractive to a wide range of recruits. 4) Redesign or create jobs to accommodate older adults experiencing a decrease in dexterity and strength; manufacturing jobs may need to be redesigned, for example. In offices, brighter lighting, firm chairs, and ergonomic workstations may be required to lessen physical stress and fatigue.

Positions are often filled from within an organization, especially if there is a specific "promote from within" policy. However, there are times when external candidates are needed.Organizations may use many different methods in their recruitment efforts. What are four examples?

Such methods may include 1) running newspaper advertisements, 2) contacting employment agencies, 3) visiting colleges, 4) utilizing the Internet.

The Employment Equity Act of 1995 purpose is to establish equity in the workplace and to correct conditions of disadvantage experienced by certain target groups. These groups reflect sections of the population that have had what occur?

That have historically faced the greatest level of discrimination.

Laws such as the Employment Standards Act are "reactive" types of legislation, what does this mean?

That they require a complaint to be made before something occurs.

Although the manager or supervisor makes the final hiring decision, what information is provided to them by the HR department?

The HR department plays an important role in educating the manager about the legal framework and other constraints affecting the selection process.

The specifics of the selection process differ from organization to organization. The human resources department may take the leading role, or much of the process may be left up to managers or supervisors. In most cases, however, overall responsibility remains with who?

The HR department.

Many Human Rights Codes limited its protection against age discrimination to age 64 which prevented those age 65 or over challenging the mandatory retirement policies. In recent years, many provinces and the Federal jurisdiction have amended these rules which have resulted in what?

The abolishing of mandatory retirement in most jurisdictions. This is a relatively recent development and its long term impact on employment patterns of older workers still needs to be seen.

Behavioural-Based Questions probe for what?

The candidate's most recent specific examples or experiences related to the competencies being evaluated.

An increasingly diverse workforce, as well as increasing pressure to be more productive, has led to what?

The development of flexible employment relationships. These include outsourcing, subcontracting, employee leasing, job sharing, and contract arrangements.

It may seem obvious, but one of the most important things to consider when designing an interview template is what?

The key competencies of the position.

Recruitment has taken on an increasingly important focus as what occurs?

The labour market becomes tight in many areas.

Even when detailed résumés have been submitted, most firms also request that a standardized company application form be completed—this is often the last step in the recruitment process. What controls the use of an application form?

The legal framework controls what companies can legally ask on an application form.

Even though the Human Resources department is often involved in the initial stages of screening, who typically makes the final decision?

The manager or supervisor

The Human Resources department is often involved in the initial stages of screening, who else will have sufficient impact on the process?

The manager or supervisor will often have significant input into the selection process and will generally make the final hiring decision.

In smaller businesses, who might carry out the work of attracting qualified applicants?

The managers themselves, with the help of external recruitment specialists.

An employer may also be subject to a complaint of discriminatory hiring policies based on what?

The observation of a discriminatory trend in hiring.

It is important to note that some questions that are unlawful in an interview are lawful to ask once the individual has been selected for a job. What is crucial in this distinction?

The purpose of gathering the information. There is rarely a legitimate reason to collect information on marital status during hiring, but in administering health benefits there is.

What is the purpose of selection?

The purpose of selection is to find the "best" candidate for the job—an individual who possesses the required knowledge, skills, and abilities (KSAs) and personality who will perform well, embrace the corporate mission and values, and fit the organizational culture.

Employment Equity Act of 1995, what is the purpose of this act?

The purpose of this enactment is to establish equity in the workplace and to correct conditions of disadvantage experienced by certain target groups. These groups reflect sections of the population that have historically faced the greatest level of discrimination.

What do background investigations involve?

The verification of application data and reference checks.

In firms with an HR department, functional authority for the recruitment process is generally delegated to HR staff members. In large organizations in which recruiting is done on an almost continuous basis, the HR team typically includes specialists, known as recruiters. What do they do?

Their job is to find and attract qualified applicants.

Placing advertisements in the newspaper, while still done by many organizations is fast becoming a less effective method of recruitment. Research shows that most job seekers are using what medium to research vacant job opportunities?

Their smart phone and tablets

What is the typical structure of a situational interview question?

These questions begin with a relevant scenario and asks the candidate to outline how they would react. In other words, they are describing their future behaviour.

Situational interview question focus on asking what?

They ask the candidate to explain how they would behave in a given situation.

Behavioural-based questions are an important key when designing an interview template. Why is this?

They force the candidate to provide a recent example of having demonstrated the skill in question.

What does the Canadian Human Rights Act state?

This act states that no one in a particular situation may be unjustifiably treated in a less favourable way than others as a result of being of a certain sex, as a result of marital status, or because of being of a particular race, colour, or nationality.

The BC Human Rights Commission looks not only at what is said and done by an employer during the hiring process, but also at what is left unsaid and what is left undone. What does this mean?

This means that employers are to act in a non-discriminatory fashion not only in how people are considered for employment but in the methods they actually use to hire people.

What is the first step in designing your interview template?

To consider the competencies required for the work, and write them down to ensure that everyone involved in the interview process agrees on the qualities or competencies that you are seeking.

What does the validity of an recruitment selection deceive mean?

Validity means that there is a proven relationship between the selection device and some relevant criteria to differentiate among applicants' job performance. In other words, are you measuring what you want to measure?

Interviews are valid and reliable devices if they have what characteristics?

When they are structured and well-organized and ask candidates valid questions.

A variety of valid and reliable selection devices are available for managers to make successful applicant acceptance and rejection decisions. What is important in deciding to use a selection device?

Whether it is assessing one or more criteria required for the job.

After considering the competencies required for the work, what should be done to prepare for conducting an interview?

Write open-ended, behavioural-based questions probing the competency areas.

Think about why you should try to avoid the following types of questions: Overuse of closed-ended questions. Why?

You should avoid the overuse of closed-ended questions to allow the candidate to describe his or her skills and knowledge adequately. This will also keep the interview from sounding like an interrogation.

Think about why you should try to avoid the following types of questions: Questions that are not job-related. Why

You should spend the interview time getting job-related information that will aid in the decision that has to be made. For example, avoid such questions as "What do you do for recreation?"

What is the best way to predict a candidate's future behaviour or abilities in an interview?

to ask about what they have specifically done in the past.