HUMAN RESOURCES A to Z

1. HUMAN RESOURCES A to Z Keys to Ensuring A Quick Staffing Process

2. Today’s Topics • UCSD’s Hiring Process & Legal Foundations • Requisition / Posting • Resume Referrals • Selection Report & Screening Matrix • Avoiding UCSD/OFCCP Audit • Nurse Verification Form • Background Checks • Preferential Rehire • Waivers

3. UCSD’s HIRING PROCESS • What is the order in which events should happen? • Dept. creates/submits requisition/job description • HR verify job description classified/in library • HR post job (2 week minimum) reposts can be only one day. • HR refers applicants • Dept. reviews applicants and completes the screening matrix • Dept. interviews (Phone or In person) • Hiring Manager completes Selection Report sends to their Department HR then faxes back to Central HR • HR approves Selection Report • Dept. makes offer

4. LEGAL FOUNDATIONS BEST PRACTICES: • Equal Access • Fair Treatment • Consistent Process

5. Equal Employment Opportunity: UCSD does not engage in discrimination against or harassment of any person employed or seeking employment on the basis of: Race , Color, National origin, Religion, Sex, Physical or mental disability, Medical condition (cancer-related or genetic characteristics), Ancestry, Marital status, Age, Sexual orientation, Citizenship, Status as a covered veteran (special disabled veteran, Vietnam-era veteran, or any other veteran who served on active duty during a war or in a campaign or expedition for which a campaign badge has been authorized) This policy applies to all employment practices, including recruitment, selection, promotion, transfer, merit increase, salary, training and development, demotion, and separation, consistent with the provisions of applicable state and federal laws and University policies. Equal Employment

6. Affirmative Action: UCSD undertakes affirmative action consistent with its obligations as a federal contractor for: Minorities and women Persons with disabilities Special disabled veterans, Vietnam-era veterans, or any other veterans who served on active duty during a war or in a campaign or expedition for which a campaign badge has been authorized UCSD commits itself to apply every good faith effort to achieve prompt and full utilization of minorities and women in all segments of its workforce where deficiencies exist. These efforts conform to all current legal and regulatory requirements, and are consistent with University standards of quality and excellence. Affirmative Action

7. Submit the online Requisition Remember to allow for up to 3 business days for your job to be posted and a required posting period of 2 weeks. Use an attractive and understandable working title. Avoid Payroll Titles (Mgr, Director) Write a job description to interest and motivate jobseekers to apply, soft skills (good communication skills, good listener, team player) needed for this position should be use here. Limit your qualifications to 5 – 7 and use hard skills (skills that can be determined/viewed on a resume) UC specific qualifications are always advertised as “preferred” Special Conditions of employment Use Notes to communicate to Recruiter (Salary, Advertising) REQUISITION & POSTING

8. Posting Example: DESCRIPTION: The Human Resources Department functions as a …… This positions function is to……(soft skills okay here) Key responsibilities are: * Key responsibility one * Key responsibility two QUALIFICATIONS: ***Absolute Requirement*** Qualification 1 (Most important hard skill) * Qualification 2 * Qualification 3 - 7 … EEO/AAE

9. RESUMES REFERRALS • Internal Recruitment Positions: • If Requested: Internal Applicants can be sent after one week of posting, only if 3 qualified applicants can be identified. • Internal Applicants will always be sent first on the closing deadline and external applicants will be sent if requested. • General Recruitment Positions: • Preferential Rehires will be sent within the first 3 days • The FIRST BATCH of Applicants will be sent on the closing deadline. • The FINAL BATCH of Applicants will be sent as soon as all applicants have been processed into the system (1-3 days) • Screening Criteria: • Sr. Employment Advisors use the qualification you give

10. Resumes Referrals: Tips • I know someone who has applied: • Let the Sr. Employment Advisor know… • There is no law or policy stating you can’t do this. • If their resume doesn’t reflect the qualification required… • I want to see all resumes: • You may request this but keep in mind you will be REQUIRED to complete a screening matrix on ALL applicants referred. • Will you track an “Applicant” to my posting?: • Applicants must apply directly to your job. (Unfair process, preferential treatment)

11. Phone/Email Screening • REMEMBER! • A phone screen or email screen is NOT and interview • Goal of a Phone/Email Screening is to: • Have a standardized format • Expand on requirements of the position • Verify information on resume, fill in gaps. • Evaluate information obtained to either Interview or Disqualify an applicant for interview (ie. Salary request to high, skill level for job requirement to low) • Document – Document – Document (date of call, information applicant provided) • Turn Phone Screen into Phone Interview! • Ask all the exact same questions you ask in the face to face interview.

12. SCREENING MATRIX • Use only hard skills from either the Job Posting or JD. (criteria you can see on a resume) • Do not use UC specific qualifications (barriers to entry) unless it is an Internal Recruitment position and no externals were requested • Tip: Use larger numbers for your scoring criteria.

13. SELECTION REPORT • Again… Focus on hard skills but 1 or 2 soft skills are okay here. (criteria you determine in an interview) • Do not use UC specific qualifications (barriers to entry) unless it is an Internal Recruitment position and no externals were requested. • Use larger numbers for your scoring criteria. • Outcome Codes • Candidates have immediate access to this information • Using U – Unable to Contact (Reasonable Attempt – 3 attempts, include dates, times?)

14. SELECTION REPORT Cont. • Reason for Selection • Salary: • Hiring Internal – 25% max (99), without VC approval • Hiring External – Midpoint • If above midpoint (Justification/Internal Equity to jjohnson@ucsd.edu and cc: the Sr. Employment Advisor) • Required Signatures • REQUIRED: A Minimum of 3 candidates must be interview for a position (Grey areas)

15. Avoiding UCSD/OFCCP Audit • What is an audit and who is involved?

16. Avoiding UCSD/OFCCP Audit • RED FLAGS: • Only one applicant interviewed • That applicant is an internal applicant (wavier) • Barriers to entry used on Selection Matrix/Screening Matrix • Screening Criteria used could not be determined on a résumé or in an interview setting • Using illegal questions in an interview • Not having allowed for equal access, fair, consistent process ~ More and more applicants are aware of their rights ~

17. Nurse Verification Forms All RNs are required to complete this for because salary is based on this information.

18. Submitting Final Paperwork to HR • Key items needed by HR • Screening Matrix, Selection Report, Applicants Resume (signed, preferred), Nurse Verification Form. • Key elements for quicker approval process • A min of 3 applicants interviewed for the position (grey areas) • Salary is below the mid point (grey areas) • Required signature obtained • No Barriers to entry were used for screening criteria • Remember to allow for up to 2 business days for approval (we are fast and shoot for a 24 hour turnaround)

19. BACKGROUND CHECKS • Policy • Promote a safe work environment • Protect key organizational assets such as people, property and information • Enable supervisors to make a prudent employment decision • Who gets checked • Initial hire into critical position • Transfer/promotion/reclassification from a non-critical into a critical position • Student employees “DO NOT” • Volunteers

20. Preferential Rehires What is a preferential rehire? What are the steps and what is required? What if a preferential rehire is not qualified for my position?

21. WAIVERS What is a wavier? What are the steps and what is required? What is the likelihood it would be approved?

22. Helpful Links • Hiring Contacts: • http://blink.ucsd.edu/Blink/External/Topics/Policy/0,1162,517,00.html • Compensation Rates: • http://blink.ucsd.edu/Blink/External/Topics/Policy/0,1162,259,00.html • How to Hire Staff: • http://blink.ucsd.edu/Blink/External/Topics/How_To/0,1260,315,00.html?delivery=&coming_from=

23. Final Words • Use sound judgment • Comply with law and policy • Use sound equal opportunity practices • Do the right thing

24. Questions