Human Resources | Page 2

Follow us on:

November 28, 2016

Human Resources | Page 3

Hiring Process

Supplemental Questions Use

Hiring Matrix Overview and Use

Interview and Reference Checks

Testing

Making a Hiring Decision

Failed Searches

Scenario

Human Resources | Page 4

Determine the position to be

recruited

Review and update Position

Description – use diversity friendly

wording within description

Create posting from Position

Description, update Job Summary

with diversity friendly language

Use Supplemental Questions

Human Resources | Page 5

Create Hiring Matrix with review

elements before posting

Create Interview Questions before

posting

Supplemental Questions, Hiring

Matrix and Interview Questions all

work together

View/Assess applicants and their

materials on a regular basis so you

know the strength of the pool

Human Resources | Page 6

When you have an adequate pool,

request the posting be placed On

Hold

Make sure you have included

preferences:

RIF (can affect interviews)

Veteran’s Preference (Interview and hiring)

Former Foster Child (only at hiring decision)

Human Resources | Page 7

TWC – State Job Board

Recruit Military, Getting Hired

A&M System Job Board

Higher Ed Jobs

HERC – Higher Education Recruiting Consortium

Hero2Hired, JUJU, Glassdoor, Directjobs,

Indeed

Workplace Diversity – HR Manually Places

Job of the Week - Facebook

Human Resources | Page 8

Examples of wording to add:

“Actively promotes diversity within the

office/department”

“Contributes to team by working effectively

with individuals of diverse backgrounds”

“Demonstrates commitment to diversity by

participation in…..”

“Assists customers of all genders, race,

ethnicity and backgrounds in processing….”

“Effectively interacts with a diverse population

of students and faculty”

Human Resources | Page 9

Include diversity statements from

the Position Description in the duties

Sets a tone of the diversity

expectations in the advertising also

Human Resources | Page 10

Veterans (Application)

Former Foster Child (Application)

RIF (University practice/Letter)

Documentation Needed to Confirm All

Preferences

Human Resources | Page 11

“Veteran” means a person who:

Has served in:

the army, navy, air force, coast guard, or marine corps of the United States or the United States Health Service un 42 U.S.C. Section 201 et seq., as amended;

the Texas military forces as defined by Section 437.001; or

an auxiliary service of one of those branches of the armed forces; and

Has an honorable discharge from the branch of the

service in which the person served

Human Resources | Page 12

If there is at least one qualified (met system qualifications)

applicant in the pool who has designated a Veteran’s

Preference:

If six or fewer applicants are interviewed, then at least

one applicant with Veteran’s Preference designation

must be included in the interviews

If more than six applicants are interviewed, 20%

applicants with Veteran’s Preference designation must be

included in the interviews (if there are multiple Veteran’s

Preference designated applicants)

If there are no qualified applicants with Veteran’s

Preference designation in the pool, there is no requirement

to interview applicants with Veteran’s Preference

Human Resources | Page 13

Create New/Database

Open Ended vs. Close Ended

Required

Disqualifying

Point system (optional)

No Limit to Number

Add No Qualifying Group Questions

Human Resources | Page 14

Positions must be posted for a minimum of five calendar (5) days per System Regulation 33.99.01.

Request the position be put “on hold” to stop the flow of applicants before the interview process begins.

Use the PATH System to request the status change to “on hold.”

Human Resources | Page 15

Can customize view by adding

columns (i.e. Veteran’s Preference)

Sort by any column

Save sorts as separate search

Human Resources | Page 16

Hiring managers are required to use

a numerical ranking system or hiring

matrix that displays the selection

criteria and evaluation of applicants

A Hiring Matrix template is accessible

at:

http://employees.tamu.edu/managers

/hiring-matrix/

Human Resources | Page 17

A Hiring Matrix or other numerical ranking

system can be used to rank the applicants to

determine whom you will want to interview

and finally, whom you will hire.

The final score reflects the interview,

reference checks, etc. Therefore, you will

offer the position (contingent upon the

background checks) to the individual scoring

the highest on the completed (final) matrix.

Human Resources | Page 18

Determine the required and preferred

elements that can be reviewed in the

application materials

More the one similar element can be rated

in one column

Assign a weight – preferred elements

should be no higher in weight than lowest

required element

Don’t list things not contained in PD or that

cannot be determined from application

materials

Human Resources | Page 19

Assign a weight for the requirements/preferences based on the level of importance.

How much weight do you want the interview to count?

How important are reference checks?

Human Resources | Page 20

If upon review, you do not see that an applicant meets the minimum requirements as listed on the Notice of Vacancy, then place an “X” in the score box. The Application Score will reset to zero.

Human Resources | Page 21

Clicking on the “Sort” button will

place the application scores in

descending order, so the highest

ranked applicant is placed at the

top.

Human Resources | Page 22

Compose a list of interview questions

before posting the position

Use job-related questions

Prepare expected answers to assist

in rating answers

We highly recommend using the HR

Interview form located under:

http://employees.tamu.edu/managers/int

erview/

Human Resources | Page 23

There are eight types of interview

questions commonly used:

Credential verification: What was your GPA?

How long were you with XYZ company?

Experience verification: What were your

responsibilities in that position?

Opinion: What are your strengths and

weaknesses?

Behavioral: What were the steps you followed

to accomplish a task?

Human Resources | Page 24

Competency: Can you give me an example of

your leadership skills?

Brainteaser: What is 1000 divided by 73?

Case: How many gas stations are there in

Europe?

Dumb: What kind of animal would you like to

be?

Human Resources | Page 25

The first three types of questions have a

predictive validity for on the job success of

just 10 percent. This is the same level as a

simple resume review.

Adding Brainteaser lifts the predictive

validity to 15 percent and adding Case

raises it to 25 percent

Using Behavioral and competency only

yield a predictive validity of 55 percent.

Human Resources | Page 26

Questions can be used in Interview

and during Reference checks that

focus on diversity

There are some suggestions on the

HR web site in the Sample Interview

Question Guide

The suggested Telephone

Reference Contact form on the HR

web site contains a diversity question.

Human Resources | Page 27

Job Related Questions

Questions based on job duties

Open-ended questions

Past-performance questions

Measurable/Questions can be scored numerically

Legal questions

Human Resources | Page 28

Human Resources has recently updated the HR

web site with new Interview Question

information.

The handout is just printed from the website.

Questions are found under Interview Resources,

Sample Interview Question Guide

Human Resources | Page 29

Pre-employment testing must be:

Valid – does it measure the specific criterion it

is supposed to and does it predict future job

performance or success

Reliable – is there consistency in what is being

measured – the test should consistently

measure traits and an individual’s score should

be about the same each time it is taken

Meet all EEO laws, including Title VII – no

disparate impact or discrimination

Human Resources | Page 30

Human Resources has contracted

with Prove It! by Kenexa to be able to

offer standardized, validated tests

Over 2000 tests are available online

including:

Accounting, Behavioral, Financial, TechTest,

Microsoft

Contact Recruitment to schedule a

test for an applicant

Human Resources | Page 31

Can use those provided - listed on

resume/application as Professional

References

May contact prior employers (especially if

References listed are personal references)

Recommend checking Personnel File if

current TAMU employee or if has been no

more than five (5) years since termination

of employment

Score/place on matrix

Human Resources | Page 32

The Interview

Reference Checks

Recording an Applicant’s Score

Changing the Applicants’ Statuses

Human Resources | Page 33

Enter the applicants’ overall or average interview score

Enter the applicants’ reference check score (if only one candidate’s references checked, listing scores on hiring matrix not required – but Highly recommended)

Human Resources | Page 34

If a reference check is so negative that it warrants not

hiring an applicant, place an “X” in the score box and

the Total Score will reset to zero.

Remember to document the reference thoroughly.

Human Resources | Page 35

Final Hiring Decision:

Resorting the data will move the applicant

with the highest overall score to the top of the

matrix.

Human Resources | Page 36

Failed Search – What is next?

Consider why the failed search?

None of the applicants had the needed skills and experience.

Does the Position Description need updating

Could Supplemental questions be added to get

more information up front

Do the required elements match what is really

needed for the position

Recruitment can assist you with analyzing the

failed posting and making changes to improve

the next search

Human Resources | Page 37

An applicant from a single posting

was found to have misrepresented

information on the resume/application

from the reference check. Same

applicant applies to different posting

at some time in the future (either

same type of position or different).

Must the department consider the

applicant?

Human Resources | Page 38

Rita BowdenManager of Recruitment & Workforce Planning

979.862.1015

rbowden@tamu.edu

http://employees.tamu.edu

(979) 845-4141 HR-FEEDBACK@TAMU.EDU HTTP://EMPLOYEES.TAMU.EDU

Follow us on:

Future Dates

(09:30 – 11:00)

•14 DEC 16

•26 JAN 17

•17 FEB 17

•14 MAR 17

•21 APR 17

•19 MAY 17

The next “Partners in Progress” monthly Customer Forum is 14 DEC!

The subject of December’s meeting is

AABS Accounting Update(Purchasing and Contracts, Aggie Buy, DCS, Etc.)

Guest Speaker:

Emily WeersAssociate Director

Division of Academic Affairs, Business Services | Texas A&M University

Tuesday, December 14th, 2016

08:30-09:30 (Meet the AABS Team/Social Hour)

09:30-11:00 (Guest Speaker)

GSC Room 101 A

Refreshments will be provided!

“Partners in Progress” is a new monthly forum hosted by AABS which brings us together with our customers

and university partners to discuss pertinent topics and University events while fostering comradery and networking.

AABS: Your Partner in Progress!