SELECTION PROTOCOL FOR NON-LICENSED POSITIONS

Transcription

1 SELECTION PROTOCOL FOR NON-LICENSED POSITIONS The purpose of this selection protocol is to assure clear communication of the steps in the selection process for non-licensed positions. If you have questions about any of these steps, please contact Robyn Klinker, Human Resources Coordinator, at Job Posting Request When there is a need to post a new position, the hiring supervisor needs to first receive approval from Dr. Peterson. If approval is given, the hiring supervisor sends an electronic copy of the new job description to Human Resources. Human Resources will work with the hiring supervisor on the details of the new job posting. When there is a need to post a position due to a vacancy, the hiring supervisor needs to ensure that Human Resources has the necessary paperwork (i.e., employee s letter of resignation or supervisor s notice of employee transfer) to process the status change for the person who vacated the position. In addition, the hiring supervisor needs to complete an online job posting request. Instructions for Completing Online Job Posting Request a. Log in to Single Sign On (Use the Sign In link in the upper left corner of the District website). b. Choose Job Description Posting Request from the list of Single Sign-On Applications under the My Web Applications header. c. Click on the section of the Organizational Chart that best corresponds with the open position. d. Follow the instructions at the top of the screen, which include the following: Review the job description: Choose the job description from the list of documents. If the job description doesn t appear in the list, then click on the View dropdown menu to view a different list. Identify any gaps in service or any restructuring of the position which can make your department more efficient. Complete the Online Posting Form (see screen shot on page 2), which includes the following questions: Job Title Recommended changes for the job description (Note: You don t need to make changes to the actual job description, so just summarize your suggested changes on the posting request form.) Other recommended changes for the position (hours, schedule, etc.) Recommended application deadline Who to send form to Your name e. HR will contact you after your posting request is received and reviewed. 1

2 Screen Shot of Online Posting Form: Posting and Advertising If the position is approved for posting, Human Resources will post the position on the Minnetonka Public Schools website. Our job postings are automatically posted on a variety of sites, including and In addition, the job postings are on the Minnetonka Public Schools Facebook page. Human Resources also sends the posting via to the school head secretaries, principals, and the employees in the bargaining group. If this is a unique or hard-to-fill position, Human Resources will work with the hiring supervisor to identify additional advertising efforts, including options for additional web postings, direct ing via professional organizations, or print advertising. Hiring supervisors are encouraged to view online applications during the 7-day posting process and may contact applicants to further discuss his/her application and qualifications. However, an offer cannot be extended until after the posting deadline so that all applicants are given consideration. 2

3 Screening Process AppliTrack automatically sorts applications as follows: 1) Internal applications automatically appear at the top of the applicant pool and are sorted by application date, starting with the most recent submission. 2) Applications submitted by external candidates appear after internal applications and are sorted by application date, starting with the most recent submission. 3) All applications that were started but not submitted will appear at the end of the applicant pool. Hiring supervisors should start by reviewing the internal applications that were submitted prior to the application deadline. The HR Coordinator can provide guidance regarding any seniority issues based on the applicable master agreement. The Minnetonka Schools Candidate Screening Sheet Non-Licensed form (see last page of this packet) is a very helpful tool to use when evaluating candidates compared to the posted qualifications. Completion of this form is required when there are multiple internal candidates who have seniority rights to the position. Completion of this form is highly recommended for all other hiring decisions. If there are not qualified internal candidates with seniority rights, hiring supervisors can also review the external applications compared to the posted job qualifications. AppliTrack includes several column preset options that can be used to more quickly and easily see specific information about all of the applicants in the pool. The HR Coordinator can create additional column presets upon request. Veteran s Preference Note: Hiring supervisors should contact Human Resources if there are qualified candidates who claim Veteran s Preference on the online application and upload a DD214. 3

4 Frontline Ventures Style Profile The online Ventures Style Profile results can be a very helpful way to sort through a large number of external applications. The Ventures Style Profile is a 32 multiple choice question survey that applicants take when completing the online application. Applicants must complete each question in less than 40 seconds, so the maximum time for the entire survey is 21 minutes. The Support SC (Service Centered) should be high, preferably at 65% or higher. The PC (Person-Centered) should be zero or very low. If you click on an applicant s percentage from the view of the applicant pool list, a more detailed results report will open up like the one below. The eight characteristics above the red line are related to the Service Centered rating, and the four below the red line are for the Person-Centered rating. The following two pages provide the definitions for each of the 12 characteristics. 4

5 5

6 6

7 Clerical Skills Testing Top candidates for all clerical positions must demonstrate proficiency in clerical skills and aptitude, which can be assessed through an online clerical test for typing speed and Microsoft Office knowledge. Human Resources will work with the hiring supervisor to identify the clerical skills to include in the online test based on the skills required for the open position. The clerical skills testing should be completed prior to scheduling top clerical candidates for interviews. Ventures for Excellence Support Staff Interview The Ventures for Excellence Support Staff Interview is the first step in the interview process for any para, clerical, custodian and food service positions. This interview must be conducted by a district supervisor who is certified to use this interview tool. Preferably, this interview should be conducted and recorded via phone. The results of the Ventures interview should be entered into AppliTrack. There are forms for entering in just the overall results or the question-by-question results. Note: This step does not apply to internal candidates who already hold a similar assignment in the District. Reference Surveys (External Candidates Only) At this point in the process, hiring supervisors can send out the reference surveys for those candidates who did well during the Ventures for Excellence Support Staff Interview. The reference surveys should be sent to individuals who can speak to the individual s skills and abilities related to the position. If the applicant listed friends or family members, hiring supervisors should ask the candidate to provide more work related references, preferably current or past supervisors. If the applicant does not have recent work experience, he/she should provide school related references or contact information for individuals who can speak to his/her volunteer experience. Make sure to click on the option to receive an notification when the reference surveys are complete. 7

8 Job Specific Interview Interviews should be conducted by the hiring supervisor or a team. Questions should focus on the candidate s past experiences related to the posted qualifications. The same interview questions should be asked of each candidate. During the interview, questions can also be asked about the information provided on the application, including gaps in employment and reasons for leaving past positions. The interview questions that were used should be either stored in AppliTrack or sent to Human Resources for documentation. Interviews can be scheduled through the Interview Manager in AppliTrack, which is a helpful tool for scheduling and tracking interviews. If the Interview Manager is not used, the hiring supervisor should add the interview information (i.e., date, time, and position) to the Notes field of AppliTrack. Phone Reference Checks When a final candidate is selected, the hiring supervisor will conduct phone reference checks. INTERNAL CANDIDATES: The current principal or supervisor should be contacted for a reference. EXTERNAL CANDIDATES: A minimum of two references must be contacted and these references should be current or former supervisors. A phone reference from the candidate s current or most recent supervisor is required. reference surveys can be used for one or more additional references. The following reference surveys are available through the Send a Form feature in AppliTrack to help you obtain meaningful reference information: Recommendation for Hire When an individual is identified as the finalist, the hiring supervisor should notify the candidate that he/she is being recommended for hire. The hiring supervisor then completes the Recommendation for Employment Non-Licensed Positions in AppliTrack. When the form is received, Human Resources will review the applicant information and respond to the hiring supervisor. If the recommendation is approved, Human Resources will send the criminal background check link to the applicant. 8

9 Note: When you submit this form, an automatically is sent to Human Resources. Offer of Employment If HR approves the Recommendation for Hire for an internal candidate, the hiring supervisor should make an official offer to the internal candidate and work with the individual s current supervisor to determine a transition plan. A standard two-week transfer period should be used if the parties are not able to agree on a transition plan. If HR approves the Recommendation for Hire for an external candidate, the hiring supervisor will contact the candidate to make an offer of employment contingent on the results of the criminal background check. The hiring supervisor should tell the candidate to check their for a message from administrator@rhris.com with the subject line Request for background information. The e- mail itself indicates it is from Minnetonka Schools and includes a link to the online criminal background check form. 9

10 Criminal Background Check (external candidates only) Human Resources will send the criminal background check link to the candidate. When the background check results are received, Human Resources will review the results and determine whether or not to approve the results of the criminal background check. If HR approves the results of the background check, the HR Coordinator notifies the hiring supervisor that the applicant is clear to continue the new hire process. The hiring supervisor contacts the applicant to confirm the offer, set a start date, and instruct the new employee to contact Human Resources to set up an orientation appointment. If HR has concerns about the results of the background check, the HR Coordinator will contact the hiring supervisor to discuss any results that may impact the hiring decision. The start date is delayed until the HR Coordinator and the hiring supervisor determine whether or not the offer should be confirmed or withdrawn. If the offer is confirmed, the hiring supervisor contacts the applicant to confirm the offer. If the offer needs to be withdrawn, Human Resources will work with the hiring supervisor to provide the individual with due process rights following legal protocol. Pre-placement Physicals for Nutrition Services and Custodial/Maintenance All Nutrition Services and Custodial/Maintenance employees must successfully complete a preplacement physical that tests whether or not the individual can physically perform the essential functions of the position. This is assessed through a physical with U.S. Healthworks in Chaska. Human Resources will schedule the physical and review the results upon completion. The hiring department is responsible to pay for the expense of the pre-placement physical. Notifying Applicant Pool of Hiring Decision The hiring supervisor will share the hiring decision with all candidates who were interviewed. A personal phone call is recommended. The HR Coordinator will send a notification to all other applicants once the hiring decision is made. Human Resources Follow-up Following the final step of this selection protocol, the HR Coordinator will do the following: 1. Remove the job posting from the website 2. Obtain the new hire s technology access information 3. Work with the new hire to complete both the online and in-person portions of the orientation process. 10

11 MINNETONKA SCHOOLS CANDIDATE SCREENING SHEET NON-LICENSED POSITIONS Position: Building: Completed by: Date: The qualifying score (out of 100) is predetermined to be points POSTING CRITERIA 1 MEASUREMENTS OF CRITERIA 2 POINTS 3 CANDIDATE INITIALS AND INDIVIDUAL SCORES 4 TOTAL List each of the position requirements as stated on the posting (e.g., evidence of excellent computer skills with minimum typing speed of 50 wpm). 2 Explain how each of the posting criterion will be measured (e.g., work history, interview questions, demonstration of proficiency). 3 Determine the point value for each posting criterion for a total score of 100. Give the most weight to the essential functions of the position (e.g., 50 points for evidence of excellent human relation skills for a position working directly with students or customers). 4 Put the initials for each candidate in one of the ten shaded boxes. Evaluate each candidate on each posting criterion by using the measurement established. Determine how many points each candidate should receive out of the predetermined number of points given for each criterion (e.g., SL receives 8/10 points for computer skills). 5 Add up the column for each candidate. Each candidate must receive a minimum of the qualifying score as determined above in order to qualify for the position (e.g., SL s points totaled 85/100 points. The qualifying score was predetermined to be 80, so SL qualifies for the position). NOTE: A bonus of 10 points will be given for veteran s preference. This will be added by Human Resources if the candidate qualifies under the explanation of the law. 11