Employment Selection Guide

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1 Employment Selection Guide Table of Contents Selection Process Flowchart Employment Process Checklist Telephone Interview Template Interview Questionnaire Template Questions to Verify the Application Follow Up Questions to Applicant Responses Interview Rating Sheet Reference Check Form Please contact Jenifer Sweeney in HR for assistance during the selection process at ext or

2 Employment Selection Process Vacancy occurs HR posts position Interview panel takes notes and completes interview rating sheet on each candidate interviewed Request approval to fill HR screens applications Supervisor completes reference checks on top candidate Supervisor Review job description for accuracy HR sends application to SME review for supervisor Supervisor sends all interview materials to HR for review Supervisor - Submit online requisition through NEOGOV Supervisor reviews applications HR conducts employment verifications on top candidate Supervisor and HR discuss application period and recruiting Supervisor assembles panel to conduct interviews Upon HR approval, supervisor may extend offer to top candidate. Candidate reports to HR for drug screen and background paperwork

3 Employment Selection Process Checklist Step 1: Evaluation Evaluate need for position. Submit request to Department Director to fill position. Department Director will obtain final approval from HR and City Management. Evaluate what type of individual is needed for the position. Do you have a model employee working for you now? Create a profile of desired characteristics. Evaluate hiring process what steps/techniques do you want to use to screen candidates? How will the interview(s) be conducted? Begin to develop interview questions and skills tests (if applicable) Step 2: Supervisor - Submit requisition form on NEOGOV (contact Jenifer for assistance) Review and approve job description. Ensure essential functions and minimum qualifications of job are correct and applicable. Job descriptions may be accessed on the S drive at s/city/job descriptions. Notify HR of any additional hiring preferences. Determine advertising strategy (note: HR advertises all jobs on the City Website, City internal job opening book located in HR, TML, SGR. Jobs may be posted at local colleges and industry specific websites upon request. Step 3: Human Resources - Post job All jobs are posted for a minimum of one (1) week and they typically close on a Friday, usually one (1) to two (2) weeks after posted. Postings will reflect the direction of the hiring supervisor. At a minimum, vacant positions will be posted in the internal job opening book in HR and the City s web site. Human Resources will screen all applications and forward those that meet the minimum qualifications to the hiring manager. HR may screen for additional job specific preferences, if requested. Revised October 3, 2011 Human Resources Department Page 1 of 3

4 Step 4: Supervisor - Review Applications The hiring supervisor should review applications and resumes in accordance with the position profile to identify candidates to be interviewed within ten (10) business days of the job closing and schedule interviews. All applications of candidates not selected to continue in the selection process will be marked appropriately in NEOGOV by the hiring supervisor and HR will send out a status update to the applicant. Step 5: Supervisor Before and During the Interviews Compile interview questions and detail hiring process at least two (2) business days prior to interviews/ selection process. Please use the standard interview questions located at S:\City\City Forms\Recruitment\Employee recruitment plan\interview questions and the Questions to Verify the Application. Feel free to add job specific questions, if applicable. Contact applicants for interview and provide date, time and process information. Use NEOGOV to record this information. Ensure the selection process is consistent with all candidates - specifically the questions and the interview process. Be sure applicants are treated with professional decorum at all times. Use the Interview Rating Sheet located at S\City\CityForms\Recruitment\Employee recruitment plan\recruitment packet at the conclusion of each interview to assist with the hiring decision. Step 6: Supervisor and HR: After the Interviews Hiring Supervisor will conduct personal reference checks, using the Professional Reference Check Document, and forward completed forms to HR. Hiring Supervisor will determine the top applicant for the position and give all interview material to HR. HR will conduct employment verifications and will notify the hiring supervisor once complete. The Hiring Supervisor will be responsible for verbally contacting all internal applicants that were interviewed but not selected for employment. Compile all questions, Interview Rating Sheet Forms, notes, etc. and forward to Human Resources for archiving. Revised January 2012 Human Resources Department Page 2 of 3

5 Step 7: Supervisor - Conditional Offer Once the hiring supervisor determines the final candidate for the position and HR has reviewed all documentation, the supervisor may make a verbal conditional offer to the applicant, then follow-up with a written conditional offer letter found at S:\City\City Forms\Recruitment\Employee recruitment plan\recruitment packet. The final applicant should be directed to the HR department at least three (3) business days prior to the anticipated start date to ensure that the appropriate pre-employment tests can be conducted such as: a drug test, driver s license check, criminal history and a physical (if applicable). Please call extension 1068 to let HR know the applicant will be coming for a drug screen. The final applicant must bring a copy of his/her offer letter as well as proper identification (see conditional offer letter for list of appropriate identification). Step 8: Supervisor: Final Appointment A representative from HR will contact the hiring supervisor once the results from the drug test, physical (if applicable), driver s license check, criminal history, and employment verification(s) and are received. If the applicant does not pass the screening process, HR will contact them to let them know that they are ineligible for employment. HR will then contact the hiring supervisor to let them know that the conditional offer was retracted. If cleared to start work, the final candidate will be scheduled to attend new employee in-processing on the Monday (for full time applicants) or Tuesday (for part time applicants) that the employee begins to work to ensure that the applicant is put on payroll promptly and benefits (if applicable) are selected. Supervisor will hire the candidate in NEOGOV and enter hiring data. Submit the Personnel Action Form to HR on the first day of hire. Please contact HR (ext. 1068) if you have any questions or need assistance during the recruitment process. Revised January 2012 Human Resources Department Page 3 of 3

6 (Position Title) Telephone Interview Applicant Name: Interviewer: Date: 1. What do you know about the (Position Title) position? Follow-up - Briefly explain what job really entails: o Basic duties of the position o Hours of the job o Department structure 2. How familiar are you with the City of Cedar Hill? 3. What is your current employment situation? If currently employed, what is your motivation for wanting to leave your current position? 4. What is your current salary? The starting salary for this position is (enter salary). Are you comfortable with this starting salary? (Mention TMRS, if applicable - 7% mandatory withholding and gage reaction) 5. What interests you about this position?

7 6. Describe the qualifications you possess that make you well suited for this position. 7. Are you interviewing with other companies right now? Where are you in the interview process? ACCESS, STOP or PROCEED: Determine whether this applicant meets the minimum qualifications and whether you will proceed to the next phase of the telephone interview. 8. Describe a situation in your current or previous job where you have worked in a team environment and what you did to contribute to the team work environment. 9. Describe a situation where you had multiple tasks to handle simultaneously and how you managed all these tasks at one time. 10. Describe a time when you disagreed with an authority and how did you handle it.

8 11. How would your former employer or professor describe your strengths and opportunities for improvement? Ask candidate if they have any questions Inform candidate of hiring process and notification for the next step in the process Summary Comments: Invite for onsite: Yes No

9 Interview Questionnaire Template Candidate s Name: Date: Position Title; Interviewer s Name: Step 1: Job Description Review Job Description with Candidate: Are you able to perform the essential functions of this job with or without reasonable accommodation? Are there any components of this position that would require additional training? Notes: Step 2: Verifying the Application and Employment History Intro: As part of the hiring process we conduct a thorough background investigation. I don t want you to feel committed to the information you provided on your written application. It s very common for a person to forget to list a job, or to leave out certain information because the application doesn t give them a chance to explain the circumstances. Today we just want to make certain that the application is complete and accurate. 1. Are you presently employed? If yes Why are you looking for another job now? If no How long have you been unemployed? 2. Are there any employers that you ve worked for in the last ten years that you forgot to include on your application? If yes, why did you not list them on your application? 1 P a g e

10 3. Tell us about the last 10 years of your employment history your employers, how long you worked for each employer, your duties/responsibilities, and your reason for leaving. 4. Briefly tell us how your background and education prepared you for this position and why you are interested in working for the City of Cedar Hill. 5. What aspects of your previous position did you find most professionally challenging? 6. What is your opinion on the importance of customer service and tell us where you see customer service fitting into this position. 7. Have you ever been fired or asked to resign from a job? If so, why? What would the company tell us if we were to contact them regarding the situation? 8. Have you ever received any other disciplinary action oral warnings, written warnings, or suspensions? If so, what were the circumstances? 9. In the last 12 months, how many days did you report to work more than 15 minutes late? 2 P a g e

11 Step 3: Job Related Questions Enter job specific questions here. Contact Jenifer Sweeney at ext for assistance developing questions, if needed. Step 4: Conclusion 1. We have received a large number of applications for this position. Please tell us why you feel that you would be the best candidate for this position? 2. Do you have any questions concerning the position? 3. Is there anything else you would like to add that we haven t discussed that might be relevant to the job or to help us as we evaluate your background and experience? Discuss the timing of decisions and completion of the selection process. Interviewer: Complete Interview Rating Sheet for this Candidate Now! Return all interview materials (notes, rating sheets, etc.) to HR. 3 P a g e

12 Verifying the Employment Application Sample Introductory Statement to Begin Interview What I d like to do is to review your application with you to make sure that everything is complete and accurate. Before I do that though, let me just start out by explaining a little bit about our hiring process. I think the most important thing for you to realize is that we don t expect anybody to be perfect. You could have done things wrong in the past and still be considered qualified for this position. But it is very important that you be completely truthful about your past so that we can fairly evaluate you for this position. I should also point out that as part of the hiring process we conduct a thorough background investigation. I don t want you to feel committed to the information you provided on your written application. It s very common for a person to forget to list a job, or to leave out certain information because the application doesn t give them a chance to explain the circumstances. Today we just want to make certain that the application is complete and accurate. Employment Questions Are you presently employed? If no How long have you been unemployed? If yes Why are you looking for another job now? Who was your last employer? How long did you work for that employer? What were your duties or responsibilities with that employer? Why did you leave that job? (Note: The interviewer should ask the above four questions for each of the applicant s employers in the last ten years). Are there any employers that you ve worked for in the last ten years that you forgot to include on your application? Follow Up Questions For each job not listed on the application, follow up with the below questions: How long did you work at that job? Why did you leave that job? Verifying the Application January 2012 Page 1

13 Verifying the Employment Application What other jobs have you held in the last ten years that you didn t include on your application? Why didn t you list these jobs on your application? Have you ever been fired? Follow up questions: If yes, follow up with the below questions: Why did they ask you to leave that company? If we were to contact them, what grounds would they give us for letting you go? How you ever been suspended by an employer? Follow up questions: If yes, follow up with the below questions: What actually happened? How many other times were you involved in this type of behavior? How many times in all were you suspended? Have you ever been asked to resign? Follow up questions: If yes, follow up with the below questions: What actually happened? How many other times were you involved in this type of behavior before being asked to resign? Verifying the Application January 2012 Page 2

14 Verifying the Employment Application Have you received any written reprimands by an employer in the last ten years? Have you been disciplined in any manner by an employer in the last ten years? Follow up questions: If yes, follow up with the below questions: What actually happened? How many other times were you involved in this type of behavior? In the last 12 months, how many days did you report to work more than 15 minutes late? Verifying the Application January 2012 Page 3

15 Follow up Questions to Applicants Response(s) During Interview I Quit Why did you quit? How much notice did you give before you quit? If no notice, say: Tell me exactly what happened the last day you worked that caused you to quit. If applicant appears deceptive, ask: If you hadn t quit, do you think they might have asked you to leave? I left because of the low salary (or poor benefits, or no advancement) Did the next job improve the above? If not, ask: Besides the low salary, why else did you decide to leave that employer? I left for a higher paying position. Check to see how much time elapsed between the two jobs. I was laid off. Ask whether other employees were also laid off around the same time the applicant was. If the applicant was the only one laid off ask: When we contact that employer, will he say that you left for a reason other than being laid off? It was a temporary (seasonal) position. Make sure the applicant stayed for the whole season. If not, ask why he/she left early. Follow up Questions January 2012 Page 1

16 Follow up Questions to Applicants Response(s) During Interview The company closed. This is the most common way to fabricate employment. Ask the applicant for the company address, specific names of the corporate president, the name of the immediate supervisor, and to describe a typical work day. If deception is suspected, let the applicant know that most companies must keep files that can be accessed. Ask: When we review your employment file, what will we find? I left because of a personality conflict. Ask the applicant to explain the nature of the conflict. If the applicant was the only person who did not get along with the supervisor, it points to a problem with the applicant. I was unjustly fired. Ask: What were the grounds the employer used to terminate you? It s personal Say: I understand, and let me assure you that this information is confidential, but I need to discuss this with you. Did you quit the job or did they ask you to leave? Universal corroborative question Applicants tend to minimize their behavior by implying that it only occurred once. When applicant acknowledges an incident of past misconduct, always ask: How many times in all did this happen? Follow up Questions January 2012 Page 2

17 INTERVIEW RATING SHEET CITY OF CEDAR HILL Evaluation Criteria: One form must be completed for each applicant interviewed. Only matters that are clearly related to job performance should be considered. All applicants should be evaluated using the same criteria base. Race, color, religion, sex, national origin, genetics, age, marital status, any perceived or real disabilities, and other non-merit factors MUST NOT be considered. Applicant s Name: Position Applied For: Date: Dept/Division: Candidate is: Internal Candidate External Candidate Rate the candidate in the categories listed below and provide supporting comments for each category. Please give specific examples as to what qualities you based your rating upon. Please attach this form to the interview notes for each candidate and return to Human Resources before extending a job offer to any candidate. EDUCATION AND EXPERIENCE: Minimum requirements according to the job description: COMMENTS: Significantly exceeds minimum requirements Has additional, preferred and/or desired experience Meets minimum requirements Does not meet the minimum requirements Relevance to the position applied for: Outstanding same/similar experience with another government agency Excellent-duties/experience are closely related to this position Relevant-duties/experience similar to this position Limited-has very few duties/experience related to this position Not appropriate-duties/experience not closely related to this position Created December 7, 2009 Interview Rating Sheet Page 1 Revised January 30, 2012

18 INTERVIEW RATING SHEET CITY OF CEDAR HILL KNOWLEDGE Demonstrated exceptional knowledge expanded on questions asked Very knowledgeable able to answer all relevant questions Acceptable knowledge able to answer some of the relevant questions Not appropriate able to answer very few relevant questions COMMENTS: INTERPERSONAL SKILLS Unusual ability to influence and inspire others Strongly persuasive and sociable Moderately persuasive and sociable May have problems relating to or supervising to the degree required by this job May not relate well enough to others to meet the job requirements COMMENTS: APPEARANCE Appropriately dressed Not appropriately dressed REASONS FOR CHANGING JOBS (mark all that apply) Created December 7, 2009 Interview Rating Sheet Page 2 Revised January 30, 2012

19 INTERVIEW RATING SHEET CITY OF CEDAR HILL More Pay Restless/Bored Dissatisfaction Location More/Better opportunity Not currently employed Terminated Resigned COMMENTS: APPLICATION RED FLAGS 1. Are there any gaps in employment history? If yes, what is the explanation? 2. Is the applicant progressing in their career path or digressing? If digressing, what is the explanation? 3. Did the applicant leave any blank entries on the application? If yes, what was the reason given for leaving blank entries? Created December 7, 2009 Interview Rating Sheet Page 3 Revised January 30, 2012

20 INTERVIEW RATING SHEET CITY OF CEDAR HILL OVERALL RATING: Highly qualified Acceptable Qualifications Minimal Qualifications Not Qualified COMMENTS: ACTION TAKEN: Selected Rejected 2 nd Choice If selected, list specific reasons why this candidate was the best choice for this position: INTERVIEWER S NAME/TITLE: Date: DEPARTMENT DIRECTOR APPROVAL: Human Resources Use Only Approved by Date Created December 7, 2009 Interview Rating Sheet Page 4 Revised January 30, 2012

21 Professional/Personal Reference Check Script My name is <name> with the City of Cedar Hill. Your name was given as an (employment or personal) reference for. We have the applicant s approval to contact you as a reference and please know that the information you provide will be kept confidential. Applicant: Reference s Name: Phone: Position Applied For: Relationship: Company: 1. What are the candidate s 3 strongest qualities? 2. Are there any performance areas that the candidate should work to improve? 3. What is your overall opinion of the candidate? Please rate the applicant on each of the following qualities using the following scale: 5=Excellent, 4=Very Good, 3=Good, 2=Fair, 1=Poor Rating N/A Ability to interact with people Ability to be punctual & reliable Ability to express ideas clearly Ability to adapt to change Ability to be flexible in judgment Ability to commit to obligations Ability to adhere to dress code After calling the reference answer the following: 1. Does this reference support that the applicant will be successful? Absolutely Yes Maybe No Why? Reference check conducted by: Date:

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