screening applicants
past employers may be held liable under an emerging legal theory of ____ by failing to disclose certain types of information
"negligent referral"
job duties
-essential -other
you want people to TALK, so:
-opened ended questions -multiple possible answers -write behavior-based, job relevant, non-discriminatory questions -WHAT do you REALLY want to learn from the interview? -personality? -verbal communication? -problem solving? -actual skill demonstration? -round out your ten? -a particular thing among all the expected qualities? -the questions -write questions that are: job relevant and behavior-based asking for specific examples of a candidate's past (scenarios), non-discriminatory, open-ended, non-discriminatory -review questions to ensure they meet the above standards guidelines -write questions that give the opportunity to talk not just answer: then follow-up questions that require more specific answers
you want people to TALK, so:
-opened ended questions -multiple possible answers -write behavior-based, job relevant, non-dsicrimatory questions -WHAT do you REALLY want to learn fromthe interview? -personality? -verbal communication? -problem solving? -actual skill demonstration? -round out your ten? -
medical exams:
an employer may NOT ask an applicant to answer medical questions or take a medical exam before making a job offer.
behavioral questions
-"can you give me a specific example of how you did that? -"what were the steps you followed to accomplish that task?" -its purpose is to anticipate predictable future behaviors based upon past responses
competency questions
-"can you give me a specific example of your leadership skills?" -"explain a way in which you sought a creative solution to a problem?" -its purpose is to align your past behaviors with specific competencies which are required for the position
case questions
-"if you have a program starting in 15 minutes; a report due ti your supervisor; and need to pick up supplies for tonight's special event, how do you decide what to do next. the purpose is to evaluate your problem-solving abilities and how you would analyze and work through potential case situations
here are examples of questions which could be asked in a behavior-based interview for a supervisor's position
-"think of a time when you had a miscommunication with a subordinate, co-worker, or supervisor. tell me how how you resolved that situation." -"describe a situation where you felt it was necessary to break company policy or alter standard procedure." -"think of a time when you had to devise a clever, creative way to creative way to motivate an individual, how did you do it?"
experience verification questions
-"what did you learn in that class?" -"what were your responsibilities in that position?" -its purpose is to verify experiential features of your background
credential verification questions
-"what is your GPA?" -"how long were you at..." -it's purpose is to place objectives measurements on features of your background
useless questions
-"what kind of animal would you like to be" -"what do you think flubber is made from?" -its purpose is to get past your pre-programmed answers to find out if you are capable of an original thought. there is not necessarily a right or wrong answers, since it is used primarily as a test of your ability to think on your feet.
opinion questions
-"what would you do in this situation?" -"what are your strengths and weaknesses?" -its purpose is to subjectively analyze how you would respond to a scenario
answer questions with:
-"yes. for example... (accomplishment, result statement)" -"no, however... (accomplishment/result, statement) -distracting habits and mannerisms- ask your friends! -positive attitude (avoid negative pr sarcastic statements- don't "dis" your university, previous employer, etc.) -positive attitude (avoid negative or sarcastic statements- don't "dis" your university, previous employer, etc.) -give positive answers to negative-based questions
behavior based interviewing
-a candidate is asked to provide specific examples of past job behavior: this type of interviewing is based on the concept that single best predictor of future job performance is past job behavior -interviews that probe for past job behaviors have been found to be more reliable than ones that focus on personality traits such as "I'm dependable", or "I'm hardowrking." -remember as an interviewee, if they do not ask behaviorally based questions, YOU ANSWER with 'such as' behavioral answer!!
uniform guidelines on employee selection procedures
-apply to selection procedures used to make employment decisions including: interviews, review of experience or education from application forms, work samples, physical requirements, and evaluations of performance -to achievement equal employment opportunity without discrimination on the grounds of race, color, sex, religion or national origin -EX: recruiting procedures designed to attract members of a particular race, sex, or ethnic group, which were previously denied employment opportunities or currently underutilized, is allowable -these guidelines are NOT intended or interrupted to discourage selection procedures validated to select qualified applicants
ask your prepared questions
-bring some questions: sample on TRACS -nervousness- it happens!; feel free to admit your nervousness,relax, restore your confidence, continue the interview -control- let the interview(s) have it!; not too pushy, over-confident, argumentative
but may condition, a job offer on the applicant successfully passing a medical exam
-but only if all new employees in the same job have to answer the questions or take the exam -a required medical exam may only occur after offer -employers may ask if the applicant will need an accommodation to perform a specific job duty, -and if answer is yes, the employer may then ask what the accommodation would be.
conducting the interview
-common stages of an interview -breaking the ice: nonthreatening topics, other interviewers introduced, interview process answers -inquiry: questions and answers -conclusion: final chance for clarification and what happens next (decision, notification, second interview)
below is a typical paper flow or work flow when collecting this information
-distribute the consent/release forms to volunteers -collect all completed (legible) consent/release forms by pre-determined dates -send forms or data to background screening company -receive the screening results from the background screening company -make appropriate notifications on any volunteer who is disqualified -provide the disqualified volunteer applicant with the following documents: 1. fair credit reporting act- summary of rights. 2. letter of disqualification. 3. copy of actual screening report (results) -distribute volunteer credentials (ID) to all volunteers who are approved
when YOU get an offer
-don't quit your job yet! -negotiate, when appropriate -ask for offer in writing, once verbal agreement is reached -don't quit your job until written offer is received or contact is signed -give TWO WEEKS notice or meet agency policy -writing rejection letters -and other professional writing
all misdemeanor drug & alcohol offenses within the past 5 years or multiple offenses in the past 10 years. examples include:
-driving under the influence, simple drug possession, drunk and disorderly, public intoxication, possession of drug paraphernalia, etc.
gather accurate information
-employers have a LEGAL duty to use reasonable care in selection as to not subject their consumers to harm -verify information: reference checks, internet searches (linked In, social media), tests, exams measuring a bona fide occupational qualification, transcripts & certificates, work samples, I-9 forms, background or driving checks
closing the search
-file agency required EEOC paperwork -notify non-offered candidates: letter, email, phone, banner on the park fence
conclusion
-final impressions, like first ones, tend to be lasting -smile, thank everyone, including the receptionist -ask for business card of the interviewer(s) -remember the two P's- PREPARATION and PRACTICE ** immediately after you leave, make notes of important points of discussion
nonverbal communication
-good eye contact (not "staring" or "unwavering") -good posture (remember your mother's adomnition- "sit up straight!);" slight forward lean -"active listening" gestures- a nod, smile, appropriate facial expression -be aware of the interview's(s') nonverbal communication! -don't exaggerate!
position announcement
-header -job summary -key requirements and duties -qualifications -salary -how to apply -closing date -optional: description of the city or geographical area, agency, advancement, enchant the applicant
JobDescription
-header -job/position summary -job duties -qualifications -working conditions/physical demands
Example
-high school diploma and 1-year experience post degree -if yes, eligible -if no, no further review is needed
employers should not ask for a photograph of an applicant
-if needed for identification purposes, a photograph may be obtained after an offer of employment is made and accepted
develop selection process (still planning)
-might be a policy or procedure -how to advertise?: in-house vs external, flyers, web-based, video -where to advertise?: head hunters, facebook, linked in, where do you look? -how long to advertise? -what to collect: resume and cover letter, applications, reference letters, transcripts, salary requirements -how to collect applications?: online, hard copt, at a recruitment event -when to do reference checks?: how to: phone, letters, skype, email, forms/checklists; CIT
background checks
-most often prepared by a 3rd party -applicant should provide written permission for the check: applicants under 18, get parental/legal guardian too -different types of check exist: driving records, county, state
appearance and grooming
-neat, clean, professionally dressed -traditional, conservative best; overdress rather than under dress -avoid excesses (too much makeup, perfume, aftershave, jewelry, too loud, too tight/baggy) -consult with someone who has an "eye" for colors and style
agency response types
-no comment, factual information only, "900" numbers, defamation of character, negligent hiring, negligent referral
round one: required qualifications
-refer to the job announcements -list required qualifications: meeting YES/NO a person has it or not; AND you can know by reviewing their application/resume/cover letter
filling the position
-reference checks, making a decision, making an offer, closing the search, uniform guidelines
confidence and enthusiasm
-relax -positive greetings, form handshakes, smile -direct, concise, complete response to questions (no yes/no, one-word, rambling answers) -monitor your pace (steady- not too fast or slow) -sincerity- be yourself! -cultural awareness
qualifications:
-required -preferred
veteran's preference in appointment and retention in employment
-required the federal govt. to favor returning war veterans when hiring new employees in an attempt to recognize their service, sacrifice, and skills. -a veteran must have been discharged or released from active duty in the armed forces under honorable conditions (i.e., with an honorable or general discharge) -when applying for federal jobs, eligible veterans should claim preference on their application or resume
writing interview guides
-review the job description -decide what you need to know from interview: verify or elaborate on resume... no need to repeat it -no need to repeat things you already learned from reading the resume -you want people to TALK, so: opened ended questions and scenarios with multiple possible answers
reference checks
-use consistent form or guidelines with each candidate checked: some references will ONLY verify employment dates and reason for leaving and obtain a signed release to contact present or past employers (unless listed as reference by applicant) -limit to observable, job related questions: specific things the candidate did, NOT opinion of the person -reference check questions samples
interviewing format
-welcome, set the pace, introductions -overview of job -ask questions from prepared guide: use transitions and change questions order to follow flow of discussion -discuss salary and benefits -solicit candidate questions -inform of process from here -close
position/job announcement parts
-what do YOU want to know when you are considering a job?: where the job is located, how much it pays, wok schedule, other?? -required sections: job summary, key requirements and duties, qualifications, salary, how to apply, closing date
writing a position announcement
-you really only want applicants that will meet your standards -the more you tell them, the more select the pool: sell the job, don't just rewrite the position description... IF you have that latitude in your agency -wording: positive and inviting -you need to catch the attention of the job applicant -do NOT just post job bullet points or the whole job description
criminal record database
a "national" database of criminal records does not exist. a criminal record database should be used to supplement to county level searches. a robust database may include records from approximately 50% of U.S. courts. all records found in a database should be verified at the court of record
timely results
a background screening process should be timely and results should be returned within 10 business days on average to allow for proper planning and assignments of volunteers
national sex offender registry
aggregate data from all 50 states, including Puerto Rico, Washington D.C., and Guam, along with tribal registries. this is an important supplement to criminal history searches but SHOULD NOT be used as a stand alone source for your background
felonies
all felony violence- regardless of the amount of time since offense. exmaples include: murder, manslaughter, aggravated assualt, kidnapping, robbery, aggravated burglary, etc.
misdemeanors
all misdemeanor violence offenses within the past 7 years. examples include: drug offenses, theft, embezzlement, fraud, child endangerment, etc.
six offenses
all six offense- regardless of the amount of time since offense; examples include: child molestation, rape, sexual assault, sexual battery, sodomy, prostitution, solicitation, indecent exposure, etc.
legal requirements
anti discrimination laws: equal pay act, age discrimination act, pregnancy discrimination
being interviewed
arrive early, but not too early: -practice run, traffic, parking -promptness (at least 10 minutes early, but don't report to the receptionists until 2 minutes before interview time) -sit in car and review our resume -take a portfolio/notebook, fresh resume, list of references, notepad, pen -write yourself a note of something you FOR SURE want to work into an answer
tactfully sidestep
assess the motive behind the question. if you don't think it was malicious and you really the job, then put it back on the interviewer or answer indirectly. this might make the interviewer realize that he or she asked an inappropriate question. for example: personal life, children, disability, and country of origin
inquires about organizations, etc of which an applicant may be a member, which may indicate the applicant's race, sex, national origin, disability status, age, religion, color or ancestry indicate if answered, should generally be
avoided
height and weight requirements: unless job-related, inquires about height and weight should be avoided:
because: tend to disproportionately limit the employment opportunities of some protected groups and unless the employer can demonstrate how the need is related to the job, it may be viewed as illegal under federal law. a number of states and localities have laws specifically prohibiting discrimination on the basis of height and weight unless based on actual job requirements
defamation of character
communicating information that is false and injurious
E-Verify
compares information from an employee's form I-9, to data from dept of homeland security and soc sec admin records to confirm employment eligibility
any other misdemeanor within the past 5 years that would be consiedered a potential danger to children or is directly related to the functions of that volunteer. example include:
contributing to thee delinquency of a minor, providing alcohol to a minor, theft-if person is handling monies, etc.
try to avoid ____ unless important for your position
credential verification questions
county criminal record check
criminal record check to capture all misdemeanor and felony convictions in that jurisdiction. the search should be conducted in the jurisdiction with the longest and most current residency
its better to ask what did you do with
experience verification questions
interview type
face to face, phone, skype, 1:1, panel, serial, group
but, the ___ do prohibit employers from illegally discriminating when using financial information to make employment decisions
federal EEO laws
financial information
federal law DOES NOT PREVENT employers from asking about your financial information
includes current or past assess, liabilities, or credit rating, bankruptcy, or garnishment, refusal or cancellation of bonding, car ownership, rental or ownership of a house, length of residence at an address, change accounts, furniture ownership, or bank accounts
federal law DOES NOT PREVENT employers from asking about your financial information
have the applicant fill out an authorization form _____ from which you intend to seek job reference
for each prior employer
schedule interviews
how long for each, how many people will you interview, where will you interview, consider arrival and departure without meeting other candidates (who will greet them)
just answer
if the question doesn't bother you, just answer it. (it's not illegal ti answer). but proceed with caution, as it might bite you later. you might not get the job, even if it's illegal.
employers are required to tell you ___ if they will do a background check
in writing AND get your written permission
EEOC says:
information obtained through the pre-employment process should be limited to those essential for determining if a person is qualified for the job
screening applicants round 3:
interview -with finalists: call references and job specific testing
negligent hiring
is failure by a prospective employer to adequately check references or gather information relevant to the hiring decision
non US citizens
it is recommended that an applicant that does not have a valid social security number, not be allowed to volunteer. not providing a valid social will eliminate the ability to run an address trace and multi-county search.
header:
job title, position number, exempt/nonexempt, department, supervisor
answering illegal questions
just answer, refuse to answer, tactfully sidestep
legal requirments note:
many jobs will send to all applicants a form to identify protected status such as age, race ethnicity, national origin, etc. this info MUST be kept separated from application
"900" numbers
many large firms have installed "900" telephone numbers that will provide computerized voice response to employment reference and verification
treat all applicants fairly
nepotism, patronage, telephone/face to face interview, interview questions -all screening deicsions are based on job-related criteria: aviod, as much as possible, rating errors, use standardized procedures and measurements
post offer
okay on application to ask if an employee can legally work in the US -REQUIRED I-9 employment eligibility verification: immigration reform and control act (IRCA) of 1986 prohibits employers from knowingly hiring illegal workers -E-Verify -optional: physical examination and drug testing
"what did you learn from this?"
opinion questions
try:
please ensure you answer all questions and follow all instructions carefully. errors or omissions may impact your rating or may result in you not being considered for the job.
refuse to answer
point out that it's not an appropriate job interview question and you don't feel comfortable answering it. (avoid the term illegal interview question since it might not be, at least not yet.) that's your right. but that might bite you too.
employers may NOT make ___ inquires about disability
pre-offer
also keep in mind that in anyone refuses to sign such an authorization, your company would have the legal right to consider that person any further for hiring
refuse
screening applicants round 1:
required qualifications: yes or no -should/must have been listed as such on the job
screening applicants round 2:
resume review with rubic
ALL candidates must be asked the
same questions
for applicants younger 18, ___ from the parent or guardian to conduct background or drug tests +varies by state*
secure written permission
complimentary consulation
seek a provider committed to provide consultation to clarify screening results and provide technical assistance and guidance regarding updating practices
discriminatory questions
sex, age, marital status, ethnic origin, religious preference, sexual preference, disabling conditions
NRPA recommended guidelines for credentialing volunteers
social security, address trace, county criminal record check, criminal record database, national sex offender registry, non US citizens
negligent referral
the act of failing to disclose certain types of information. failing to provide negative information in response to specific questions from one employer could be grounds for substituting or transferring liability to the other employer.
local search
the goal of the local search is to uncover all misdemeanor and felony arrests and/or convictions on the applicant. it is recommended to use a multi-county level search based on the results of an address trace
no comment
these employers will not provide any information about previous employees
factual information only
these employers will provide only basic factual information about former employees such as dates of employment, position title, last salary, and eligibility for re-hire. the company may or may not require a waiver to release this information
making an offer
verbal agreement -follow up with offer letter /contract: not official offer until letter received and not hired until ALL post offer items are complete
social security
verification are a critical first step in the process as it helps to insure that the name and other personal data given by the applicant is accurate
address trace
verify a residential history and search for criminal records under any other associated names
instead of:
your application will be considered incomplete and you will be found ineligible if you fail to submit