Human Resources: Hiring ProcessProcess Map

OVERVIEWThe current Hiring Process, of California State University of San Bernardino, is outlined and aided with flowcharts to help the viewer completely see the system to be analyzed. Following the current process are my recommendations to relieve the system of redundancies or any deficiencies that would hinder the progression of the hiring process.

Victoria Pearce

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Table of Contents

Definitions of Common Hiring Process Terms…………..............2-4

CSUSB Title Responsibilities……..………………………………….5

i. Managersii. HR Supportiii. Budgetiv. Payroll

Findings……………………………………………………………...…...6

Recommendations………………………………………………………7

Hiring Process Proposal: Flow Chart…………………...…………….8

Hiring Process Proposal………………………………….…………9-10

New Hire Paperwork……………………………………………....11-32

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CSUSB Current Requisition Process……………………………33-40

i. Stacey: Current Requisition Processii. Twillea: Current Requisition Processiii. Rebecca: Current Requisition Process

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Definitions:Advertisement: An electronic platform used to market the Job Posting and create the connection between the applicant and employer to receive applications for open position. (i.e. CSU Careers, etc.) Appointment Letter: An offer of employment, in letter form, that the candidate would sign agreeing to the terms and conditions indicated in the letter. Please refer to pg.Closing Recruitment: A process in which the HR Support would finalize the recruitment process indicating that the position is no longer available to be filled.Hiring Memo: A memorandum, sent from the Department to the Hiring Manager in HR via email, indicating which candidate they are interested in offering the position. This will also have information regarding the terms and conditions of the position. Please refer to pg. Interview: A set appointment where the qualified candidate and Hiring Committee meet to further assess the candidate’s skills. The personnel assigned to interview varies by position. For Interview questions, refer to pg.Job Description/ Job Posting: The information, regarding the open position, which can be viewed on the advertisement platform. This would include the description of the typical activities and the minimum qualifications.LiveScan: Department of Justice and Federal background check that requires each New Hire to have a fingerprint scan completed and on file. Please refer to pg. for the list

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of positons that require this. These can be conducted at any of the locations approved by the Department of Justice.

Minimum Qualifications: The qualifications that the Department requests of applicants to have completed for the open position.New Hire Paperwork: Paper work that the new employee signs on their first day which includes: pg. 11-32

Employment Eligibility Verification

Employee Action Request New Employee

Demographics Form CalPERS Designation of Person(s)

Authorized to Receive Warrants

Confidentiality Compliance Form

New Hire Notice for Workers Compensation Oath of

Allegiance and Declaration of Permission to Work

Voluntary Self-Identification of Disability

Veteran Self-Identification Form

Hourly: Hourly Employee Pay Days, PST Employees Retirement Program, CSU Form SSA-1945

Packet detailing Affordable Care Act

Employee Parking

Personnel Payroll Transaction (PPT): Includes information about the employee, their salary, and retirement. Verifies that the information regarding the job code and type of employment transaction is correct in PeopleSoft. Confirmed by the PIMS manual on calstate.edu. Please refer to pg.Position Description: An outline of the positon that is found in the shared files of HR Department allowing HR Support to reference for the Job Postings. It also gives a

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percentage of the time allotted for each described task. Please refer to pg.Queue: The “My HR” page in NeoGov indicating the Job Postings/ Requisitions/Hires/Applicants that are assigned to the person logged in.Recruitment: An active search for a person to fill a vacant position within a department.Requisition: The form requesting that a position be available and filled after proper authorization for budgeting and necessity purposes. Please refer to pg.Staff Transaction Form (STF): A form created and filled by the HR Support that includes information about the employee, their position within the department. Please refer to pg.Subject Matter Expert (SME): A selected personnel that has the most knowledge of the position.

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CSUSB Title Responsibilities

The process begins with a department needing a position to be filled. Their Department Hiring Manager then creates a requisition that is signed for approval by the Department Head (Vice President, Vice President Chair depending on the situation) and final approval by Human Resource Manager.

Managers: Human Resource Managers have a generalist perspective on the requisition process. They give final approval on the Requisition that is generated.

Human Resource Support: Complete a Staff Transaction Form (STF) that includes the department information as well as the information about the potential employee. They would then sign and send to Budget; once the STF is returned from Budget to the assigned Support, it is manually inputted into PeopleSoft. A Personnel Payroll Transaction Form (PPT) would be generated from PeopleSoft and prepared in hard copy form to the payroll department.

Budget: Receive the STF from Human Resource Support, reviews and confirms all of the information is correct and they return it to the Support assigned.

Payroll: Receive the PPT hard copy from Human Resource Support and adds the payroll information to the PPT form regarding salary, benefits, and retirement.

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Findings:1. HR Managers did not have a uniform way to assign requisitions to their HR Support.2. HR Support did not have a uniform way to communicate Job Posting to HR Manager.3. Department was not uniform on who opens the position on NeoGov for individuals to apply.4. There were inconsistencies with the Hiring Department requesting appointments to be made and only emailing or notifying the HR Manager rather than copying Lauren in; resulting in appointments being delayed or not available.5. HR Managers were tasked with conducting reference checks, shifting their attention away from their responsibilities. 6. HR Support did not have a uniform way in which they required their Personnel file prepared.

Packets being incomplete upon Lauren receiving them

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Recommendations:1. HR Managers move the requisitions into their HR Support’s Queue and send a message through NeoGov with any additional information.2. Once the HR Support drafts a Job Posting they will “save it” and notify the HR Manager to view the posting and approve it.3. HR Support opens the position upon approval and the Job Posting is placed on the Advertisements if it isn’t already integrated.

Integrated sites include: Higheredjob.com, Governmentjobs.com

Manual sites include: Caljobs, Csucareer, Hirevets.com Individual paid advertisements: use Graystone

advertising group4. Hiring Department should be reminded to copy Lauren into the emails regarding any appointment or any emails regarding a new hire.5. Hiring Department conducts the reference checks

They would be more knowledgeable on the subject to ask more specific questions

The Manager that would conduct the reference checks, and send the questions to their assigned HR Manager

The Hiring Department would then be able to form their own opinion and decide whether there are red flags or not.

6. HR Support to complete the necessary documents prior to giving Lauren the file with the unsigned Appointment letter.7. Create an idea bank to continually improve our department.

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Revised Hiring Process:Step 1: The Hiring Department creates a requisition that is signed by all necessary signatures until the final approval by the HR Manager that was assigned through NeoGov.Step 2: The HR Manager then assigns the Requisition to the HR Support via the Queue in NeoGov.Step 3: The HR Support drafts a Job posting and will ‘save’ it into NeoGov where the HR Manager can access it and review it to make any necessary changes.Step 4: Once approved, the Job Posting is made visible and available for individuals to apply for two weeks.Step 5: HR Managers screen the applicants for minimum qualifications and send the list to the Hiring Department.Step 6: When the Hiring Department creates a list of desirable applicants to be interviewed, they email the list to the HR Manager and Cc: Lauren.Step 7: The Hiring Department selects personnel to conduct interviews, the HR Manager sits in when requested and provides the Hiring Department with a list of legal questions to ask the references. If they add any questions they must confirm with HR Manager.Step 8: Hiring Department emails a list to HR Manager and Cc: Lauren with the list of the acceptable and unacceptable candidates. HR Manger conducts a verbal offer of position to the candidate that was selected by the Department. Step 9: The recruitment is closed upon the acceptance of the position and “No thank you” emails are sent to the other candidates automatically via NeoGov.Step 10: Lauren arranges the appointments for the LiveScan and/ or physical if the position requires them.

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Step 11: HR Support completes the Employee Personnel file and delivers it to Lauren.Step 12: The HR Manager closes the recruitment contingent upon the results of the LiveScan and Physical. The HR support preps the STF, Appointment Letter (which is signed by the HR Manager) and the New Hire Packet.Step 13: New employee signs all required documents and the Employee information is inputted into the system by the HR support.Step 14: The HR support equips Lauren with the Employee Personnel file and it is promptly filed.

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Interview QuestionsAdministrative Support Assistant II

College of Natural Sciences

1. Is there anything you would like to tell us about your clerical background or qualifications that you feel is important to bring to our attention?

2. What computer software have you used and how proficient are you at using excel spreadsheets?

3. It is not unusual to be working on a project, talking on the phone, and answering student questions all at the same time. Have you worked in a similar environment and if so, how did you function?

4. How would you define good customer service? Please give us an example of when you demonstrated this in your work environment.

5. When there seems to be more work than time to accomplish it, how do you go about prioritizing your workload?

6. Describe a situation in which you were required to be sensitive and maintain confidentiality and how you handled it.

7. Please describe your experience working with a diverse group of people, including faculty, staff and students.

8. What is your experience using the Student Records module in PeopleSoft?

9. Please describe your knowledge of Add and Drop After Census forms and overload permits.

10. PeopleSoft is the program used extensively by the University. Are you familiar with the system? If so, please share with us the different modules you have used.

11. What is your experience in doing mail merges for mass mailings?

12. This concludes our questions. Do you have any questions you would like to ask us?

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New Hire Paperwork: Page 1 - Front

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Stacey

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Stacey:Step 1: Department initiates Requisition and is approved by necessary personnel until Stacey gives final approval.Step 2: From the Position Description and Requisition, Aimee is able to create a Job Posting that is then approved by Stacey and Hiring Department.Step 3: Stacey screens applicants for minimum qualifications and sends that list to the hiring Department. They, then, send her a list of the candidates that met their standards via email and * Cc: Lauren so that interviews may be scheduled.Step 4: Stacey contacts leading applicant to inform them that she will be contacting their employer for Reference checks and, if LiveScan applies, to notify them that it will take place.Step 5: If the Reference and Background checks reach desired qualifications then a verbal offer is extended for employment. (If any physical exam/psych exam applies, those would take place during this step). Step 6: Aimee is given the recruitment folder which includes the requisition, interview assessment sheets, reference checks, and hire memo. At that time, she prepares the STF and Appointment letter and closes out the recruitment. Step 7: Aimee creates the Staff Transaction Form and the Appointment letter. STF is reviewed and signed by Stacey; Appointment letter is reviewed by Stacey and then signed by Cesar.Step 8: STF is reviewed and signed by Budget Dept. and sends form back to Aimee to input the information from that and from the New Hire Paperwork into PeopleSoft to generate Personnel Payroll Transaction form.

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Step 9: PPT is generated into a hard copy and sent to the Payroll Dept. who adds information regarding salary, benefits, and retirement. Step 10: Once the PPT form, New-Hire Paperwork, Hire Memo, and Requisition are all complete, she creates the Personnel file.

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Twillea

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Twillea:Step 1: Department initiates Requisition and is approved by necessary personnel until Twillea reviews the Position Description and gives final approval.Step 2: Requisition appears in queue and Candice drafts a Job Posting using attached Position Description. Step 3: Twillea checks the drafted Job Posting and sends it to the Hiring Department for their approval to be posted.Step 4: The Job Posting is added concurrently with the advertisement where applicants can apply.Step 5: Twillea screens the applicants for minimum qualifications and sends the list of names to the Hiring Department who selects their candidates.Step 6: The Hiring Department sends a list of the candidates that met their standards, via email, to Twillea and *Cc: Lauren so that interviews may be scheduled.Step 7: Twillea conducts reference/ background checks and schedules LiveScan if applicable.Step 8: If the reference/ background checks and LiveScan reach the desired qualifications then a verbal offer is extended for employment. Step 9: If the candidate accepts then Twillea gives Candace the requisition folder with the Hiring memo from the Department Hiring Manager.Step 10: Once given notice of acceptance, Candice closes the recruitment in NeoGov.Step 11: Applicants fill out New Hire paperwork and Candice creates the STF and Appointment Letter for appropriate signatures.

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Step 12: All paperwork pertaining to new employee is placed in a folder and filed. 

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Rebecca

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Rebecca:Step 1: Department initiates Requisition and is approved by necessary personnel until Rebecca gives final approval.Step 2: Through NeoGov, Breanna is assigned the requisition by Rebecca and creates the Job Posting and it gets approved by Rebecca and.Step 3: She then authorizes it back to Rebecca who screens app for minimum qualifications and releases the list through NeoGov to the Hiring Department committee members. Step 4: The Hiring committee then sends back a list, through NeoGov, of their desired candidates and interviews are set up by Lauren with interview packets. Step 5: Rebecca sends the Hiring Committee a list of draft questions for the interview.Step 6: If the chosen candidate indicates that they would not like their current employer to be contacted then Rebecca will contact the candidate to inform them that she is conducting the reference checks.Step 7: Rebecca reviews the Hire memo given to her by the Department and forwards it to Breanna along with the recruitment packet.Step 8: Breanna closes the recruitment and prepares the STF and Appointment Letter.Step 9: The Applicant fills out New Hire paperwork which is added to their employee folder.