Affirmative Action: What You Need to Know for Recruiting & Applicant Tracking

Transcription

1 Affirmative Action: What You Need to Know for Recruiting & Applicant Tracking

2 The Situation CAI is a local organization located in Raleigh, NC. Recent growth mode requiring website design & development position. CAI decided to bring control of the website in-house. 2

3 Requirements EO AAP Goals & Progress (Women & Minorities) Employment Activities Analysis VEVRAA Regulation changes requiring data collection/assessments Job listings Section 503 Regulation changes requiring data collection/assessments Accommodations 3

4 AAP Recruiting Checklist Define the Recruiting Process Define the Position Post the Position & Targeted Outreach Receive/Review Applicants Solicit Applicant Information Applicant Tracking Record Keeping Requirements/Data Collection Analysis & Assessments 4

5 Define the Recruiting Process Determine need for a job Hiring manager works with HR to create job description Job is posted & current employees are informed Applicants are received & reviewed for basic qualifications HR schedules phone screens HR conducts phone screens Hiring Manager conducts onsite interviews Job Offer is made 5

6 Define the Position Job Title FLSA Status Shift (if applicable) Reports To/Supervisory Responsibilities Department Employment Status Location Date Created/Created By Summary of Position Qualification Requirements Experience & Education Requirements Specific Knowledge, Skills & Abilities Certificates/Licenses (if Applicable) Essential Functions Physical Demands Work Environment 6

7 Web Developer Web Developer Job Description 7

8 Job Advertisements Job Description Include EEO tagline in all advertisements Equal Opportunity Employer M/F/Disabilities/Veterans Targeted outreach where AAP Placement Goals established Targeted recruitment for protected veterans & individuals with disabilities 8

9 Required Job Listings Contractors are REQUIRED to list all open positions with the state job service Contracts $100, exceptions to this requirement Executive/Sr. Level Management positions Positions that will be recruited & filled internally Temp positions lasting 3 or fewer days Provide notification to state service of your contractor status 9

10 Job Postings Company website Company intranet CareerBuilder, LinkedIn, Indeed Temporary/Staffing Agencies 10

11 Job Postings (cont.) Targeted Outreach Women & Minorities Meredith College, NCCU, Shaw University Veterans Fort Bragg Employment Readiness Program Hero 2 Hired, Raleigh Vet Center Individuals with Disabilities Workforce Recruitment Program (via askearn.org) Local Vocational Rehabilitation Office 11

12 Example Referral Tracking Agency Referrals - Template.xlsx 12

13 Website Accessibility Is website is accessible for individuals with disabilities Free online resources Organizations that specialize in this Include accommodation request language for applicants 13

14 Sample Accommodation Language CAI is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, gender, gender identity, sexual orientation, religion, national origin, age, disability, veteran status or any other reason prohibited under Federal, State, or local laws. All employment decisions are based on valid job-related requirements. If you are a qualified individual with a disability or a disabled veteran and are unable or limited in your ability to use or access our website, you can request reasonable accommodation by calling 1 XXX-XXX XXXX or by sending an to @capital.org. <Provide link to EEO is the Law poster> 14

15 Self-Identification Must provide applicants opportunity to voluntarily self-identify Race Gender Protected Veteran Status Disability Status 15

16 Use of Self-ID Info? Goal Attainment for Women/Minorities Hiring Benchmarks for Veterans Utilization Goals for IWDs Analysis of Employment Activities Required Data Reporting (Vets/IWD) Assessment of Outreach 16

17 Who is an Applicant? Internet Applicant Rule Individual submits interest in employment via electronic method Contractor considers individual for a particular position Individual meets basic qualifications Individual does not withdraw 17

18 Receive Applications External Applications received via website Internal candidates submit application to HR HR reviews all internal applications & first 25 external applicants for basic qualifications HR will log & disposition all applicants that have been reviewed 18

19 Example Dispositions Common Dispositions Not Hired Other Candidate Selected Position filled Overqualified Not Selected Better Dispositions Not Hired Schedule/Hours conflict Not Hired Did not provide sufficient information to verify past employment Position Filled Candidate not reviewed Not Hired Salary requirements out of range Not Selected Did not meet minimum education requirement 19

20 External Applicant Log 20

21 Internal Applicant Log 21

22 Schedule Phone Interviews HR contacts candidates who meet basic qualifications HR schedules & conducts phone interviews HR refers candidates to Hiring Manager for onsite interviews HR updates applicant log 22

23 Update Applicant Log 23

24 Schedule Onsite Interviews HR contacts candidates who have been selected for onsite interviews Hiring Manager interviews candidates and makes selection decision Hiring Manager informs HR of decision and provides dispositions for interviewed candidates HR extends offer 24

25 Final Applicant Log 25

26 Data Collection Must collect and report on applicant & hire data regarding veteran/disabled status. 3 Years of data 26

27 Recordkeeping Requirements 3 years after last employment decision (applicants, hires, promotions, etc.) Resumes, Applications, Interview Notes, Advertisements, Tests & results, DES postings Self-Id forms in separate folder Preserve records for duration of employment investigations/audits 27

28 AAP Recruiting Checklist Define Recruiting Process Define the Position Post the Position & Targeted Outreach Receive/Review Applicants Solicit Applicant Information Applicant Tracking Record Keeping Requirements/Data Collection Analysis & Assessments 28

29 Adverse Impact Analysis Adverse Impact Analysis Analysis covers previous 12 months Required Review Hires/Offers vs. Applicants Promotions vs. Persons considered Terminations vs. Persons considered Involuntary Terminations vs. Persons considered 29

30 Assessments for Outreach Must engage in outreach and positive recruitment (Vets/IWDs) annually Document efforts Assess effectiveness of efforts annually Maintain for 3 years 30

31 Assessments for Outreach Outreach/Recruiting Activity Date Description Evaluation Listed job openings with local Veteran Advocacy Group Ongoing Same job openings listed with state job service are also listed with local Veterans Advocacy Group. Received 32 applicants from protected veterans, of which 4 were hired. This activity is effective. Briefing of Vet Reps at local college campus October 15, 2014 Briefed Vet Reps of company jobs and hiring needs. Will begin sending job listings to Vet Reps. Effort is ongoing. We will monitor and assess going forward. Participated in Veterans Job Fair November 5, 2014 Participated in local Veterans Job Fair. Over 30 employers participated. Received 25 applications. Conducted 15 initial interviews. Follow-up interviews with 10 and hired 3. This activity was effective. Criteria for Evaluation: 1. Did activity attract qualified applicants who are protected veterans? 2. Did activity result in the hiring of protected veterans? 3. Did activity expand company s outreach to protected veterans in the community? 31

32 Pitfalls Unsolicited resumes Database searches Training for hiring managers Disposition codes for applicants Do not close and offer job until all applicants have updated dispositions DES listings & referrals Deviations from process Hiring applicants for different positions 32

33 Penalties for Non-Compliance Conciliation Agreements no $ involved (technical compliance) Additional reporting/information due to OFCCP (12-18 months) Conciliation Agreement - $ involved Compensation issues (pay corrections + back pay) Selection issues payment for non-selection + back pay & job offers Press Releases Debarment current & future contracts, published in database, press release, etc. 33

34 Recent Settlements 34

35 Helpful Links Internet Applicant Recordkeeping Rule Job Accommodation Network Employer Assistance and Resource Network NC Division of Employment security NC Vocational Rehabilitation VET Success WAVE

36 Questions? 36

37 Contact Us Main Number: Kaleigh Ferraro Mary Robinson