EEO and Interview Protocols

1. EEO and Interview Protocols Diversity, Equity and Compliance Updated July 2015

2. Workshop Objectives • Understand the importance of diversity to our District's mission • Review of relevant regulations • Federal • State • District • Overview of the District's hiring process • The Committee’s role in the process and avoiding implicit bias

3. The Importance of Diversity

4. Commitment to Diversity BP 7100 • “Mt. San Jacinto College is committed to building a diverse and accessible environment that fosters intellectual and social advancement. All District programs and activities seek to affirm pluralism of beliefs and opinions, including diversity of religion, gender, ethnicity, race, sexual orientation, disability, age and socioeconomic class. Diversity is encouraged and welcomed because MSJC recognizes that our differences as well as our commonalities promote integrity and resilience that prepares our students for the evolving and changing community we serve…“

5. Benefits of Diversity • Heterogeneity in problem solving groups produces more creative responses. Diverse teams are more effective and creative – stronger, more resilient organization • Classroom discussions are richer and students’ positive perceptions of the campus climate are higher • A diverse workforce with good working relationships attracts talented applicants • Creating an affirming environment where each student and employee is valued and respected and where all employees and student’s can contribute to their fullest is the right thing to do!

6. Race and Ethnicity of MSJC Service Area

7. Monitored Diversity in MSJC

8. Age Diversity

9. Unmonitored Diversity • Religious beliefs • Sexual orientation • Socio-economic status • Geographic location • International experiences • Historical and cultural influences

10. The Benefits of Diversity * • For our student’s • Helps prepare student’s to actively participate in an increasingly diverse society • Increases students’ critical thinking skills by exposing them to a variety of teaching materials and styles • Provides student’s with a variety of role models and potential mentors • For our employees • Decreases negative stereotypes among employees • Increases the attraction and retention of a diverse workforce • For our college & District • Enhanced academic reputation, evidence the District supports fairness and justice, commitment to care for and support the needs of the community • Decreases isolation felt by underrepresented individuals • Creates a sense of community * “Benefits of a Diverse Faculty A Review of the Literature” by Dr. Abbie Robinson-Armstrong, Loyola University, (2010)

11. Purpose of the Committee • Identify and define the needs of the hiring department • Fairly evaluate all candidates on those identified needs • Advance candidates who are qualified to meet the identified department needs and who demonstrate an ability to work effectively in a diverse academic environment

12. Regulations

13. Employment Regulations • Federal • 1964 Civil Rights Act Title VII • Age Discrimination in Employment Act of 1967 • Uniformed Services Employment and Reemployment Rights Act (USERRA) of 1994 • Americans with Disabilities Act as Amended 2008 (ADAAA) • State • Fair Employment and Housing Act (Gov. Code section 12900) • Education Code section 200 • California Code of Regulations Title 5 59300 • District • BP7100: Commitment to Diversity • BP7120: Recruitment and Selection • BP7210: Academic Employees • BP7250: Educational Administrators • AP7210: Recruitment and Hiring • AP7125: Verification of Eligibility of Employment • Recruitment and Hiring Procedures are available online http://www.msjc.edu

14. Collective Effect of Non Discrimination Laws • No discrimination on the basis of: • Race or Color - Religion or Religious Creed • Physical or Mental Disability - Ethnic Group Identification • Medical Condition - Marital Status • Sex - Ancestry • Gender - Pregnancy • Gender Identity or Expression - Sexual Orientation • Age (40+) - Veteran Status • Genetic Information • Association with individuals that have protected characteristics • Perception that a person has any of the protected characteristics • Opposition to Discrimination or Harassment

15. Overview of the Hiring Process

16. Recruitment • Broad general recruitment • Electronic job boards, newspapers and publications that provide information to monitored group communities and to low-income communities • Focused outreach based on under representation • Minimum qualification for all positions: “Candidates must demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of community college students.”

17. District EEO Strategies • EEO Reviews • Applicant pool prior to closing • Interview pool prior to interviews • Finalist pool prior to 2nd interviews • Facilitators and Monitors • Individuals skilled in identifying and addressing implicit bias • HR Analyst is an objective observer documenting and monitoring the process • Screening and Interview Process • Assure appropriate time and consideration is given for each position • Designed to prevent overloading and rushing

18. The Screening and Interviews • Administrators, Academic and Classified Senate selects Committee Members • Committee must demonstrate sensitivity to diversity • Pre Screening Committee Meeting • Discuss Job Description and needs of department • Begin discussion of possible interview questions • Final • Pre Interview Committee Meeting • Develop list of candidates to interview • Finalize interview questions • Interview Meetings • Keep written record of candidate skill, knowledge and experience • Post Interview Meeting • Discuss candidates • Develop list of 2nd interview candidates – include only those qualified for the job

19. Addressing Problems • Any applicant may raise concerns of unfair hiring practices • Committee member notes are an official record • Committee member comments and participation are documented • Human Resources Analyst facilitates discussions to avoid bias • Human Resource Analyst is an objective observer and protects the process

20. The Committee’s Role

21. Screening Applications • Applicant material is screened online • Classified employees must screen material while on duty – Arrange time with your supervisor • Take time to thoroughly review all applications • Focus on the job description, applicants’ stated qualifications and the identified needs of the department • At this stage do not disqualify applicants on criteria not listed in the position announcement • Keep accurate and consistent recording on screening sheets

22. Discussing Applicants • Each committee member will have a chance to discuss every applicant they identified as qualified • Discussion focuses on qualifications and the committee’s list of departmental needs • Discussion is summarized by Human Resources Analyst • Discussion continues until an agreeable list of candidates is developed

23. Interviewing Candidates • Present a professional appearance • Candidates will make the same effort • Create a respectful climate • Help candidates feel at ease • Make eye contact, show interest, but no extraneous comments • No cell phones or other communication devices • Keep detailed and focused notes regarding responses • Follow-up questions must be directly related to: • The original question asked • And something contained in the candidate’s answer

24. The Decision • Focus on the job description and the committee’s identified needs of the department • Evaluate sensitivity to and understanding of our diverse student population and community • How have they demonstrated their skills and ability in the past and what would they bring to the position? • Watch for “Implicit Bias”

25. Avoid Implicit Bias • Negative Stereotyping • Positive Stereotyping • Raising the Bar • Elitism • First Impressions • Longing to Clone • Good Fit/Bad Fit • Provincialism • Self-Fulfilling Prophecy • Seizing a Pretext • Extraneous Myths and Assumptions • Psycho-analyzing the Candidate • Wishful Thinking • Rhetoric not Evidence • Character Over Context • Premature Ranking or Digging In • Momentum of the Group

26. Candidates with Disabilities • It is unlawful to ask any applicant questions about his/her disability before a job offer is made. Even if the committee becomes aware of an applicant’s disability during the hiring process, the committee may not ask about or discuss the nature, severity or need for accommodation.

27. Conflicts of Interest • It is your responsibility to recognize conflict of interest or potential bias - Relatives, close personal friends, or a dislike of someone so compelling that you cannot remain fair or impartial • You shall be removed from a committee if you have provided a letter of recommendation for an applicant in the pool - If you are on a selection committee and have provided a letter of reference for one of the applicants please let the Human Resources Analyst know immediately • Disciplinary action may be brought against you for failing to disclose a conflict of interest or personal bias toward a candidate

28. Confidentiality • The hiring process is a highly sensitive and confidential process. It is critical that committee members maintain the highest degree of confidentiality – during and after the screening process. • Failure to maintain confidentiality may result in disciplinary action.

29. Letters of Recommendation • Individuals serving on a hiring committee are advised to not provide Letters of Recommendation to job applicants for positions they are screening. • Individuals on the screening and interview committees may provide Letters of Employment Verification for job applicants, but must notify the committee’s assigned Human Resources Analyst.

30. More about Letters of Recommendations • Letters of Recommendation are letters written to the specific content of a job position and provide supportive statements for the applicant’s capability to perform the specific job being recruited by the District. Letters of Recommendation typically endorse the applicant and their ability to do the job well. • Verification of Employment are letters that confirm general information such as completion of programs, program content, acquired skills, length of employment, assigned job duties and do not state any recommendation for the application for a specific employment position.

31. Maintaining Integrity in the Process • Be fair, consistent and impartial in your assessment and scoring • Do not draw or write irrelevant information in your notes • Be professional and courteous at all times, recognizing that you represent the District • Maintain confidentiality before, during and after the process • Report concerns to the Human Resources Analyst or Jeannine Stokes x3151

32. Remember Confidentiality At All TimeThank You for Serving