1. WSU Recruitment Processes Presented by Human Resource Services March 2013

2. OBJECTIVES • Framework for Recruitment • Legal Concerns • Search Phases • Steps in the Phase & Recommended Best Practices • Resources

3. The Framework • Federal and State laws • ADA, Civil Rights Act, FLSA, VEVRAA, USERRA, RCWs, WACs etc. • Monitoring Agencies • DOL, OFCCP, EEOC, WA-HRC etc • WSU Policies • BPPM Chapter 60, AP Handbook, EP #12

4. Legal Concerns • Illegal Discrimination • Disparate Treatment i.e. direct discrimination • Disparate Impact i.e. biased impact on protected groups • Bona Fide Occupational Qualifications (BFOQ)

5. Legal Concerns • RA and the Applicant • May an employer ask whether an RA is needed? • Does an employer have to provide a RA to an applicant?

6. PHASE 1 • Prepare • PHASE 3 • Evaluate & Interview SEARCH PHASES • PHASE 2 • Outreach & Recruit • PHASE 4 • Deep Dive & Hire • PHASE 5 • Wrap-Up & Onboard

7. SEARCH PHASES • Dept’s Goal: Hire the best candidate for the job • WSU’s Strategic Plan: Increase Excellence Achieve national and international pre-eminence in innovation, discovery, and creativity. • Sub Goal 1: Attract and retain a diverse faculty and staff of the highest academic stature.

8. SEARCH PHASES • Benefits • Decrease Costs – Turnover, etc. • Decrease Down Time • Decrease Performance Issues • Decrease Lawsuits and Litigation • Increase Morale

9. SEARCH PHASES • Position Details & Duties • Official Title and Working Title (if applicable) • Primary responsibilities and duties • Minimum and preferred qualifications • Success Factors - Knowledge, Skills, and Abilities, Competencies, Motivation • Performance Expectations

10. SEARCH PHASES • Notice of Vacancy • Designed to “sell” the position • Posted on WSUJobs.com • Describe duties • Broaden appeal • Diversity commitment/needs

11. SEARCH PHASES • Evaluation Tools • Objective and measurable • Consistent with position details • Interpretation consensus • Sufficient flexibility • Qualification weight

12. PHASE 1 • Prepare • PHASE 3 • Evaluate & Interview SEARCH PHASES • PHASE 2 • Outreach & Recruit • PHASE 4 • Deep Dive & Hire • PHASE 5 • Wrap-Up & Onboard

13. SEARCH PHASES • EEO/AA compliance • Good faith efforts • Review underutilized data • Targeted recruitment • Cast wide net • Hiring decisions made w/o regard to protected status Equal Employment and Affirmative Action Policy, EPM 12

14. SEARCH PHASES • Proactive Outreach Ideas • Dept/College suggestions • Nominations • Alumni • Directories or databases • Professional contacts • Advertising Ideas • National publications/websites • Professional associations/orgs • Mailings or listserves • Orgs or websites for underrepresented groups • Department website

15. SEARCH PHASES • Minimum Recruitment Periods • AP - National 30 calendar days • AP - NW Regional or Statewide 21 calendar days • AP - Local 14 calendar days • CS – Min 5 business days • WSU Jobs • HM submits online • Recruitment documents • HRS reviews • Direct link created • Guest user accounts

16. PHASE 1 • Prepare • PHASE 3 • Evaluate & Interview SEARCH PHASES • PHASE 2 • Outreach & Recruit • PHASE4 • Deep Dive & Hire • PHASE 5 • Wrap-Up & Onboard

17. SEARCH PHASES • Review all application materials • Use pre-established evaluation tool(s) • Ensure qualifications clearly demonstrated • Refrain from assumptions • Consider entire career history provided

18. SEARCH PHASES • Allow time to vet each candidate • Same definition of criteria applied to all • Avoid “moving target” syndrome • Document “not hired” reason(s) • Develop long-list for screening and/or on-campus interview

19. SEARCH PHASES • Prohibited Pre-employment Questions • Be vigilant in all interactions w/candidate • Focus on job related inquiries • Refrain from questions related to: Race/colorReligion Gender Age Citizenship National Origin Sexual orientationMarital status Disability status  Veteran status Pre-Employment Inquiry Guidelines, BPPM 60.08

20. SEARCH PHASES • Open ended • Job-related • Measurable and observable • Consistent among all applicants • Specific to candidate - gaps in employment history, education, etc.

21. SEARCH PHASES • Screening Interview • Short telephone call or videoconference • Clarify application materials • Job related questions relative to experience/quals • Conducted by all or part of the search committee • Same opportunities provided to all • Take notes/narrow down pool • Provide updates to Search Support

22. SEARCH PHASES • On-Campus Interviews • Short-list of top candidates • Candidate also evaluating WSU • Various components included • Similar format/opportunities for all candidates • All interactions potentially an “interview”

23. PHASE 1 • Prepare • PHASE 3 • Evaluate & Interview SEARCH PHASES • PHASE 2 • Outreach & Recruit • PHASE 4 • Deep Dive & Hire • PHASE 5 • Wrap-Up & Onboard

24. SEARCH PHASES • Purpose – deeper dive • Notify candidate references will be contacted • Recommend 2 persons conduct • Contact 3 professional references • Same method for all candidates

25. SEARCH PHASES • Background Checks • Designated at beginning of search • Background check components • Conducted on top 1-2 finalist(s) • Offer may be contingent upon successful completion • Personnel File • Top finalist(s) • Search Chair or Supervisor may review • Current or former employees • Visit HRS to review file Background Checks, BPPM 60.16

26. SEARCH PHASES *NOTE: Process varies by area/college • Hire recommendation to AA or designee • Verbal offer made upon approval of “Recommended for Hire” • Offer letter drafted, approved and sent† • Official signature acceptance distributed to CCs †CS – AA signs PAF; AP – AA must sign letter

27. PHASE 1 • Prepare • PHASE 3 • Evaluate & Interview SEARCH PHASES • PHASE 2 • Outreach & Recruit • PHASE 4 • Deep Dive & Hire • PHASE 5 • Wrap-Up & Onboard

28. SEARCH PHASES • Decline Candidates • Courtesy notification to on-campus interviewees • Email/letter to other candidates • HRS templates available • Closeout WSU Jobs • Finalist recommended for hire • Other candidates’ status updated • Hiring Proposal/Offer Ltr • HRS Fills posting

29. SEARCH PHASES University Records –Retention and Disposition, BPPM 90.01

30. SEARCH PHASES *NOTE:Process varies by area/college • Onboarding Plan Suggestions • Welcome communication • Review duties/responsibilities, goals and plan for attaining • Designate 30-60-90 day progress review • Department and Area/College orientation • HRS orientation hrs.wsu.edu/New+Employees

31. RESOURCES • Recruitment ToolKit: hrs.wsu.edu/APCSRTK%20Main • Search Committee Guide • Staff Recruitment Checklist • Human Resource Services • Pullman: 509-335-4521 • Spokane: 509-358-7554 • Vancouver: 360-546-9587 • Tri-Cities: 509-372-7302 • Email: hrs@wsu.edu • Web: www.hrs.wsu.edu