RECRUITMENT & SELECTION

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CPPFOUNDATION.COM

EMPLOYMENT SERVICES

RECRUITMENT & SELECTION

GUIDELINES AND BEST PRACTICES

FOR

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CREATED JULY 2012 INTRODUCTION PROCESS OVERVIEW KEY RESPONSIBILITIES HIRING AUTHORITY EMPLOYMENT SERVIC ES

STEP 1. PREPARATION FOR THE SEARCH

ASSESS POSITION DUTIES AND STAFFING NEEDS STEP 2. IMPLEMENTING THE SEARCH STRATEGY

POSITION DESCRIPTIONS JOB ANNOUNCEMENTS ESSENTIAL FUNCTIONS

ADDITIONAL RESPONSIBILITIES

QUALIFICATIONS (Minimum Qualifications) DESIRED QUALIFICATIONS

APPLICATION DEADLINES

ADVERTISING POSITION OPENINGS ADVERTISING COPY

EEO/AA STATEMENTS DIVERSITY STATEMENTS EVALUATING APPLICATIONS

Step 3. SELECTING THE CANDIDATES THE SCREENING PROCESS

THE INTERVIEW PROCESS SELECTING THE FINALIST MAKING THE JOB OFFER BACKGROUND CHECKS CHECKING REFERENCES

Step 4. COMPLETING A SUCCESSFUL SEARCH RECORDKEEPING REQUIREMENTS APPENDICES

A. Guidelines for Use of Email in Employment Searches B. Timelines for Filling Positions

C. Essential Functions D. Developing Qualifications E. Sample Position Description F. Sample Job Announcements

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H. Qualification Interpretations I. Inquiry Guidelines

J. Advertising Resources Administered by Employment Services K. Job Candidate Evaluation Form (for interviewing candidates) L. Phone Screening or Interview Form with Sample Questions

M. Transfer Form (for current employees applying for another Foundation position) N. Checklist

INTRODUCTION

The purpose of this document is to set guidelines for the processes associated with recruitment, selection and appointment for all benefited positions in Foundation. While many experts agree that using a clearly defined framework will most often provide the best results for the organization in their recruitment and selection efforts, it is often difficult to find consensus on exactly what framework should be used for a given organization. Still, there are widely recognized practices that when applied consistently will yield much better results when compared to other practices in the ongoing endeavor to recruit, select, and retain the most desirable employees.

Cal Poly Pomona Foundation is committed to a recruitment process that results in the hiring of the best qualified applicants for a given position. All individuals with authority to hire will be accountable for the recruitment, retention, and development of all employees as outlined in this handbook.

It is appropriate to highlight the fact that Foundation promotes equal opportunity through affirmative action in employment and educational programs and activities. Discrimination is prohibited on the basis of race, color, religion, national origin, citizenship, sex, sexual orientation, gender identity, age, disability, and qualified veteran status, and has several Board approved policies outlining this fact. Equal employment opportunity includes but is not limited to recruitment, hiring, promotion, termination, compensation, benefits, transfers, training, education, tuition assistance, and social and recreational programs.

Generally, equal opportunity results when all applicants are treated consistently at every stage of the recruitment process. The information in this document is to provide guidelines to those with hiring authority to help ensure that fairness and consistency are paramount in the recruitment process.

Occasionally, it may be in the best interest of the Foundation to conduct a “Focused Recruitment,” that is, to designate a candidate for hire without using the process described in this guidebook. This might occur on a specific grant where an individual might be named in a grant or when a person has an exceptionally unique set of skills and qualifications. In such cases, the hiring authority must complete the “Focused Recruitment/Hire Request” form. A copy of the form will be maintained in Employment Services along with a copy of the designated candidate’s resume.

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PROCESS OVERVIEW

Step Task Required Recommended

1 Involve Employment Services Yes

2 Obtain approval from Executive Director Yes

3 Create or update position description Yes

4 Validate wage and FLSA Classification Yes

5 Create draft announcement Yes

6 Post vacancy externally (see note below) Yes

7 Utilize search committee Yes*

8 Conduct phone interview Yes

9 Conduct personal interview (for finalists) Yes

10 Use pre‐approved questions for interview Yes

11 Conduct background and reference checks Yes**

12 Extend written employment offer Yes**

13 Complete employment paperwork (ETF, I‐9, etc.)) Yes

14 Coordinate start date/orientation with Employment Services Yes

15 Prepare work area and other employees for new arrival Yes

Notes:

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* Search committees are required to be used for positions at Grade 11 or higher.

** Handled by Employment Services

KEY RESPONSIBILITIES

HIRING AUTHORITY

The hiring authority is typically the person for which budget authority resides for a given position. Often, this will be the unit Director or Principal Investigator. It should be

understood the Cal Poly Pomona President has final authority for all hiring decisions at this University although has delegated that authority to the Executive Director for most Foundation positions.

Supervisors or managers will often handle the administration of a recruitment process and perform the transactions associated with recruitment and selection even though the authority to hire employees resides with their unit Director. Unit Director’s will seek authority form the Executive Director for all regular benefited positions before taking steps to initiate the recruitment process.

Generally, the hiring authority has primary responsibility for the following:

 Developing draft position descriptions or updating existing position descriptions, and reviewing job announcements prior to posting.

 Establishing the essential functions for the position and determining “Additional Duties” for the position.

 Establishing timelines and application deadlines within the limitations of the recruitment process.

 Screening and evaluating applications and creating a “short list” where appropriate.  Developing “position specific” interview questions for review by Employment

Services. Employment Services will provide generic interview questions and will approve all position specific interview questions prior to the interview process.  Conducting interview sessions.

 Communicating with applicants about the status of their applications and/or the recruitment process.

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 Assuring appropriate confidentiality at each stage of the search.

 Making the final decision on all recruitments regarding a regular benefited position.  In collaboration with Employment Services, determining the offered rate of pay to the

selected finalist.

 Presenting the verbal offer of employment to the finalist.  Maintaining all records associated with the recruitment.

The hiring authority may form a search committee to assist with the recruitment for a particular position. The search committee may participate in any or all of the above activities. However, a search committee is required to be utilized for all positions at salary grade 11 or above, and not utilized for positions filled by students or for part time non-benefited positions.

EMPLOYMENT SERVIC ES

Employment Services has responsibility for the recruitment and selection processes within Foundation and is accountable for ensuring fair and consistent outcomes are achieved within the system, as well as overall policy compliance. Employment Services administers the applicant management system, which is within the Kronos system, along with the majority of records associated with recruitment and selection activities, and is the custodian of all employment records which also includes all records

associated with recruitment and selection.

 Reviewing, editing, and finalizing all position descriptions. This process will be one of collaboration between the hiring authority and Employment Services. Employment Services will classify each regular benefited position for pay range and for FLSA status based on the final position description.

 Placing job announcements in the appropriate posting venues.  Be a facilitator or observer on hiring committees.

 Facilitate the process for internal transfers or promotions.

 In collaboration with the Hiring Authority, determine the offered rate of pay to the selected finalist and projected start date.

 Presenting the formal written offer of employment to the finalist.

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 Conducting the on-boarding process such as benefits briefings, setting up phone and email accounts, and issuing the parking pass.

 Verifying the recruitment and selection process is following all Foundation policies, and is free from harassment and discriminatory practices of all types, and help ensure the process is delivering quality employees well matched to the position in a timely and cost effective manner.

STEP 1. PREPARATION FOR THE SEARCH

ASSESS POSITION DUTIES AND STAFFING NEEDS

 Contact Employment Services to obtain the most recent Position Description on file and to gain an understanding of the time requirements for filling an existing vacancy or newly created position.

 Review and update the Position Description. Return updated Position Description to Employment Services and they will complete the classification process.

 Determine if the initial search for a qualified candidate will remain within the Foundation (e.g. internal posting only) or if a national search will be necessary by using several external recruitment venues.

 The hiring authority must obtain approval from the Foundation Executive Director prior to initiating the process to fill any vacancy.

STEP 2. IMPLEMENTING THE SEARCH STRATEGY

POSITION DESCRIPTIONS

Position descriptions for each regular benefited job title are maintained in Employment Services. Position descriptions are often used for part time and student positions and are encouraged to be maintained at the unit level. Whenever a Position Description is used to support a recruitment effort, the minimum/required qualifications identified within a position description must be used.

A common phrase found on a position description might be “any equivalent combination of education/experience for which comparable knowledge, skills and abilities have been achieved”. When this phrase is used in a Foundation position it means one year of education is equal to one year of experience or vice versa unless otherwise stated in the position.

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Job announcements must be posted on the Foundation website using the Kronos Applicant Management System. Departments must first draft the job posting and then forward to Employment Services for review, edit, approval and posting to the Foundation’s website and to other websites used by Foundation such as CalJOBS. Employment Services may delegate the job announcement process to hiring authorities in certain situations and only with prior approval.

ESSENTIAL FUNCTIONS

Identifying “essential functions” is mandated by the Americans with Disabilities Act. Although the essential functions do not need to be included in advertisements, Foundation must identify essential functions on the position description for every regular benefited position. The essential functions are the core or required duties of a position as opposed to marginal responsibilities of the position.

ADDITIONAL RESPONSBILITIES

When determining “additional responsibilities”, these are duties and responsibilities that might be needed and somewhat important but are not “core” to why the position exists.

QUALIFICATIONS (Minimum qualifications)

“Qualifications” are the education, experience, skills, and/or knowledge needed to perform the essential functions of a position. Key issues to consider when identifying qualifications include the need to:

 State qualifications clearly. Take caution to distinguish between required/minimum qualifications and desired qualifications.

 Ensure required/minimum qualifications are general enough to assure applicants can meet them and specific enough to assure the hiring authority that the applicants have the necessary education, experience, skills, and/or knowledge to perform the essential functions.

 Assure applicants meet the required/minimum qualifications to be eligible for an interview. Direct knowledge of an applicant’s qualifications may NOT be used in determining whether the applicant meets the minimum qualifications. Only the information provided via the application process may be used to determine whether an applicant meets advertised required/minimum qualifications.

 Present desired qualifications when appropriate. “Desired qualifications” are a further refinement of the required qualifications or additional qualifications that would enhance an applicant’s ability to perform the essential functions of a position.

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DESIRED QUALIFICATIONS

All positions will state “required/minimum qualifications” and some positions may have “desired qualifications”. Listing desired qualifications will help make it clear to applicants what is necessary to enhance their ability to achieve satisfactory outcomes on the job, and possibly exceed expectations on a regular basis when performing the essential duties of the position.

APPLICATION DEADLINES

Application deadlines provide applicants assurance that the hiring department will treat them consistently and offer a timeline for assessing when interviews might occur.

Application deadlines may be a single date or may continue until the search is closed. If sufficient applications are not received prior to the application deadline, the department may contact Employment Services to extend the deadline.

Example of appropriate application deadline language is:

“Applications must be received by 1:00 PM, July 15, 2012.”

Additionally, Foundation has several positions which are intended to create a constant pool of applicants from which to draw upon. These positions are typically posted with a deadline that indicates “Open Continuously” or similar language.

ADVERTISING POSITION OPENINGS

It is the responsibility Employment Services to advertise positions to ensure a well-qualified and diverse applicant pool, in collaboration with the hiring authority. An analysis of available recruitment sources should be conducted and will typically include recruitment resources, cost, advance time required to place announcements and whether the source is recognized and regularly viewed by potential applicants.

Examples of advertising sources include but are not limited to:  Foundation’s website

 CalJOBS.com and other websites

 Colleges and/or Universities (including Cal Poly Pomona)  Professional organizations

 Employment assistance organizations  Diversity organizations

 Selected publications (E.g. Chronicle of Higher Education)

 Direct contact with potential applicants or with individuals from whom nominations are sought.

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Hiring authorities should include the draft ad copy along with the preferred locations of the advertising sources when submitting the job announcement to Employment Services. Employment Services will assist hiring authorities in developing ad copy and with submitting job announcements to various media as appropriate.

Note: All positions must be advertised on the Foundation’s website.

ADVERTISEMENT COPY

Long Ad – includes the complete job announcement, E.g., duties, all required and desired qualifications, application deadline, application material, EO/AA statements, and criminal background check statement. Long ads also usually include general information about the department and Foundation.

Short Ad – includes shortened version of duties, all required and desired qualifications, application deadline, application material, EO/AA statements, and criminal background check statement.

EO/AA STATEMENTS

Foundation job postings include an equal opportunity statement and it is standard for all job announcements.

DIVERSITY STATEMENTS

Diversity statements may be included on job announcements at the discretion of the hiring authority. They are not required.

Examples of diversity statements that might be used include:

a) Foundation encourages and supports diversity among applicants and employees. b) Diversity is a key component of excellence at Foundation, and the [name of

hiring unit] supports the value of diversity among all of its employees.

c) The [name of department/hiring unit] actively seeks diversity among applicants and supports the diversity of employees.

d) Foundation encourages and values a diverse workforce. Diversity statements do not take the place of the EO/AA statement. EVALUATING APPLICATIONS

The hiring authority (or search committee) must screen applications using the “Applicant Evaluation Summary”. This is a critical stage in the recruitment process and care should be taken so that all applicants are treated consistently.

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 Any application incomplete by the advertised deadline must be set aside. These applicants are not eligible for consideration for the position and there are no exceptions.

 The hiring authority (or search committee) may, however, follow-up with all applicants who have not submitted all required application material.

 Only the information provided via the application material may be used to determine whether an applicant meets advertised qualifications.

Step 3. SELECTING THE CANDIDATES

THE SCREENING PROCESS

 For all complete applications determine which applicants meet the advertised required/minimum qualifications using the Applicant Evaluation Summary. Any applicant who does not follow the stated process for applying to a position, such as missing the deadline for applying, or who does not meet the stated minimum qualifications for the position is deemed “unqualified” for the position and shall not be considered for the position.

 If the “equivalency statement” is used in the required/minimum qualifications, the hiring authority (or search committee) must adhere to the equivalency interpretation and to the criteria established for education in place of experience and experience in place of education.

 Determine which applicants meet the preferred qualifications when preferred qualifications are included on the position description. When applicants do not meet all of the preferred qualifications, the committee may reassess applicants several times based on factors such as the best mix of desired qualifications or possession of the most critical desired qualifications.

 A hiring authority (or search committee) may ask for additional application material or may conduct an initial phone screening to help determine suitability for interview. (Phone screening at this stage is considered part of the initial qualification review process rather than an interview.)

THE INTERVIEW PROCESS

Interviews may be conducted by the hiring authority (or search committee), other administrators inside and outside the hiring department, peers or constituencies such as students. Interviews may be conducted in person, by telephone or video conference. There is no minimum number of candidates required to be interviewed for a position although when a large number of qualified applicants exist, it is appropriate to create a “short list” as described below.

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Managing Large Applicant Pool’s:

At the end of the screening process, ideally, there should be no more than 10 applicants to move to the interview stage of the process. In situations when a large number of qualified applicants exist (E.g. more than 12) it may be desirable to conduct one or more sessions of phone interviews to help cull the pool of qualified applicants to a manageable number for personal interviews (or search committee interviews), such as ending up with 5 or 6 of the most suitable applicants. Still, the same process and same questions should be used in each session of phone interviews, to help ensure consistency and fairness during the process.

Some factors to be aware of at the interview stage:

 The interview method, agenda and questions should be the same for all candidates interviewed.

 When both internal and external candidates are involved in the search, internal candidates interviewed should be treated the same as external candidates interviewed.

 If a search committee is used, members should make every effort to attend all interviews. In the case of an absence or illness, those members who conduct the interview may share their assessment with the absent member(s).

 Tests may not be used as an evaluative tool unless that test has been validated for the position in accordance with the federal Uniform Guidelines on Employee Selection. Employment Services must approve all tests (prior to using) and maintain a copy of the test used to select candidates for employment.

 If a candidate requests a disability accommodation to participate in an interview or to complete an application, contact Employment Services for assistance before agreeing to or declining the requested accommodation.

 The hiring authority (or search committee) is responsible for evaluating the results of the interview processes. When a search committee is used, they should create a “short list” of finalists to be interviewed by the hiring authority. Typically, this will be the top 2 or 3 candidates. A recommended form to use for search committee’s is found in Appendix L and is titled “Job Candidate Evaluation Form”. Once completed, these forms must be forward to Employment Services as part of the retention of records policy.

SELECTING THE FINALIST

The hiring authority will decide which, if any, of the short listed applicants will become the finalist and receive the job offer. This decision will be made only after the hiring authority has met and interviewed all applicants on the “short list”. Prior to making a job offer to the finalist, the hiring authority should notify Employment Services of their decision on which person was selected. Employment Services will review the Applicant

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Evaluation Summary and the Interview Evaluation, and the final decision before the hiring authority makes a job offer.

MAKING THE JOB OFFER

Upon Employment Services approval of the Job Offer Request, the hiring authority will contact the selected candidate and make the offer, verbally. The initial rate of pay for new employees is typically within the first quartile and in many cases the starting point of the pay range is appropriate. Discussions about specific rates of pay should occur with Employment Services or the Executive Director depending on the specific level of the position.

Once the employment offer is accepted, the hiring authority will notify Employment Services, which will then follow up with a signed job offer letter to the selected candidate. The hiring authority will notify the other final candidates they were not

selected for the position. In rare cases, the top candidate might not accept the offer and if that occurs, the hiring authority should consider offering the position to the 2nd choice candidate.

BACKGROUND CHECKS

A background check is required for the finalist once the position has been offered. As part of the hiring process, Foundation requires disclosure of relevant employment, education, and criminal history information. For specific positions, finalists may also have their academic credentials, professional licensing/certification, motor vehicle records, and fingerprints reviewed.

NOTE: A signed authorization from the final applicant who has been offered the position is required before criminal record information or background information may be requested. This authorization form is obtained from the finalist from Employment Services when the written offer of employment has been delivered

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CHECKING REFERENCES

References may be checked only after a job offer has been made. Equal opportunity issues in checking references include:

 Applicants should be notified if the hiring authority (or search committee) plans to contact references beyond those provided by the applicants.

 Reference information may also be obtained for Foundation employees who are finalists for a position by requesting a review of performance evaluations in the official employee file. Contact Employment Services to schedule an appointment for review of a personnel file.

 When an existing Foundation employee is a finalist, direct knowledge of work performance may be shared by search committee members. If more than one

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Foundation employee is a finalist, this direct knowledge must be shared for all Foundation employees for whom direct knowledge exists, or a decision must be made not to share direct knowledge about any Foundation employee.

 Direct knowledge may not be used when determining whether the Foundation employee meets the minimum qualifications as this is done with the Applicant Evaluation Summary. Direct knowledge includes direct supervision or experience working directly with the applicant.

Step 4. COMPLETING A SUCCESSFUL SEARCH

Once the selected candidate has accepted the job offer, Employment Services prepares a written offer letter (start date, conditions of employment, salary, etc.) and sends the offer letter to the candidate. Once Employment Services receives the signed acceptance/offer letter it will notify the hiring authority. Employment Services will then schedule a New Hire Orientation for the selected candidate.

RECORDKEEPING REQUIREMENTS

In addition to retention of records within the Kronos Applicant Management System, Employment Services must retain a position file for at least two years from the date of hire.

The position file must contain the following documentation:

 Advertisements and any other job posting notices placed by the department for the position;

 Supplemental material requested by the department (e.g., samples of work, philosophical statements);

 All correspondence with applicants, candidates selected for interview, candidates offered employment, and references;

 Documentation of the search committee findings, including interview and notes, committee deliberation notes, job related reasons for not interviewing an applicant, and job related reasons for the hire/non-hire of each interview candidate.

A copy or original documents of the position file containing all of the above records must be retained in the Employment Services department for the required record keeping period.

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APPENDICES

A. Guidelines for Use of Email in Employment Searches

The use of email in searches establishes a record that becomes part of the search material that must be retained for two years by Foundation. Additionally, email

may be forwarded (with or without changes) without the original sender’s

permission. Email may be considered a public record that must be made public under certain circumstances; therefore, the following guidelines are provided to assist in assuring appropriate confidentiality of the search process.

1. Acceptable uses of email by search committee members:  Setting committee meeting times/locations.

 Distributing/discussing recruitment process information, e.g., drafts of ad copy, search plans, interview itineraries and questions, reference questions/process, criteria to evaluate whether qualifications are met.

 Appropriately communicating with applicants, e.g., provide information about the status of the search, request reference names, provide itinerary/information about interviews, and offer option to provide missing application material.

 Appropriately communicating with references, e.g., set appointments for telephone reference calls.

 Contacting potential applicants to alert them to vacancies, provide ad copy, and provide general information in the public domain about the department, college, and/or university.

2. Unacceptable uses of email by search committee members:

 Discussing by name individual candidates’ qualifications and status in the search (e.g., on the short list, to be interviewed, etc.).

 Discussing specific reference information about named candidates or named references.

 Providing confidential search information to anyone, i.e., if the information is confidential, it is best not to share even with appropriate individuals via email.

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Email Applications

All applications must be submitted via the Kronos Applicant Management System to be considered for the interview process. However, if a hiring authority receives a request from a potential applicant for an accommodation to the application process, the hiring authority must contact Employment Services for evaluation and disposition of such a request.

B. Timelines for Filling Positions

For planning purposes:

1. Internal Search Only = Minimum 3 business days for posting announcement. 2. All other searches = Minimum 5 business days for posting the announcement. 3. Screening applicants may commence once the minimum time has elapsed. 4. Screening takes at least 1 business day.

5. Phone screening or phone interview take at least 1 business day.

6. Personal interview takes at least 1 business day. When using a search committee it may take 2 – 4 weeks depending on the availability of committee members and qualified applicants.

7. Hiring authority making final offer to best qualified applicant = 2 days minimum. 8. Formal offer letter takes at least 1 business day.

9. Return of signed offer letter takes at least 1 business day.

10. Start of employment – can take 2 – 4 weeks after offer has been accepted. Start date for regular benefited employees is based on New Hire Orientation date, determined by schedule posted by Employment Services.

11. Non-regular employees start at the beginning of a pay period (every other Monday). Note: Planning is essential in this process and there are no short cuts….

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C. Essential Functions

The Americans with Disabilities Act (ADA) requires Foundation to identify the essential functions for all positions. Essential functions are:

 the core or critical duties of a position that, in effect, define the job;

 used in helping determine whether a requested accommodation for a disability is appropriate; and

 used in assisting the determination of whether an applicant can perform or an employee is performing the job, with or without accommodations.

The following are the federally defined criteria for determining essential functions of a position and is what Employment Services uses to determine “essential functions” for all position descriptions:

 the reason the job exists is to perform a particular function (e.g., clean rooms for a custodial position);

 there are a limited number of employees available among whom the performance of a job function can be distributed (e.g., perform medical examinations for a physician position);

 function may be highly specialized so that a person is hired for his/her expertise or ability to perform a particular function (e.g., conduct DNA testing for a research specialist position);

 employer’s judgment that a function is essential (e.g., answer phones for a receptionist position);

 the amount of time spent on the job performing the function makes it essential (e.g., provide programming to create reports for a computer programmer position);

 the consequences of not requiring the incumbent to perform the function make it essential (e.g., landing planes for a pilot position);

 the work experience of past incumbents in the job makes a function essential (e.g., maintain budget information for a program coordinator position); and

 the current work experience of incumbents in similar jobs (e.g., provide word processing for an office assistant position).

Examples of essential functions, which may be appropriate for some positions, are listed below. Note the essential function begins with a verb. Ideally there should only be from three to five essential functions per position. Essential functions must be

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appropriate to the position and may vary for the same position title from department to department.

Administrative Assistant

 Schedule appointments and maintain calendar for director  Monitor budget expenditures for department

 Initiate confidential correspondence on behalf of the director  Maintain databases and develop reports

 Use computer

 Communicate orally and in writing Office Assistant/Receptionist

 Answer phones

 Direct callers and visitors to appropriate departmental staff  Maintain phone/visitor log

 Provide back up word processing and database support for office specialist Program Coordinator:

 Develop program goals and objectives  Prepare funding proposals

 Develop and facilitate programs/workshops and coordinate scheduling and communication logistics

 Evaluate program effectiveness and compliance with funding agency requirements

 Supervise staff

 Communicate orally and in writing Materials Handler

 Order, receive, and stock material

 Operate forklift, hand trucks and dollies to move materials

 Use computer to track orders, receipts, stock, and transfer of materials  Lift up to 50 pounds of merchandise without assistance

Research Specialist

 Conduct lab tests using appropriate equipment and protocols  Maintain tissue samples in appropriate and secure manner  Analyze and report results of tests conducted

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D. Developing Qualifications

Required/minimum qualifications are those that are absolutely necessary to perform the essential functions of a position. Minimum qualification need to be general enough so that applicants can meet the qualifications and specific enough to be able to determine whether an individual can perform the essential functions of the position.

Desired qualifications are either a refinement of some of the required qualifications or additional qualifications that better demonstrate an individual’s ability to perform the functions of the position.

Employment Services recommends expressing qualifications as either “experience” with or “demonstrated knowledge” of particular areas. Experience means an applicant clearly demonstrates performing a function or using a tool (such as computer software). Demonstrated knowledge means someone lists the appropriate language on a résumé but does not have to show experience. When “skill” is listed as a qualification it must be in an area that can be demonstrated within the application material, e.g., editing skills (i.e. no typographical errors, etc.), communication skills, and/or organizational skills (i.e., how the application material was organized).

Examples of qualifications and issues are listed below. Qualifications that may be too general:

 Bachelor’s degree – Without indications of acceptable disciplines, the question is what experience/knowledge is gained by the degree that will assist someone in performing essential functions?

 Experience in higher education – Technically, anyone who has attended a class at a higher education institution meets this qualification; therefore, how does this help determine whether someone can perform an essential function?

 Computer skills – Although individuals list “computer skills” on résumés, there is usually no indication of the actual “skill”. While there is evidence the individual uses appropriate language there is often no evidence of the skill level or whether the skill has actually been demonstrated anywhere.

Qualifications that may be too specific:

 Bachelor’s degree in English – Can the department document that performing the essential functions truly requires a degree in one discipline only?

 Experience using Excel, Access and MySQL to create interactive, relational databases for personnel tracking – Applicants would have to show that all three (Excel, Access and MySQL) were used in creating interactive, relational databases specifically for personnel tracking purposes, and it may be difficult to find individuals who have this specificity of experience.

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Qualifications that may be unclear:

 Experience supporting a senior administrator – What does “support” mean, and what qualifies as a “senior administrator”? This qualification does not assist the applicant in understanding what the department wants as a qualification.

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E. Sample Position Description

CalPolyPomonaFoundation

JobDescription

PreparedDate: August 2012

EmployeeName:

Classification: Webmaster

Department: Marketing

SalaryGrade: 12

ReportsTo: Marketing Director

FLSAStatus: Exempt

WorkCompCode: 1001

Summary:Position is responsible for planning, development, maintenance, and accessibility ofthe

Foundation's website while promoting Cal Poly Foundation's Mission.

EssentialDutiesandResponsibilities:include the following. Other duties may be assigned.

1. Create and maintain applicable websites

2. Maintain the Marketing departments network infrastructure.

3. Maintain databases and functionality related to the Foundation websites.

4. Test for Accessibility and section 508 compliant websites and make needed modifications to websites to meet compliance.

AdditionalResponsibilities

1. Create software to facilitate Marketing department work flow. 2. Project management of special events.

3. Provides technical and software support.

4. Collaborate with internal customers and external vendors on special website events, promotions, marketing campaigns, or specific design projects.

5. Design flyers, banners, brochures, booklets, menus, etc.

6. Create Digital content such as HTML Emails, slideshows, interactive PDF forms, etc. 7. Produce reports and assist with general analysis of data as it relates to marketing

8. Create graphic and design material for Marketing projects including newsletters, brochures, video scripts, PowerPoint presentations, text and image scanning and output, CD support, web sites, exhibits and displays content

9. Integrate social media content into websites, such as YouTube & twitter.

SUPERVISORYRESPONSIBILITIES: None.

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE: Bachelor's degree from accredited four‐year College or University in Computer Science, Computer Information Systems, or MIS; and 4‐6 years of related experience and/or training.

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Desired: Master’s degree in computer science with 8 years of related experience.

SKILLS: Proficiency with the following at intermediate to advanced level: HTML, XHTML, CSS design, cross‐browser and cross‐platform compatibility, Access, MySQL, JavaScript. Adobe suite: Illustrator, Photoshop, InDesign, Fireworks, Dreamweaver. .NET, ASP, ASP.NET, VB.NET, MS SQL, Jquery, vbscript. Working knowledge of PHP, XML, C#, Flash.

LANGUAGE SKILLS Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedural manuals. Ability to write routine reports and

correspondence. Ability to communicate effectively with customers and vendors. Ability to relate information positively and effectively with a diverse faculty, staff and student body.

MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs. Ability to solve basic algebraic equations as they relate to

programming.

REASONING ABILITY: Ability to solve practical problems and able to interpret a variety of instructions furnished in written, oral, diagram or schedule form. Ability to work on multiple concurrent and diverse projects. Superior organization skills.

PHYSICAL DEMANDS: The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable

accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, talk or hear, and walk. The employee is occasionally required to stand; use hands to finger, handle, or feel and reach with hands and arms. The employee will use a computer to perform at least 60% of their work. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually medium to quiet and is in a standard office environment.

Thisjobdescriptionsupersedesallpriorjobdescriptionsandisintendedtodescribethegeneralcontentandessential

requirementsforthepositionlistedabove.Itisnottobeconstruedasanexhaustivestatementofrequirements,duties,

andresponsibilities.Managementreservestherighttoaddorchangethedutiesofthispositionasrequiredatanytime.

AllemploymentwithCalPolyPomonaFoundation,Inc.isat‐willandshallcontinueonlyuponthemutualconsentofthe

Foundationandtheemployee. ThismeansthatanemployeemayterminatehisorheremploymentwiththeFoundationat

anytimewithorwithoutcauseorpriornoticeandthattheFoundationmayterminateanemployee’semploymentatany

timewithorwithoutcauseorpriornotice.

Employee Acknowledgement: I have reviewed and received a copy of this job description and I am able to perform all essential functions of the job.

____________________________________________ Employee Signature/Date

____________________________________________ Supervisor Signature/Date

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F. Sample Job Announcement

JOB POSITION: Webmaster

DEPARTMENT: Foundation Marketing

DATE Available: September 15, 2012 REFERENCE: 12-27

Cal Poly Pomona, noted for its scenic 1,400 acre campus located about 30 miles east of Los Angeles, is part of one of the most dynamic economic and cultural regions in the country. The University integrates technology into a traditional liberal arts education as well as into the applied sciences. This long-standing polytechnic approach, which is paired with our learn-by-doing philosophy, makes us unique among traditional universities and has earned us the reputation of developing individuals who are among the most sought-after in today's marketplace. Cal Poly Pomona Foundation is an integral part of the

University and was established to provide support services to the campus community, and currently has a unique employment opportunity for a Webmaster in its Marketing department.

The Webmaster is responsible for planning, development, maintenance, and accessibility ofthe Foundation's website while promoting Cal Poly Foundation's Mission.

MINIMUM EDUCATION and/or EXPERIENCE: Bachelor's degree from accredited four‐year College or

University in Computer Science, Computer Information Systems, or MIS; and 4‐6 years of related experience and/or training. Proficiency with the following at intermediate to advanced level: HTML, XHTML, CSS design, cross‐browser and cross‐platform compatibility, Access, MySQL, JavaScript. Adobe suite: Illustrator,

Photoshop, InDesign, Fireworks, Dreamweaver. .NET, ASP, ASP.NET, VB.NET, MS SQL, Jquery, vbscript. Working knowledge of PHP, XML, C#, Flash.

Desired Qualifications: Master’s degree in computer science with 8 years of related experience. WE OFFER:

 Competitive compensation package.

 Rich benefits package including medical, dental, vision, life, paid holidays, paid vacation and sick time, and a retirement program currently offered through CalPERS.

APPLICATION PROCESS. To be considered for this position you must apply at our website

www.foundation.csupomona.edu; click on “Job Opportunities”. Applicants not following this

process will not be considered for this position. This position will remain open until 4:00PM PST on July 27, 2012.

Cal Poly Pomona Foundation, Inc. 3801 W. Temple Ave., Building #55

Pomona, CA. 91768

Employees of Cal Poly Pomona Foundation are non-State of California employees. Safety on Campus “Your Right to Know” In compliance with the Jeanne Cleary Disclosure of Campus Security Policy & Campus Crime Statistics Act, Cal Poly Pomona’s annual security report. The report includes institutional policies concerning campus security, such as policies concerning alcohol & drug use, crime prevention, the reporting of crimes, sexual assault, & other matters. You can obtain a printed report by contacting Foundation Human Resources (909) 869-3764, Police services at (909) 869-3070, or access the report online at

http://www.csupomona.edu/~public_safety/security_report/ ** An Affirmative Action/Equal Opportunity Employer. ** The Foundation hires only individuals lawfully authorized to work in the United States. ** Americans With Disabilities Act ** Qualified applicants with a disability will receive reasonable accommodation during any phase of the selection process. Requested accommodations should be made in advance to the Foundation Employment Services Department by contacting Nora Fernandez at 909-869-4378.

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G. Application Reviews

Are the applications complete?

The first step in screening applications is checking to see if the applicant has provided all application material required in the announcement of the position. If not, this is an incomplete application and either a) should not be reviewed, or b) all applicants with incomplete applications should be notified and given an opportunity to complete the applications by a specified date.

Has criteria been established to determine what information the applicant must provide to demonstrate the required and desired qualifications have been met? For example, if a qualification is “four years of related experience,” examples of what constitutes “related experience” should be determined in advance of reviewing applications. It would be appropriate to look at the essential functions to determine what type of experience is related to the ability to perform those functions; this does not, however, constitute screening from the essential functions since the person must still have four years of related experience. See Checklist below for examples of criteria for assessing qualifications.

Has a checklist of the required and desired qualifications been made available to persons screening applications? A checklist, the “Applicant Evaluation Summary” can be used to itemize the qualifications with a distinction between the required and desired qualifications. This feature helps evaluators clearly indicate whether an applicant meets the qualifications. Points for how well a person meets those qualifications are not necessary. For example:

Checklist

Required Qualifications:

Bachelor’s degree in related field; OR Any equivalent combination of education and/or experience from which comparable knowledge, skills, and abilities have been achieved.

Related fields: English, Communication, Journalism, or related field. Equivalency: Four years of experience relevant to the position in which English, Communication, Journalism, or related

Disciplines may be applied; OR

Associate’s degree in English, Communication, Journalism or related field AND two years of Relevant applied experience.

Desired Qualifications:

Experience: Maintaining databases and developing reports Organizing and scheduling meetings

Monitoring budget expenditures Using MS Office applications

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The indented items above are examples of criteria used to determine whether candidates meet the qualifications and should be distinguished on the Applicant Evaluation Summary.

Does the application materials of persons recommended for interview explicitly demonstrate that the required qualifications are met?

Evaluators must be sure all of the required qualifications are evident on the application material. For example, have the number of years of experience required been checked on the application material; if supervisory experience is required, does the application explicitly indicate supervision? When a specific number of years of work experience are required, this means full-time work experience. Evaluators need to remember graduate assistant and student work experience is usually not full-time experience. Personal knowledge of an individual’s work/educational experience may not be used to qualify the person for an interview; the qualifying information must be evident on the application.

Has the evaluator changed the rules of the process (e.g., the application material required or the required/desired qualifications) based on what the applications are actually like?

For example, if the advertisement requires e-mail addresses of three references and none of the applicants provide this, then none of the applications are complete and must not be reviewed until they are complete. It is inappropriate to decide in the middle of the process that a qualification or some part of the application material is no longer relevant just because it will exclude an otherwise excellent candidate from consideration.

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H. Qualification Interpretations

1. Experience

 Years of experience is based on full-time experience (e.g. 40 hours/week).

 Volunteer experience must indicate hours/week to be counted toward meeting experience requirements.

 Titles without an explanation of duties are not acceptable in determining whether an applicant has specific experience (e.g. the title of Director does not indicate someone has supervisory experience).

2. Foundation’s Equivalency Phrase (e.g. “any equivalent combination of education and/or experience from which comparable knowledge, skills and abilities have been achieved”)

 This is interpreted as one year of experience is equal to one year of education or vice versa.

 When a degree is counted as the equivalent of experience, the degree must be in a discipline that is relevant to the experience; when experience is counted as equivalent to a degree, the experience must be relevant to the discipline(s) of the required degree.

 One year of education is equal to 24 credit hours.

 A bachelor’s degree is equal to four years of experience; a master’s degree is equal to six years of experience; a juris doctorate is equal to seven years of experience; a doctorate is equal to eight years of experience.

 Dates of attendance at a post-secondary institution do not indicate whether the applicant meets the equivalency interpretation unless credit hours earned are provided or an earned degree is identified.

3. Degrees

 Must be complete at the time of application if a degree is a required qualification NOTE: Direct knowledge of an applicant’s qualifications may NOT be used in determining whether the applicant meets qualifications. When evaluating whom to interview, only the information provided via the application materials may be used to determine whether an applicant meets advertised qualifications.

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I. Inquiry Guidelines

Questions about any of the following may be asked only when these factors are bona fide occupational qualifications (BFOQ’s). It is imperative, therefore, that persons interviewing applicants, participating in the interview process, or checking references be aware of and follow these guidelines on information that should NOT be sought from applicants or references. It is important to remember to ask only job-related questions during interviews and reference checks.

Address – Specific inquiry into addresses that would indicate ancestry or national origin is prohibited, such as a foreign address. It is permissible to ask for the current address of an applicant.

Age and Date of Birth – Federal law prohibits discrimination on the basis of age. Restriction of employment is permissible only when age is a BFOQ.

NOTE: An applicant who is offered a position must disclose date of birth to confirm identity for purposes of completing the Foundation required background check.

Arrest/Conviction Record – It is inappropriate to ask about an applicant’s arrest record. Foundation may exclude persons convicted of certain offenses from consideration for employment in certain positions. Foundation requires completion of a criminal background check before an individual is hired or within 15 days.

Birthplace and Citizenship – It is inappropriate to ask the birthplace of an applicant. It is acceptable to ask applicants if they are legally eligible for full-time employment in the United States and, if the answer is yes, to ask for the immigration status (e.g., J1, F1 OPT, H1B). Applicants may not be asked for the country of their citizenship.

Disability – It is unlawful to ask applicants whether they have a disability. Foundation may ask whether applicants can perform the essential functions of a position. The applicant’s response to the question must be taken at face value. If an applicant requests a disability accommodation for an interview, contact Employment Services before agreeing to or declining the request.

Education – It is permissible to inquire about an applicant’s academic, professional, or vocational educational background when it is a job-related requirement. Asking about the national, racial, or religious affiliation of a school is prohibited.

Financial Data, Credit Record, Garnishment Record, or Fidelity Bonds – Questions to applicants about these issues are considered unlawful unless Foundation can show a business necessity for this information.

Height and Weight – These factors may not be requested from applicants nor should they be considerations for employment unless they have been validated as BFOQs.

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Lowest Salary – It is best not to ask this question of applicants since it might be used in a claim against Foundation for a type of discrimination.

Marital Status and Relatives – Questions about an applicant’s relatives, marital status, and/or dependents are prohibited. Employment decisions are to be made without regard to whether relatives of the applicant work at Foundation unless the employment would involve supervision of or being supervised by a relative. Contact Employment Services when this becomes an issue in employment.

Military Service – It is permissible to ask about military experience in the armed forces of the United States. However, the hiring authority should be careful about using information concerning discharges since the military has stated that discharges given under other than honorable conditions during specific periods of time were discriminatory. It is desirable to afford applicants an opportunity to voluntarily disclose whether they are a qualified protected veteran. The Foundation takes affirmative action in the employment of persons in these categories.

Name and National Origin – No inquiry may be made about an applicant’s maiden/birth name, any previous name, lineage, ancestry, national origin, or descent. Names should only be used to identify applicants.

NOTE: Any candidate offered a position must disclose maiden/birth name or any other previous name to confirm identity for purposes of completing the Foundation required background check.

Organizations – It is permissible to ask about professional organizational memberships provided the applicant is made aware of his/her right to exclude the name or character of any organization that is of a predominantly racial, religious, or sexual character.

Photographs – Photographs may not be required or asked for prior to employment. Religion/Creed – Inquiry into an applicant’s religious denomination, affiliation, parish, pastor, or holidays observed is prohibited.

Social Security Number – Social security numbers may be required once an applicant has been offered a position.

Note: A final candidate offered a position must provide her/his Social Security number or tax ID number for payroll purposes.

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J. Advertising Resources Administered by Employment Services

Print publications:

 The Chronicle of Higher Education  Poly Post Online sites:  CalJOBS.Com  Foundation website  Careerbuilder.com  HigherEdJobs.com  Monster.com  Craigslist.org

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K. Job Candidate Evaluation Form

The candidate demonstrated to your satisfaction that he/she had the necessary technical skills to perform the job successfully.

_____ Exceeds requirements _____ Meets requirements

_____ Needs a little more training _____ Doesn't meet requirements Comments:

Supervising Others

The candidate demonstrated to your satisfaction that he/she had the necessary experience in supervising others to perform the job successfully.

Leadership Skills

The candidate demonstrated to your satisfaction that he/she had the necessary leadership skills to perform the job successfully.

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Interpersonal Skills

Communication: articulated ideas clearly both written and orally. _____ Exceeds requirements _____ Meets requirements

Teamwork

Demonstrated the ability to work well in a team and with superiors, peers, and reporting staff. _____ Exceeds requirements _____ Meets requirements

Time Management

Demonstrated the ability to manage time independently and work efficiently. _____ Exceeds requirements _____ Meets requirements

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Customer Service

Demonstrated the ability to be customer focused.

Motivation for the Job

The candidate expressed interest and excitement about the job. _____ Exceeds requirements _____ Meets requirements

Problem Solving

Demonstrated the ability to design innovative solutions and solve problems. _____ Exceeds requirements _____ Meets requirements

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Skill Needed

--List an additional skill specific to the job you are filling. Demonstrated the ability to:

Skill Needed

--List an additional skill specific to the job you are filling. Demonstrated the ability to:

Overall Recommendation

_____ Highly recommend _____ Recommend _____ Need clarification of qualifications _____ Do not recommend Comments:

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L. Phone Interview Questions

Develop a question that will assess the experience of the candidate in the position you are recruiting. (Example: How many years of inventory management experience do you have?)

Response:

Develop a question that will assess the experience of the candidate specific to your needs. (Example: Tell me about your experience with an inventory of over half a million parts.)

Response:

Develop a question that will assess the experience of the candidate specific to your needs. (Example: Tell me about your experience with computerized inventory control systems.)

Response:

Describe your educational background and experience. Response:

Not to limit you or commit you to a certain dollar figure, but what’s the minimum salary you’d consider right now to accept another position?

Response:

Are you willing to agree to have a criminal background check, references checks, educational background checks and others as appropriate for this position? YES __________ NO ___________

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If the candidate's responses to these questions satisfy the phone interviewer, proceed with the

interview. If not, tell the candidate that you have other candidates who appear to have credentials and experience that more closely match the expectations of the position. End the phone interview.

Learn About Past Company and Job in the Phone Interview

What size was the organization where you last worked in terms of revenue and employees? Response:

What were the organization’s primary products and markets? Response:

If the person had reporting staff, how many people reported to you directly – what were their titles? Response:

If the candidate is not currently working, why and when did you leave your most recent position? Response:

How have you spent your time since you left your most recent position? Response:

How did your most recent position support the accomplishment of the mission of your organization? Response:

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In your previous position, what do you consider your greatest accomplishment(s)? Response:

What were your most significant failures? Response:

How would your supervisor and coworkers describe your work? Response:

What is your reason for leaving your current position? Response:

If currently employed, what would need to change at your current position for you to continue to work there?

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Determine Candidate's Work Environment and Cultural Needs

Describe your preferred work environment. Response:

Describe the management style you exhibit and prefer. Response:

What must exist in your work place for you to be motivated and happy? Response:

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M. Transfer Form

Any existing Foundation employee who requests consideration for a vacancy must complete the form below and submit it to their direct supervisor before being considered for another position. A supervisor must indicate approval or disapproval of the request and shall forward the request to Employment Services for further handling. However, whether a supervisor approves or disapproves the request is only one factor in the decision process for a transfer request.

Internal Transfer Request

This form is used when a current employee chooses to apply for a known vacancy within Foundation.

Employee Name: _______________ Date: __________________

Current Position: _______________________________ Supervisor: _____________ Hire Date: _________________ Time in Current Position: _____________________ New Position: __________________________ Department: ____________________ Reason for Interest in New Position: _______________________________________ _____________________________________________________________________ Note to Employee: Please attach current resume.

I have reviewed the Position Description for the New Position and I confirm that I can undertake the Essential Duties described, with or without reasonable accommodation. Employee’s Signature: _______________________________

Current Supervisor’s Signature: _______________________________ Current Supervisor’s Recommendation: Approve / Disapprove

_____________________________________________________________________ Employment Services:

Meets Minimum Qualifications for New Position: Yes / No Written Performance Counseling in past 6 months? Yes / No Eligibility for Transfer: Yes / No (Minimum 6 months in current role)

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N. Checklist

Action:

1 Obtain approval from supervisor to fill position 2 Create or update Position Description

3 Submit Position Requisition to Employment Services

4 Request Position Classification (or update) from Employment Services 5 Create draft announcement

6 Make determination to internal posting only, or will use external posting 7 Post position as determined

8 Decide on search committee. If used, invite members (3, 5, or 7) 9 Determine estimated timeline for filling position

10 Conduct initial screening of applicants

11 Screen out applicants that do not meet minimum qualifications (no exceptions) 12 Conduct phone interviews for large pools of qualified applicants

13 Create “short list” of applicants to personally interview (5 or less) 14 Create final list of top candidates (1 – 3 candidates)

15 Choose desired applicant for position (hiring authority makes this decision) 16 Determine rate of pay and start date (in collaboration with Employment Services) 17 Make verbal conditional employment offer (upon successful background check) 18 Notify Employment Services to conduct background check

19 Instruct Employment Services to issue written offer letter

20 Coordinate new hire items with start date (E.g. phone, computer, etc.) 21 Plan for employee to participate in orientation with Employment Services 22 Introduce new employee to department