Recruitment in a Career Banded World

1. Recruitment in a Career Banded World Angela Miller Recruitment Services Manager 919-733-2940

2. Objectives • Provide general understanding of competency-based employment policies and processes • Introduce Executive Order 30 and proposed changes to the Department’s Merit-Based Employment plan • Review new posting requirements. • Gain knowledge on how to effectively develop a competency based job vacancy announcement

3. Objectives(Continued) • Understand how to link the vacancy announcement to the application evaluation and selection processes • Reinforce importance of priority consideration in selection process • Introduce behavioral-based interviewing as an effective technique for assessing applicant’s competency level

4. Merit-Based Employment Process HIRING MANAGER HUMAN RESOURCES Learns of vacancy Notifies agency HR Reviews position role Determines needs Considers EEO goals Learns of vacancy Pre-Recruitment Phase HR gathers information needed by Hiring Manager to develop vacancy announcement Hiring Manager and HR Specialist meet to plan recruitment strategies Assists HM in developing vacancy announcement Vacancy Announcement developed Job is posted into PMJOBS Recruitment Phase Applications screened according to KSAs, competencies and T & E panels May Screen for HQ applicants. Selects candidates for interviews Selection Phase

5. Management Considers current organizational/work unit needs Evaluates and plans recruitment process Determines selection tools Screens and evaluates applicant qualifications Interviews & selects final candidate Human Resources Consults with and trains hiring managers on laws and policies with regard to hiring & Merit-based Employment Provides fair objective screening Ensures hiring process is legally defensible Hiring is a Partnership

6. Review of Merit-Based Employment: Policy • Applies to all positions subject to State Personnel Act (GS 126 & 115C) • Positions filled with “Highly Qualified” individuals • Selections based solely on job related criteria • Compliance with all state and federal employment laws, regulations, and policies • No hiring on basis of political affiliation or influence (impartial in recruitment and selection decisions)

7. IntroducingExecutive Order 30 **New procedure for DHHS** • Allows hiring managers to participate in screening for highly qualified applicants • Hiring managers may opt to continue to have HR perform this duty

8. Competency Defined Competencies: • The set of knowledge, skills, abilities and behaviors that employees must demonstrate to be successful in their jobs and to support the organization's mission and goals. • Competencies can be taught, learned, measured, monitored and improved through training and development.

9. Competency Levels Defined • Contributing Competencies: The set of KSAs, and behaviors typically performed in an entry-level position. • Journey Competencies: The set of KSAs, and behaviors typically performed at a full performance, experienced level. • Advanced Competencies: The set of KSAs, and behaviors typically performed at the expert level. These advanced competencies are not always required in every work unit.

10. Definitions: • Knowledge – understanding gained through experience or study • Skill – proficiency that is readily observable, quantifiable, and measurable • Ability – capacity to perform an activity • Behaviors - the manner in which one carries out the job duties.

11. Required Competencies: Factors that make an employee successful in a particular job • Knowledge • Skills • Abilities • Work behaviors • Training • Education COMPETENCIES

12. * NEW *Request for Posting Form • Banded Classification Title • Working Title • Salary Grade Equivalent • Competency Level (C,J,A) • Recruitment Hiring Range (binding) • Part time hours (if applicable)

13. Request for Posting Form(continued) • Include unusual work requirements (shifts) • Consider EEO goals and obtain EEO Designee’s signature • Address ADA requirements • Determine targeted recruitment sources • Determine open or internal posting

14. Request for Posting Form (continued) • Carefully define selection criteria (knowledge, skills, abilities, and behaviors), competency statements • Essential functions • Add preferences • Required licenses or certifications • Avoid use of acronyms and exclusionary references

15. Hard to Fill Positions • "If there are no applicants who have the required _______ level competencies listed in the Knowledge, Skills, Abilities, and Competencies section, management may consider other applicants who have lower _______ level competencies at a salary range of [ xxxxx - zzzzz].”

16. Resources • Recruitment Strategies http://www.dhhs.state.nc.us/humanresources/recruitment/ • Writing Effective Vacancy Announcements http://www.dhhs.state.nc.us/humanresources/vacancy/ • Checking Employment References http://www.dhhs.state.nc.us/humanresources/references/

17. Employment Priority Considerations • PROMOTIONAL PRIORITY • REDUCTION-IN-FORCE (RIF) • VETERAN’S PREFERENCE • WORKER’S COMPENSATION • POLICY-MAKING EXEMPT (+/- 10 YEARS) (rare)

18. Employment Priority Considerations • Policy will not change due to Career Banding • Use the “salary-grade equivalent” to determine RIF or Promotional Priority

19. Screening ApplicationsHR will screen for minimally qualified: • Applicants must meet minimum competencies (KSAs and behaviors) listed on the vacancy announcement, and • Minimum training and education requirements (T&E)

20. Screening Applications (continued) Hiring manager may: • Determine highly qualified candidates from the “qualified” pool • Must document on the Applicant Selection Log HQ and Q • Highly qualified candidates clearlyexceed training & experience and KSA requirements

21. Screening Applications(Continued) • Do NOT compare applicants to applicants. • DO reference job requirements listed on the vacancy announcement. • Do NOT use preferences to screen for highly qualified • May use preferences to determine interview pools.

22. Competency-Based Interviewing • Uses past experience to predict future success • Evaluates competencies against target job requirements (Knowledge, Skills, Abilities) • Requires applicant to focus on job-related competencies • Provides measurable data to substantiate selection decision

23. Behavioral Based Interviewing Demonstration of competencies is the best predictor of future success.

24. Behavioral Based Interviewing • Valid • Reliable • Defensible • Uses essential job functions

25. STAR • Situation or Task – the situation or problem leading to the applicant’s actions • Action – active attempts to affect a change or influence events • Result – the outcome of the applicant’s actions

26. Interviewer Must • Assess competency level (comprehensive) • Determine if at, below, or above required competency level • Complete Competency Assessment Form • Make salary determination

27. DHHS Pay Band Placement Guidelines Public Safety Officer Fully demonstrates C level competencies Fully demonstrates J level competencies Fully demonstrates A level competencies CRR ARR min max JMR $25,200 $29,643 $39,176 $49,300 $33,200 New hires or employees who do not possess or demonstrate all of the C level competencies New hires or employees who demonstrate some of the C level competencies and some of the J level competencies New hires or employees who demonstrate some of the J level competencies and some of the A level competencies Employees who possess all of the A level competencies and may be achieving some higher level banded class competencies For jobs in the triangle area, use triangle market rates

28. DHHS Pay Band Placement Guidelines Public Safety Officer Fully demonstrates C level competencies Fully demonstrates J level competencies Fully demonstrates A level competencies CRR ARR min max JMR $25,200 $29,643 $39,176 $49,300 $33,200 New hires or employees Who do not possess or demonstrate all of the C Level competencies New hires or employees Who demonstrate some of the C Level competencies and some of The J level competencies New hires or employees Who demonstrate some of the J level competencies and some Of the A level competencies Employees who are required to demonstrate all of the A level competencies and may be required to perform some higher level banded class competencies Fred Gunn Jim Law Elaine Ticket Antonio Badgewell Susan Kojak

29. New Hire: Susan Kojak*

30. Documentation At the conclusion of the hiring process, submit to Human Resources: • All applications • Interview questions and notes for all applicants interviewed • References • Completed, signed Applicant Selection Log including recruitment sources (i.e., how you advertised) • Rejection letters • Confirmation of offer letter • ALL documentation supporting the hiring decision

31. In conclusion…you are now able to: • Understand the competency-based employment processes • Screen applications according to Executive Order 30 • Use the new job posting form • Develop a competency-based job vacancy announcement • Link the vacancy announcement to the application evaluation and selection processes • Use priorities in the selection process • Conduct behavioral-based interviewing

32. Recruitment in a Career Banding World What questions do you have?

33. Thank you and good luck! Angela Miller Recruitment Services Manager 919-733-2940