Presented by: Rhea Seeber-Reynolds, HR Manager Stefani Coverson, HR Manager

Hiring, Screening & Interviewing Presented by: Rhea Seeber-Reynolds, HR Manager Stefani Coverson, HR Manager

Objectives • Recruit competent staff • Access and apply Master Agreement, Policies and Practices • Understand interviewing procedures

Rules and Policies • For Washington General Service (WGS), the following apply: • WFSE CBA • DSHS Policy 18.19

Types of Appointments • Probationary • Trial Service • Transfer • Voluntary Demotion • Elevation • College Career Graduate- Social Services • Non-permanent*

Probationary Period • Every part-time and full-time employee, following his or her initial appointment to a permanent position, will serve a probationary period of 6 consecutive months; except that employees in any class for which the probationary period was 12 months on July 1, 2005 will continue to serve a 12 month probationary period.

Probationary Period • Agencies may extend the probationary period for an individual employee as long as the extension does not cause the total period to exceed 12 months • The Employer may separate a probationary employee at any time during the probationary period.

Trial Service Period • Except for those employees in an in-training appointment, all other employees with permanent status who are promoted, or who voluntarily accept a transfer or demotion into a job classification for which they have not previously attained permanent status, will serve a trial service period of 6 consecutive months.

Trial Service Period • Agencies may extend the trial service period for an individual employee as long as the extension does not cause the total period to exceed 12 months. • The Employer may revert an employee who does not satisfactorily complete his or her trial service period.

Vehicles for Transfer • Transfers from Certification List • Between agencies or within same agency • Same job class or different job class with same salary range maximum • May have to serve a trial service period • Internal Movement– Permanent Employees • Within DSHS • Has permanent status with the State • Employee makes written request to Appointing Authority (no Cert List required) • May have to serve a trial service period

Voluntary Demotion • Voluntary Demotion from Certification List • Between agencies or within same agency • Position with a lower salary range maximum • May have to serve a trial service period • Internal Movement– Permanent Employees • Within DSHS • Has permanent status with the State • Employee makes written request to Appointing Authority (no Cert List required) • May have to serve a trial service period

Elevations • Elevations* from Certification List • Can be used between agencies or within an agency • Internal Movement– Permanent Employees • Within DSHS only • Has permanent status as a State employee • Previously held permanent status at the higher level • Employee makes written request to Appointing Authority (no Cert List required)

College Career Graduate Program & other in training plans • College Career Graduate Program—SS • 6 months at CCGP • 18 months at Social Worker 1 • 12 months at Social Worker 2 • Class Series In-Training • Done in same or like series • Can be multi level • Up to 36 months max

Non-Perm Appointments • Fill in for the absence of permanent employee • During a workload peak • While recruitment is being conducted • To reduce the possible effects of a layoff • Incumbent must have the skills and abilities required for the position

When you have a vacancy… • Speak with your Area Administrator/ Area Manager • Consult with HRD Representative as necessary to strategize on hiring options based on your unit’s needs • Contact local HR Representative to initiate hiring process

Hiring Strategy • Decide how you want to announce your vacancy… • Internal movement of permanent employees • Recruit through NeoGov (this includes both non-permanent and permanent hires)

Article 4.3 Internal Movement Prior to certifying candidates in accordance with Subsection 4.1, an Appointing Authority may grant an administrative transfer, voluntary demotion, or elevation within an agency as long as the permanent employee has the skills and abilities required to perform the duties of the position.

Internal Movement Continued Employees desiring a transfer, voluntary demotion, or elevation will initiate a request in writing, and appointing authorities will consider these individuals for an opening. Candidates interviewed will be notified of the hiring decision… [emphasis added]

Request for Certification • Work with local HR Rep to initiate recruitment process through NeoGov • Review Position Description Form (PDF) • Essential functions • Does position have specialist language? • Are geographic location, work shift, and work hours (F/T vs P/T) correct? • Update PDF if necessary • PDF must be approved by Class & Comp

Request for Certification Continued… • Once the PDF has been approved, the local HR Rep can create a job announcement for your position in NeoGov • Announcements are to be open for a minimum of 7 days (for both non-permanent and permanent hiring)

Ratio of Applicants on Certified List • Agency Layoff– • “Certification of One” • Otherwise…. • 75% Permanent State Employees • 25% Open Competitive Candidates

Agency LayOff • INTERNAL • Certification of one (most senior if more than one) • Must meet Skills & Abilities of position • Must be considered • Program determines/justifies if not hired

Under Represented Applicants • Includes Vietnam Vet, Disabled Vet, Person of Disability and over 40 • No Special Consideration • Don’t ask we WON’T tell!! • Decision to identify Under Represented status is voluntary

Tools for ScreeningCertified Candidates • Supplemental Questionnaires • Questions must be directly related to job • Examples of writing • Clarification of responses to original questionnaire • Review of Profiles/Resume • Must relate to experience needed for your job • Total experience • Skills Screening Tools • Phone test • Typing test • Commercial assessment products

Working your Certified List • You have your Certified List, “now what?” • Work it quickly • Contact applicants • E-mail • Allow reasonable time to respond… give a minimum of 3 days to respond and identify due date in correspondence

The Interview Process and Preparation • A conversation with a defined purpose • Information unavailable through application, resume, or reference checks • Applicant’s opportunity to learn about position and organization

Prior to the Interview • Preparation and Considerations • PDF • Interview Questions/Rating Guide • Prepare standardized interview questions • Copy of interview questions for candidates? • Interview Panel • Consider diverse panel • Location • How many interviews?

Prior to Interview • Have material items ready • Copy of PDF • Interview questions/Rating guide • Introductions • Explain the “process” • Length of interview • Number of questions • Explain if there will be additional round of interviews • Notification method • Q & A at the end of interview

Hiring Panels • DCFS encourages hiring panels • Check with your Area Administrator • Coordinate hiring panel • Maintain same panel members

The Interview • Be aware of your behavior • Verbal • Voice, tone • Non-Verbal • Establish positive relationship • Convey interest in applicant • Eye contact

Bias • What are your strongest biases that could influence you during the interview process? • How could each of these manifest itself during the hiring process? • What approach would diffuse those biases?

Interview Questions Questions should be: • Combination of knowledge and behaviorally based questions • Related to the position/job • Selected prior to the interview • Consistent for each applicant • Legally defensible

Age Sex Criminal Records Disability Interview Questions Questions related to the following should NOT be asked: • Race or Color • Religion • Marital/Family Status • Finances • National Origin Designing questions that comply with the ADA and Civil Rights Act is essential to good interviewing practices.

Background Check • Request background authorization form (DSHS 03-210) if applicant is: • Moving to different class series • Moving to different administration • Moving from uncovered to covered position; or • Moving from uncovered to covered position in same class series

Checking References • Goal: Obtain enough information to paint an accurate picture of past performance • Obtain signed release from candidate • Verify education and licensure • If a current or past state employee, check the personnel file • Beware – applicant supplied references not always objective.

Checking References • Phrase questions to draw out some impressions from the reference person. • Be aware of statements that can have various implications and be sure to ask for further clarification, for example: • “Let me see how I can put this.” • “I guess it was a big misunderstanding.”

References: Sample Questions • How long and in what context do you know ____? • What was ______ responsibilities? • How would you describe his/her work? • Given the opportunity would you hire him/her again? • What reservations should I have about the hiring him/her? • Who else in your organization could comment on his/her performance? • What were his/her reason for leaving? Ask in addition to questions specific to skills and abilities.

Wrapping It Up • Compile all interview data • Ensure maintenance for 3 years based on Regional Procedures • Look ahead to next steps • Determine preferred candidate • Check references • Submit approval to hire • Receive approval to hire THEN… • Contact/notify preferred candidate • Notify other candidates

Closing the Hiring Process… • Upon selection/acceptance of a candidate, provide your local HR Rep with the following information: • A list of all candidates offered an interview, those who declined, and those who interviewed • A list of those candidates you felt had the necessary skills and abilities for the job and whether you were able to hire the first candidate to which the position was offered

Closing the Hiring Process… Continued • Notes and questions that were asked of each candidate during the interview process • The date the preferred candidate accepted the offered the position • The date the preferred candidate was appointed to the position

Keep in Mind: • Successful hiring takes time and thought, and, like most skills, it also takes practice. • HRD is available to guide and support you through the process. • Keep the information from the interview for three years. While in most cases it will be exempt from public disclosure, it is not exempt from litigation.

HRMS • Permanent state employees can only be hired on the 1st and the 16th of the month • New hires can be hired anytime of the month ~ however, the preference is to hire on 1st or 16th.

HRD Web Addresses • HRD Website: http://hrd.dshs.wa.gov/ • HRD link to useful Management tools: http://hrd.dshs.wa.gov/Managers/Managers.htm

Questions ?

Presented by: Rhea Seeber-Reynolds, HR Manager Stefani Coverson, HR Manager