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Hiring and Promoting with Affirmative Action Goals in Mind

Presented by: Department of Mental Health and

Addiction Services Affirmative Action Office

November 5, 2013

Pre- Quiz

1) What is Affirmative Action?

2) What are the responsibilities of DMHAS’ Affirmative Action Office (AAO)?

3) What is an Affirmative Action Plan

(AAP)?2

What is an AAP? cont’d

An AAP has 18 sections. 5 of these 18 sections assists with analyzing an agency’s hiring and promoting practices.

Section 16 of the AAP is entitled Goals Analysis where DMHAS is required to report on all full-time hiring and promotional activities.

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Why Are My Actions Reported in DMHAS’ AAP?

AA Regulations require that DMHAS reports, on an annual basis, in the Goals Analysis section of its AAP, each individual that applied for a position within DMHAS, or was hired to fill a position within DMHAS, or was promoted to a higher position within DMHAS.

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Why is Each Applicant Reported in the Goals Analysis section of DMHAS AAP?

The purpose of the Goals Analysis section is to capture DMHAS’ hiring and promotional practices and determine whether they are equitable and diversifying its workforce.

The Goals Analysis section must therefore specify the position DMHAS wanted to fill; each applicant’s gender, race, justification; and whether each applicant was a goal candidate.

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That’s Nice and All, but Why Was I Asked to Attend this Training?

As an interviewer, you are in the best position to record an applicant’s demographic data, write the justification and transmit it to the AAO via the Vacancy Management System (VMS) for the AAO to included it in the Goals Analysis section of DMHAS’ AAP and submitted to CHRO for approval.

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What Happens if the Goals Analysis Section of DMHAS’ AAP Does Not Have Each Applicant’s Demographic Information and a Justification?

Bottom Line: An Affirmative Action Plan can be disapproved by CHRO based on the lack of justifications or poor justifications in the Goals Analysis section of DMHAS’ AAP.

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What Does the AAO Want From Me and/or My Interviewing Panel?

1) Know what “goal candidate” means.

2) Know who the goal candidates are for the positions in which you are looking to fill, and where to find them.

3) Make goal candidates part of your thought process and interview panel discussions.

What Does the AAO Want From Me and/or My Interviewing What Does the AAO Want From Me and/or My Interviewing Panel? Cont’dPanel? Cont’d

4) Take detailed notes during the hiring/promoting 4) Take detailed notes during the hiring/promoting process, especially the interview for both goal and process, especially the interview for both goal and non-goal candidates.non-goal candidates.

5) Best practice: for all applicants not selected input 5) Best practice: for all applicants not selected input into (VMS): into (VMS):

Date Interviewed Date Interviewed

Specific detailed reason not interviewed Specific detailed reason not interviewed

Specific detailed reason not selectedSpecific detailed reason not selected

race/gender of interviewees (if not already noted)race/gender of interviewees (if not already noted)9

DON’T’SDON’T’S

Don’tDon’t use generalities or subjective language that does not use generalities or subjective language that does not explain, like: explain, like:

““First Choice.” (without further explanation)First Choice.” (without further explanation)

““Not a good fit.”Not a good fit.”

““Bad/poor Interview.” (without further explanation)Bad/poor Interview.” (without further explanation)

““Overqualified.”Overqualified.”

““Poor references.” (without further explanation)Poor references.” (without further explanation)

““Interviewed well” (without further explanation)Interviewed well” (without further explanation)

““Answered questions well” (too vague—explain Answered questions well” (too vague—explain

what the question was)what the question was)

“ “Not selected.” (need to explain why)Not selected.” (need to explain why)

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DON’T’S cont’dDON’T’S cont’d

Don’t Don’t use inappropriate reasons. Avoid use inappropriate reasons. Avoid explanations involving age, race, gender, explanations involving age, race, gender, marital status, pregnancy, sexual marital status, pregnancy, sexual orientation, religion, etc.:orientation, religion, etc.:

““too old”too old”““too young”too young”““wrong gender”wrong gender”““wrong race”wrong race”

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DO’SDO’S

1) Do fill in the fields in VMS as accurately and 1) Do fill in the fields in VMS as accurately and completely as possible.completely as possible.

2) Do be thorough and specific in explanations for 2) Do be thorough and specific in explanations for goal candidates, especially when a non-goal goal candidates, especially when a non-goal applicant is selected. applicant is selected.

3) Do explain in detail 3) Do explain in detail whywhy a non-goal applicant is a non-goal applicant is chosen over a goal candidate (skills/experience).chosen over a goal candidate (skills/experience).

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Do’s cont’dDo’s cont’d

4) Do focus on Abilities, Skills, Knowledge, 4) Do focus on Abilities, Skills, Knowledge, Experience (A.S.K.E.)Experience (A.S.K.E.)

5) Do focus on the duties of the Job 5) Do focus on the duties of the Job Specifications (e.g. Spanish-Speaking).Specifications (e.g. Spanish-Speaking).

6) Do contact your Equal Employment 6) Do contact your Equal Employment Opportunity (EEO) Specialist with any questions.Opportunity (EEO) Specialist with any questions.

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Good Explanations for Why an Applicant was Good Explanations for Why an Applicant was NOTNOT Selected Selected

Applicant declined interview/ withdrew. State why:Applicant declined interview/ withdrew. State why:

Applicant not willing to work second shift.Applicant not willing to work second shift.

Applicant desired part-time hours / full-time hoursApplicant desired part-time hours / full-time hours

Salary requirements not met.Salary requirements not met.

Location/unwilling to commuteLocation/unwilling to commute

Applicant accepted another position (state where if within Applicant accepted another position (state where if within DMHAS)DMHAS)

Applicant did not respond to interview request then record the Applicant did not respond to interview request then record the date, the time, the method used (e.g. state e-mail, numbers date, the time, the method used (e.g. state e-mail, numbers called, etc.).called, etc.).

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Good Explanations for Why an Applicant was Good Explanations for Why an Applicant was NOTNOT Selected Selected cont’dcont’d

Failed to provide documentation or licenseFailed to provide documentation or license

Not a good interview. Unprepared, was 25 Not a good interview. Unprepared, was 25 minutes late, and asked interviewers minutes late, and asked interviewers uncomfortable questions showing lack of uncomfortable questions showing lack of professionalism.professionalism.

Failed Criminal Background check (certain Failed Criminal Background check (certain situations)--*Contact Affirmative Action Officersituations)--*Contact Affirmative Action Officer

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Good Explanations for Why an Applicant was Good Explanations for Why an Applicant was NOTNOT Selected Selected

cont’dcont’d::

Poor interview. Applicant appeared for interview Poor interview. Applicant appeared for interview in inappropriate attire (sweat shirt and jeans), in inappropriate attire (sweat shirt and jeans), and did not demonstrate the necessary skills as and did not demonstrate the necessary skills as a professional.a professional.

Applicant did not respond to questions Applicant did not respond to questions appropriately, did not demonstrate required appropriately, did not demonstrate required knowledge of computer systems required.knowledge of computer systems required.

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Good Explanations for Why an Applicant was Good Explanations for Why an Applicant was NOTNOT Selected Selected cont’dcont’d

Not selected. This position requires knowledge of plumbing in a large facility, this candidate only had basic plumbing knowledge.

Candidate has lack of depth of clinical knowledge regarding risk management, co-occurring issues and behavioral health care.

Poor interview. Did not answer questions adequately and struggled with understanding the role of the Head Nurse position.

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Good Explanations for an Applicant was Good Explanations for an Applicant was SelectedSelected

First choice. Demonstrated required skills inFirst choice. Demonstrated required skills insupervision and experience in an in-patient supervision and experience in an in-patient mental health environment.mental health environment.

Interpersonal skills would be an asset to the unit, Interpersonal skills would be an asset to the unit, since the job will entail working with clients andsince the job will entail working with clients and

StaffStaff

Answered questions well about how to interact Answered questions well about how to interact with clients and community providers.with clients and community providers.

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Good Explanations for an Applicant was Selected cont’d: Good Explanations for an Applicant was Selected cont’d:

Applicant possessed 5 years of experience in Applicant possessed 5 years of experience in computer programming, which was a required computer programming, which was a required skill for the position. (Use measurable skill for the position. (Use measurable months/yrs. experience if possible)months/yrs. experience if possible)

Applicant was the only applicant that Applicant was the only applicant that possessed the preferred experience needed possessed the preferred experience needed (Spanish-Speaking).(Spanish-Speaking).

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Good Explanations for an Applicant was Selected cont’d: Good Explanations for an Applicant was Selected cont’d:

Demonstrated sound communication skills. Demonstrated sound communication skills. Has good knowledge and experience with Has good knowledge and experience with CSP/RP; has been trainer of trauma informed CSP/RP; has been trainer of trauma informed care has strong knowledge and experience in care has strong knowledge and experience in co-occurring disorders, in conflict management co-occurring disorders, in conflict management and resolution as well and risk management. and resolution as well and risk management. Demonstrated strong core values of recovery Demonstrated strong core values of recovery and person centered care.and person centered care.

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Remember!

CHRO can and has disapproved an AAP when the agency did not demonstrate that it took affirmative action to solicit and to hire qualified goal candidates.

CHRO Excerpt

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Navigating Through VMS