Affirmative Action: What You Need to Know for Recruiting & Applicant Tracking
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 www.capital.org
Requirements EO 11246 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 www.capital.org
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 www.capital.org
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 www.capital.org
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 www.capital.org
Web Developer Web Developer Job Description 7 www.capital.org
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 www.capital.org
Required Job Listings Contractors are REQUIRED to list all open positions with the state job service Contracts $100,000+ 3 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 www.capital.org
Job Postings Company website Company intranet CareerBuilder, LinkedIn, Indeed Temporary/Staffing Agencies 10 www.capital.org
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 www.capital.org
Example Referral Tracking Agency Referrals - Template.xlsx 12 www.capital.org
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 www.capital.org
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 email to email@capital.org. <Provide link to EEO is the Law poster> 14 www.capital.org
Self-Identification Must provide applicants opportunity to voluntarily self-identify Race Gender Protected Veteran Status Disability Status 15 www.capital.org
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 www.capital.org
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 www.capital.org
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 www.capital.org
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 www.capital.org
External Applicant Log 20 www.capital.org
Internal Applicant Log 21 www.capital.org
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 www.capital.org
Update Applicant Log 23 www.capital.org
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 www.capital.org
Final Applicant Log 25 www.capital.org
Data Collection Must collect and report on applicant & hire data regarding veteran/disabled status. 3 Years of data 26 www.capital.org
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 www.capital.org
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 www.capital.org
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 www.capital.org
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 www.capital.org
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 www.capital.org
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 www.capital.org
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 www.capital.org
Recent Settlements 34 www.capital.org
Helpful Links Internet Applicant Recordkeeping Rule http://www.dol.gov/ofccp/regs/compliance/faqs/iappfaqs.htm#q1dma Job Accommodation Network www.askjan.org Employer Assistance and Resource Network www.askearn.org NC Division of Employment security https://www.ncesc.com www.ncworks.gov NC Vocational Rehabilitation http://www.ncdhhs.gov/dvrs/ VET Success http://vetsuccess.gov WAVE http://wave.webaim.org/ 35 www.capital.org
Questions? 36 www.capital.org
Contact Us Main Number: 919-878-9222 Kaleigh Ferraro 919-713-5241 kaleigh.ferraro@capital.org Mary Robinson 919-431-6091 mary.robinson@capital.org 37 www.capital.org