Search and Hiring Process Training Office of Human Resources Our Search Philosophy Hiring new members of the Normandale community is one of the most important functions we perform on our campus. To be invited to serve on a search committee is an honor and a privilege. Hiring and Search Process Resources • Hiring Process Workbook • Hiring Resources Center Hiring and Search Process Resources • Checklists o Non-faculty and Non-Administrators o Administrators • Under Development: Faculty Guidelines for Assembling Your Search Committee • A search committee should be comprised of 3-5 members. • The committee should be chaired by someone who is not the hiring supervisor, but has some familiarity with your business practices. In some situations, it may be desirable for the hiring supervisor to sit on the committee; consult with HR. • The search committee should NOT be chaired by someone with little or no previous search committee experience. • The committee should have at least one person from outside the department. • The hiring supervisor should consider having someone from HR on the committee to advise and assist with the search process. Guidelines continued • Some search committees may have a student and/or a subject matter expert from the MnSCU system office or another campus. They must also go through Normandale search committee training. • Committee members should be racially diverse. There should also be diverse gender representation on the committee. • Search committee members must be able to commit time and effort to the process and be available for all on-campus interviews. • Search committee members must demonstrate an understanding of and commitment to confidentiality. • For Administrator positions, search committee membership is solicited and determined by the President and/or another member of Cabinet. • HR advises on and/or approves the membership of each search committee. Search Committee Chair Responsibilities • Coordinate and facilitate • Lead the effort to develop evaluation criteria • Lead the effort to evaluate candidates • Lead the effort to develop interview questions • Champion diversity • Lead candidate interviews • Host candidates who interview on campus • Ensure that the search process is fair and equitable • Maintain confidentiality. SEARCH COMMITTEE CHAIR RESPONSIBILITIES Affirmative Action/Diversity/EEO (with HR) Reasonable Accommodation (with HR) Coordinate reference check process (may be with HR) Notify unsuccessful semi-finalists Return all committee documentation to HR after hiring process concludes Notify internal Normandale applicants of final decision Search Committee Responsibilities • Publicize the search • Develop evaluation criteria • Evaluate candidates • Develop interview questions • Embrace diversity • Interview candidates • Host candidates who interview on campus • Ensure that the search process is fair and equitable • Maintain confidentiality SEARCH COMMITTEE RESPONSIBILITIES Determine criteria for evaluation of candidates’ preferred qualifications. Review and score applicant files Create interview questions and “best response” measures for each question. SEARCH COMMITTEE RESPONSIBILITIES Interview candidates Attend all candidate interviews Recommend unranked finalists to hiring supervisor/decisionmaker SEARCH COMMITTEE RESPONSIBILITIES Return all search materials to HR Be mindful of the importance of and the College’s commitment to creating diverse interview and finalist pools. Maintain complete confidentiality CONFIDENTIALITY: MN GOVERNMENT DATA PRACTICES ACT Please DO NOT: Discuss applicant names or their credentials outside of search committee process Remove applicant files from HR or make copies of applicant materials Reveal the name of candidates offered position until all necessary notifications have been made Reminder: If a candidate does not become a finalist, his/her name remains confidential both before and after the search. Note: “Finalists” are those selected to participate in the final round of on-campus interviews. CONFIDENTIALITY All search materials and information are subject to disclosure and/or subpoena including: – Individual committee notes – Applicant file and interview rating forms – Discussions among committee members or outside committee process Please refrain from writing notes, particularly of a personal nature, on rating forms and other search committee materials. Possible Consequences of Breach of Confidentiality Removal from search committee All input discarded Personal and/or institutional liability Search process may need to start over Discipline, up to and including, discharge KEEPING CANDIDATES INFORMED OF THE PROCESS Progress by search committees will be documented on the web site. Keep HR updated. Refer questions about the process to the HR web page on the Normandale web site. Refer also to Search Committee Chair. www.Normandale. mnscu.edu/hr Affirmative Action/Diversity The college is committed to hiring people of color and people with disabilities. Affirmative Action: The college’s effort to recruit and hire a diverse workforce. The Normandale Affirmative Action Plan will be followed in the hiring process. Affirmative Action/Diversity Affirmative Action Disparity: Exists when a job group does not reflect the gender, racial and disability diversity of the available work force. If the college has candidates who can alleviate a disparity AND meet minimum qualifications but are not offered an interview, the Affirmative Action Officer (HR Director) or the President will request an additional interview(s). Search Committee Chairs or Hiring Supervisors will be asked to document “missed opportunities.” Even though we may not currently have a disparity in a particular job group, we remain committed to actively recruiting, interviewing and hiring diverse candidates. Normandale Employees of Color by Bargaining Unit FY2014 MnSCU’s Goal • To better reflect the demographics of the state of Minnesota, increase the diversity of the workforce from 9.6% to 12% over the next 5 years. College-Wide Performance Metrics Employee Diversity – Employees of Color FY2007-FY2016 30% 25% 20% 15% 10% 5% 0% FY2007 5 FY2009 FY2011 FY2013 FY2015 OUR COMMITMENT TO DIVERSITY: Normandale will continue to recruit applicants for all positions who represent the diversity of our students. We will continue to seek every opportunity to create a more diverse workforce. In reviewing applications, consider… That at Normandale, employees of color are under-represented in comparison with our student population. That having a multicultural faculty and staff is a top priority for the college. In reviewing applications, consider… That we include diversity/multicultural experience related to the position as a criterion in rating applicant files and in interview questions. That experience with diversity can mean experience with diverse issues, with diverse students and with working/living in multicultural environments. In reviewing applications, consider… That giving excess points for teaching experience, for example, tends to eliminate certain age groups from competition. That we don’t award/not award points based on your own experiences or journey. That we exercise caution with the use of the word “fit.” Too often, it means someone who is just like me! In reviewing applications, consider… That comparison of candidates is based on position description That we always use a standard scoring form developed by the committee and approved by HR That HR reviews for minimum (required) qualifications That desired (preferred) qualifications are scored by search committee That each applicant file must be scored by at least three committee members (prefer scored by ALL members) Snd remember to return all rating forms to HR at end of search! INFORMATION YOU CANNOT USE in screening applicant files – – – – – – – – Age Family status Arrest record Race/Religion Ethnicity Gender/sexual preference Disability/health status Anything else that doesn’t directly relate to the teaching responsibilities and/or the position itself SELECTING INTERVIEWEES • Based on credentials/qualifications and experience. • Based on written criteria developed by the committee and closely aligned with the position description and/or job posting. • Based on point values assigned to criteria in the file rating form. • At least 4-5 candidates should be interviewed. YIKES! I KNOW THIS CANDIDATE! Pitfalls: Interviewing someone you know and like (remain objective). Pitfalls: Interviewing someone you know and don’t like (remain objective). “Locals” do not get special consideration. Question: Can I tell the committee what I know? Answer: If it’s job related, Yes; but not what you “think” you know. STRUCTURED INTERVIEW PROCESS Structured Interview Process – questions developed by committee and approved by HR Must include a best answer example for each question along with a numerical rating system Examples: – 1 - Did not provide details about X, Y or Z... – 3 - Response included X and Y… – 5 – Complete response included X, Y and Z... WHY USE A STRUCTURED INTERVIEW PROCESS? Promotes two-way learning Provides information not in application materials Helps ensure a fair evaluation Promotes goodwill for Normandale May protect the college from legal action INTERVIEW QUESTIONS See Interview Question Bank in Hiring Resources Center on portal. Must include, at a minimum, one question related to diversity/multicultural experiences. INTERVIEW QUESTIONS Must be directly related to candidate’s ability and credentials to do the job. Must include question(s) to assess diversity experience in relation to the position. Example: Tell us about experience you’ve had working as an administrator in an institution with a diverse workforce. INTERVIEW QUESTIONS Situational Questions describe a problem and ask how interviewee would handle it. “What if a parent comes to you and complains about the grade their child received? What do you do?” Behavioral Questions solicit specific examples of past job behavior. “Tell us about a time when you had to resolve a conflict with your staff. How did you handle it?” INTERVIEW QUESTIONS Acceptable Follow-Up Questions “What do you mean by…” “Specifically, what were your responsibilities?” “I want to be sure I understood your response, please explain…” INTERVIEW QUESTIONS - Follow up questions you should not use Anything that reveals: – Political or religious beliefs or practices – Anything else not directly related to standard interview questions or position – Racial or ethnic background – Arrest or criminal conviction – Health or disability information – Age – Sexual orientation, family, or marital status Candidates on Campus For Interview • Meet and escort them from first point of contact until they leave campus • If applicable, arrange for a tour of campus with a non-committee member • If multiple interviewees on campus simultaneously, provide separate waiting spaces • For Administrator candidates, schedule Open Forum Candidates on Campus For Interviews For Faculty and Administrator Candidates: • Schedule ½ hour for candidates to complete paperwork in Human Resources • HR will have them complete -Background check consent -Reference check consent -Provide expense reimbursement request form -Work status questionnaire -Any other relevant paperwork For all other positions, the candidate may complete the applicable forms at the time of their interview. Search Committee chairs may collect the forms from Human Resources. Citizenship/right to work Eligibility for employment may not be limited only to citizens or permanent residents. Because of the time and financial commitment required, the college will determine our potential role in sponsoring a candidate for an employment visa. Citizenship/Right to Work What Can We Ask? In the interview process, do not ask anything about work status. HR has developed a form that candidates complete when they come to campus for their interview. The form contains the two questions we are permitted to ask by Immigration Officials: • Are you legally authorized to work in the US full-time and for all employers? • Will you now or in the future require • employment visa sponsorship? CANDIDATE EXPENSES Administrator candidates will be reimbursed, based on reasonable costs, for transportation (mileage/airfare); lodging for one night; and 3-4 meals Faculty candidates for Unlimited Full-Time positions can be reimbursed up to $250.00 for travel, hotel, and meal expenses if from out of state Interview coordinator should let candidates know when setting up interviews Expense reimbursement request form provided by HR when candidates stop by to complete paperwork Expense reimbursement requests are approved by Vice President and HR Director Welcome to Minnesota REFERENCE CHECKS Purpose: To assist in choosing finalists Generally done after interviews FOR TOP CANDIDATE ONLY Done by hiring supervisor or may be outsourced (for Administrator positions) Use standard form (can be modified with assistance from HR) Permission obtained in writing on standard consent form REFERENCE CHECKS Should never be done independently by committee members Checking references “on your own” may result in removal from the search committee Checking references outside the committee process can result in liability for the college and for the individual REFERENCE CHECKS • If a finalist has prior MnSCU/State experience, consult with HR before making an offer • Always try to ensure that you speak to one reference that was a candidate’s former or previous supervisor SOCIAL MEDIA AND HIRING • Absent a formal policy, hiring supervisors and search committee members should not utilize social media to screen candidates. In Hiring: • Social networking sites often contain personal information about an individual including age, race, marital status, religious affiliation and political views. This information may be “protected” information that an employer cannot ask about in the hiring process or use as a factor in making a hiring or other employment decision. It is recommended that employers either avoid screening candidates on social media sites or ask someone in the Office of Human Resources to review these sites to filter out protected information.* • Ask yourself this simple question: What can I possibly learn about this person’s ability to perform the functions of this job by looking at their Facebook page? • If you would like to discuss the use of social media in your search, please contact the Chief Human Resources Officer. *“Recent Developments in Employment Law” by James Olney, Attorney at Law, at the 2012 Minnesota Society for Human Resources Management Conference CRIMINAL BACKGROUND CHECK • Obtain written permission at time of interview • Only done on finalists for certain positions • Done through Normandale Public Safety Department • If there is a criminal record, Public Safety, the HR Director and College President will make a determination as to relevance SELECTION OF FINALISTS Based upon: Application materials, qualifications Appropriate credentials required by MnSCU system Interview results Reference checks FINAL DECISION Committee recommends three or more unranked candidates to the Hiring Supervisor/Decision-maker noting general strengths and weaknesses of each candidate whose name is forwarded. There must be no written indication of ranking. For faculty searches, Vice President and/or President confer on selection. Committee will be notified of selection/results. CONCLUDING THE SEARCH At the end of the search process, please return ALL of the documentation generated during the search process to HR, including: – Rating forms – Interview notes – Documentation of strengths/weakness THANK YOU!