Search Orientation Workshop

1. Search Orientation Workshop Office of Diversity and Equity

2. Welcome Welcome to the Search Process module of the ODE Search Orientation Workshop • Search Compliance Coordinators • Hanna Prytko • Katherine Johansen

3. Goals • Gain an understanding of required search paperwork at both interview and hire phases • Become familiar with what ODE reviews and why • Identify the pieces and complete the search puzzle

4. Standard of Review Good Faith Effort The agency has demonstrated every good faith effort to achieve such goals (hiring, promotion and program goals) and despite these efforts has been unable to do so. (Section 46a-68-59(b)(3))

5. Proving Good Faith • Hiring and Promotional Goals Analysis • Detailed narrative of every hire and promotion • Narrative is written from the information in the search forms and search application

6. What’s included in a narrative? Six or more paragraphs describing: Responsibilities of the position Qualifications Recruiting efforts Applicant pool Interview pool Selected candidate

7. Job Description • Develop detailed and clear job description before you launch the search • Work with Human Resources • It is very important to state all the minimum and preferred qualifications in all job advertisements • Job advertisement is your “contract” with the public and the applicants

8. Qualifications and Evaluation • Qualifications should be formulated from the job duties and responsibilities • Only stated minimum and preferred qualifications can be used for applicant evaluation and ranking • Qualifications cannot be added after advertising or after applicant pool is established

9. Example • Minimum qualifications in job advertisement • Bachelor’s degree • Administrative experience • Microsoft Office Skills • Good communication skills • Applicant Pool of 75 candidates 40 candidates have: • Bachelor’s degree • Office skills • Administrative experience • Apparent communication skills

10. Minimum qualifications To differentiate “qualified” and “unqualified” applicant Preferred qualifications Used to differentiate the interview and backup groups Minimum and Preferred

11. Questions

12. Recruitment Goals • Goals are provided when you initiate a search in the on-line application • Goals are set to address underutilization • Use goals to determine recruiting sources and strategies

13. Recruitment & Goals • Find and use recruitment sources that target goals • Prove the “casting of the broad net” • Prove our good faith efforts

14. Recruitment • CHRO views advertising solely in the “Opportunities” bulletin as reactive recruiting • Recruiting must indicate a good faith effort of aggressive and proactive recruiting • Search may not be allowed to proceed without proof of the good faith effort in recruiting

15. Recruitment Strategy • Recruitment Strategies should be ongoing. A plan should be in place at the time a search is initiated. • ODE is now notified when a search receives budget approval and will follow up with departments on their strategy • Anticipated vs. Actual

16. Form #1 Recruitment Contacts Listing of all recruitment efforts Includes: • Advertisements (on-line and print) • Listserv postings • Postings, letters, and contacts with professional associations and conferences • Phone calls and letters to professionals contacts • All networking efforts

17. A Note on Advertising • Staff Searches: at least two print advertisements (one may be online) with circulation appropriate for labor market area. • Faculty searches: at least one print advertisement (not online) in a professional journal appropriate to field or newspaper with national circulation.

18. Advertising continued • Advertisements must state job title, duties, and minimum qualifications. (Contact HR for assistance) • Contact DISP for additional assistance (6-3855) • Required under 20 CFR 656.17 and 20 CFR 656.18 (Department of Labor Code of Federal Regulations)

19. Questions

20. Form #2 Applicant Log Listing of all applicants • Shows applicant rankings • Justifies applicant ranking • Explains applicants’ exclusion from the interview pool

21. Form #2Applicant Log • Documents that all applicants were screened against same objective criteria • Proves all applicants were evaluated based on stated qualifications • Proves there was no discrimination

22. Fields on the Applicant Log Make an educated guess based on resume information for the following fields: • Race: otherwise default to white • Handout on determining race categories • Gender: otherwise default to male • Age

23. Ranking Applicants Disposition Codes A B C U

24. “A” = Interview group • Must be invited for interview • MeetAllminimum qualifications • Meet All or most preferred qualifications • Qualified UCPEA members to be interviewed

25. “B” = Back up group • Meet all minimum qualifications • Some preferred qualifications • If “A” group depleted, “B” could be considered for interview

26. “C” = Intermediate group • Just meet the minimum qualifications • Lack preferred qualifications • Qualified but not considered for interview

27. “U” = Unqualified group • Do not meet the minimum qualifications • Are never considered for interview • Could not be hired

28. Disposition Reasons • Where SCCs spend most time and attention during the review • Justifies candidates’ exclusion from “A” group • Biggest potential for audit and litigation

29. Disposition Reasoningand Qualifications • Cannot add or change qualifications at evaluation stage • UConn experience as a qualification

30. “Inferred” Qualifications • Job Duties vs. Job Qualifications • Remember: Many candidates will make the assumption that they will be trained on job duties. • Candidates expect to be evaluated on only skills, experience, knowledge etc. listed as qualifications.

31. Subjective and vague language • Comments based on feelings and emotions • “Gut feeling” • Comments that are not specific and concrete

32. Examples “The committee felt the candidate would not be able to handle the mental demands of the position” “The applicant was not a good fit” “The applicant lacked relevant experience”

33. Remember ! • Specific and concrete statements • Statements related to qualifications • Objective statements • No feelings or emotions • Use the questions: • What kind, how much, how many

34. Discriminatory language • Statements related to an applicant’s race, color, ethnicity, religious creed, gender, marital or family status, national origin, ancestry, sexual orientation, physical appearance, age and/or citizenship

35. Examples • “The female candidate..” • “The applicant was too old for the demands of the position” • “The applicant did not possess a visa”

36. Overlapping dispositions • Candidates cannot be ranked differently for the same reason • Must have a differentiating factor

37. Example Log #1 ranked “B” • Reasoning: Limited computer skills Log #3 ranked “C” • Reasoning: Limited computer skills

38. Logical Progression of Applicant Ranking • Applicants ranked lower cannot be more qualified • “A” candidates should be more qualified than “B” candidates • “B” candidates should be more qualified than “C” candidates

39. “Overqualified” • Can a candidate be overqualified? • Indication of age discrimination • Subjective reasoning – assumption • Not understanding reason for candidate’s application • Candidate meets all of the qualifications

40. Other problem areas • Use of outside or second hand knowledge • Use of candidate’s geographic location

41. Form #3Summary of the Applicant Pool • Numeric breakdown by race and gender of the applicant pool • Calculated automatically in the on-line application • Used for quantitative analyses such as the Adverse Impact Tests and Applicant Flow Analysis, which track applicants through the search process

42. Interview Certification • What does ODE require for interview approval? • Forms 1, 2, and 3 • Submit Request to Interview to ODE (Main Menu) • Resumes • See Form # 5

43. Interview Certification • For current “snapshot” of applicant pool • Changes to applicant pool require re-submission/recertification • Interviews cannot be scheduled or conducted prior to receiving an Interview Certification

44. Interviews • Reasonable regarding scheduling times • Can use phone interviews for first round for all candidates • Ensure same treatment of all applicants • All “A” candidates must be invited for interview

45. Questions?

46. Form #4Selection Report • Provides a disposition of all interviewed applicants • All applicants ranked “A” must be accounted for • Including applicants who withdrew

47. Form #4 Selection Report • 4 to 5 sentences for the selected candidate detailing why this candidate is the best choice for the position • 2 to 3 sentences for candidates not selected explaining why candidates will not be offered the position

48. What do we look for? • Concrete, objective reasoning • Candidates evaluated appropriately • Non-discriminatory language • Clear, convincing picture of why this candidate will be selected

49. Example • “The candidate appeared nervous.” • “The candidate did not make eye contact.” • “The candidate’s experience with UConn systems and the UConn campus…” • “The search committee felt that the candidate lacked sufficient confidence to succeed with her male colleagues.” • “The candidate lacked relevant experience.”

50. Hire Certification • What does ODE require for a Hire Certification? • Properly completed Form#4 for all interviewed applicants • Submit Request to Hire to ODE (main menu) • Copy of the draft offer letter