Recruitment & Selection Hiring Process
Introduction:-
In order to increase efficiency in hiring and retention and to ensure consistency and compliance in the recruitment and selection process, it is recommended the following steps be followed (also refer to Staff Recruitment and Selection Hiring Checklist). Details for each step include the minimum recommended best practice to attract a talented and diverse applicant pool:
Process:-
Step 1: Identify Vacancy and Evaluate Need
Step 2: Develop Position Description
Step 3: Develop Recruitment Plan
Step 4: Select Search Committee
Step 5: Post Position and Implement Recruitment Plan
Step 6: Review Applicants and Develop Short List
Step 7: Conduct Interviews
Step 8: Select Hire
Step 9: Finalize Recruitment.
Recruitments provide opportunities to departments to align staff skill sets to initiatives and goals, and for departmental and individual growth. Proper planning and evaluation of the need will lead to hiring the right person for the role and team.
When it is determined a new position is needed, it is important to:
Understand and take into consideration strategic goals for the University and/or department. Are there any upcoming changes that may impact this role?
Conduct a quick analysis of UC Core Competencies. Are there any gaps? What core skills are missing from the department? Evaluate the core skills required now and those which may be needed in the future.
Conduct a Job Analysis if this position will be new to your department. This will also help to identify gaps.
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When attrition occurs, replacing the role is typically the logical step to take. Before obtaining approval to advertise the position, consider the following:
As with a newly created position, it may be helpful to conduct a Job Analysis in order to tailor the position to what is currently required and to ensure proper classification. Your HR Classification Analyst can assist in reviewing and completing.
Review the role and decide if there are any changes required as certain tasks and responsibilities performed by the previous person may not or should not be performed by the new person
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Carefully evaluate any changes needed for the following:
Level required performing these tasks; considering the appropriate classification level. Be aware that changes in the classification of positions from represented to nonrepresented will require union notice and agreement
Tasks carried out by the previous employee
Tasks to be removed or added if any of the work will be transferred within department
Supervisory or lead responsibility
Budget responsibility (if any)
Work hours
Is there still a requirement for this role at all?
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A position description is the core of a successful recruitment process. It is used to develop interview questions, interview evaluations and reference check questions. A well-written position description:
Provides a first impression of the campus to the candidate
Clearly articulates responsibilities and qualifications to attract the best suited candidates
Provides an opportunity to clearly articulate the value proposition for the role
Serves as documentation to help prevent, or defend against, discrimination complaints by providing written evidence that employment decisions were based on rational business needs
Improves retention as turnover is highest with newly hired employees. Employees tend to be dissatisfied when they are performing duties they were not originally hired to perform.
Optimizes search engine results by ensuring job postings rank high in candidate search results when searching on-line
Determines FLSA classification and is used to map to the appropriate Payroll Title
Identifies tasks, work flow and accountability, enabling the department to plan how it will operate and grow
Assists in establishing performance objectives
Is used for career planning and training by providing clear distinctions between levels of responsibilities and competencies required
Is used as a benchmark to assist in ensuring internal and external equity
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Prior to developing the job description the hiring manager should identify the following:
General Information
Position Purpose
Essential Functions
Minimum Requirements
Preferred Qualifications
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Basic position and pay information will need to be determined to assist with the development of the job description and job classification and for entering into the ATS. This information will be different for each position being recruited:
Payroll Title — The Payroll title and associated title code determines the, FLSA status, Personnel Program Code and Description, and the Bargaining Unit Code and Description fields in the ATS.
Pay Grade/Step
Working Title — Market titles should be recognizable and common to various industries as most job seekers search for commonly referred to market titles when conducting on-line job searches
Department Name
Department Head
Supervisor Name
Title Codes and Full-Time Equivalent numbers of employees supervised
Special Requirements and Conditions:
Specific requirements job seekers must possess or complete in order to be hired (e.g. background check, valid driver’s license, etc.)
Bona Fide Occupational Qualifications (BFOQ’s)which are in compliance with UCR’s applicable policies (e.g. physical or mental requirements)
Contact Staff Employment for assistance with special requirements and conditions
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Describes the department’s functions, the unit’s functions, and/or the organizational unit’s functions. The statement should summarize the position’s essential functions and its role in relation to supporting, administering, or managing the activities of the department, unit, or organizational unit.
Posted Position Purpose[/b] — The posted Position Purpose will be searchable and viewable by job seekers on UCR’s job board and other posting sites. Therefore it is important to ensure it:
Includes a description of the role and its relation to the department, organization and University
Includes the estimated duration (i.e. Limited 6-9 months or Contract 2.5 years) for non-Career positions
Lists the number of openings when there is more than one position being recruited
Describes any pre-employment assessments if applicable.
Is optimized for search engines. Candidates conduct job searches by entering key words or phrases into search engines.
Most candidates utilize “job aggregators” such as Google and Indeed versus searching individual company job posts.
To ensure your position reaches the top of candidate search results, include key words such as “career”, “job”, skills and title of the position in the beginning of the posted position description (first 150 words).
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Attracting a Talented Diverse Applicant Pool[/b]:
Once you have identified the position purpose, essential functions and qualifications, you will want to go back and review the description. Is it written to attract an individual who is a top performer? Does it describe the inclusive culture of your organization?
Marketing the job to a diverse audience is just as important as accurately describing the role. For more information and tips visit the Best Practices for Attracting a Diverse Workforce webpage.
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Essential job functions describe the duties and responsibilities of a position. A job function is considered essential when the performance of the function is the purpose for the position. Typically, an essential function occupies a significant amount of time of the employee’s time and requires specialized skills to perform. By accurately describing the essential functions of the job, job seekers will have a clear understanding of the role and your expectations for performing them.
When developing essential functions for the position the following should be noted:
Functions of the job which are critical for the position are arranged by importance and percentage of time spent
Complexity level and authority for the role should be described to help attract the appropriate level of qualified candidates
Essential tasks listed should be inter-related to the accomplishment of the essential function.
e.g., The essential function of event planning is composed of several independent tasks including scheduling and securing the venue; interviewing vendors and executing contracts for service; arranging for food delivery; supervising event workers and ensuring clean up. Therefore, the various tasks required to successfully accomplish the essential function should be identified and described.
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The minimum requirements or “basic qualifications” are those qualifications or criteria which was established in advance and advertised to potential applicants:
Must be relevant and relate to the duties and responsibilities of the job (e.g., should not list driving requirement if not part of responsibilities or duties of the job).
“Soft skills” can be required qualifications (e.g., communication/collaboration) and will:
Vary among applicants
Not be absolutely ascertained in resume
Be evaluated in interview
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Can be position/department specific (e.g. valid driver’s license)
Can be assessed by reviewing the resume
Must be objective, non-comparative and business related:
Objective
Correct: Bachelor’s degree in Business Administration
Incorrect: A business degree from a “good school”
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Noncomparative
Correct: 5 to 7 years of experience designing computer software programs
Incorrect: Must be one of the top five among the applicants in years of experience
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Business Related
Correct: 5+ years of experience in accounting
Incorrect: Must have experience with volunteering for Habitat for Humanity
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The minimum requirements should support the accomplishment of the essential function. For example, the essential function of event planning could require:
Organizational skills (to ensure all details are cared for)
Communication skills (to interact with vendors and guests)
Prior event planning experience
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Listing too many skills as requirements significantly limits your applicant pool and selection. It is recommended no more than 3-5 “hard” job skills (e.g., Bachelor’s degree, 5 years accounting experience, experience in accessing and retrieving data from financial systems using PC based tools and other “technical job skills”) in addition to the “soft skills” be listed depending upon the level of the position.
Preferred qualifications are skills and experience preferred in addition to basic qualifications and can be used to narrow down the pool of applicants. These preferred skills, knowledge, abilities and competencies can describe a more proficient level at which the essential functions can be performed such as:
Prior experience with corporate/institutional event planning (prior experience in a related area can be preferred) and knowledge of applicable UC policies and procedures (prior experience within the UC system can be preferred).
UCR experience, certifications and/or advanced degree are additional
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Applicants who meet some or all preferred qualifications (e.g., UC experience) tend to have shorter assimilation time, reach full job competence faster and are able to take on advanced responsibilities sooner.[/i]
When the scope of the position and the department needs allow for varying levels of skills and experience, a position may be advertised with multiple job titles at different levels within a single class series. Refer to UCR Local Procedure 20: Recruitmentfor more information.
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Each position requires a documented Recruitment Plan which is approved by the organizational unit. A carefully structured recruitment plan maps out the strategy for attracting and hiring the best qualified candidate and helps to ensure an applicant pool which includes women and underrepresented groups including veterans and individuals with disabilities.
In addition to the position’s placement goals the plan contains advertising channels to be used to achieve those goals. The recruitment plan is typically developed by the hiring manager in conjunction with the Departmental HR Coordinator. Placement goals identified are displayed on the position requisition in the ATS.
Recruitment plan elements:
Posting Period
Placement Goals
Additional Advertising Resources
Diversity Agencies
Resume Banks
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Contact your department HR Coordinator for a Sample Recruitment Plan
Minimum posting requirements are as follows:
Professional Support Staff (PSS) – 10 business days from date posted beginning the next business day
Management/Senior Professional (MSP) – 15 business days from date posted beginning the next business day
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“Open until filled” is an option for both PSS and MSP positions which allows the posting to remain open and viewable on the career site until filled. This option is recommended for all recruitments.
Continuous Recruitment — To be used only for on-going recruitment such as lab assistants, custodial support, etc.
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Placement goals are required for each recruitment
Review your Placement Goals and develop a recruitment plan which will assist in reaching those goals
To ensure the most current placement goals are identified for the department and unit, you may contact the office of Faculty and Staff Affirmative Action.
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Placement Goals should include outreach efforts to veterans and individuals with disabilities
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A variety of recruiting sources (both internally and externally) should be utilized to attract candidates who reflect the diversity UCR values in its workforce. Every effort should be made to conduct a thorough search by advertising widely before filling a position.
Any advertising related to employment at UCR and/or recruitment (job) advertising should include this statement in the body of the advertisement:[/b]
“UCR is an Equal Opportunity and Affirmative Action Employer with a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff.
This contractor and subcontractor shall abide by the requirements of 41 CFR 60-300.5(a). This regulation prohibits discrimination against qualified protected veterans, and requires affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified protected veterans.
This contractor and subcontractor shall abide by the requirements of 41CFR 60-741.5(a). This regulation prohibits discrimination against qualified individuals on the basis of disability, and requires affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified individuals with disabilities.”