Finding Your Dream Employee! (or How to Avoid Hiring Nightmares)
Recruiting, Interview, Hiring, and Orienting Your New Employee
Step 1 – Position Control FormFilling an Existing Position or Creating a New Position
Who is Responsible – Department Hiring the Position/Human Resources/ Finance/Administration/Board of Education / When Is It Due?
Department Director / · Submits completed Position Control Form (PCF) along with Position Request Template (PRT - for new positions) or Job Description (for vacancies) to HR Rep./HR Recruitment Support.
HR Rep./HR Recruitment Support / · Obtains the appropriate signatures/approval on the Position Control Form from:
§ Human Resources Director
§ Finance
§ Deputy Superintendent (to be reviewed by the Superintendent’s Cabinet and signed by the Superintendent)
§ **Board approval - Personnel List
**For new positions or existing positions which have been significantly changed.
Step 2 – Finding the Candidates – Recruiting Steps
Who is Responsible – Human Resources / When Is It Due?
HR Rep./HR Recruitment Support / · Reviews posting for minimum qualifications (education level, and certifications/credentials) for applicability/ requirements.
HR Rep./HR Recruitment Support / · Checks certifications/credentials required on posting for accuracy with the Department of Education.
HR Rep./HR Recruitment Support / · Works with Department Director/Supervisor/Dean to identify recruitment sources
· Approves posting and cost of recruitment sources identified.
HR Recruitment Support / · Posts the position – (14 day positing) via all staff email, the OS website, (optional) distributes the posting to additional recruitment sources
· Records recruitment costs
Step 3 – Getting Ready for Interviewing – Building the team, identifying the date and questions, setting up testing
Who is Responsible – Department Hiring the Position/Human Resources
/ When Is It Due?Department Director/ Supervisor/Dean / · Determines:
§ Interview team members
§ Interview date(s) and location
§ Interview questions
and provides this information to the HR Rep./HR Recruitment Support / Five days prior to the posting closing date
HR Recruitment Support / · Works with Department Director/Supervisor/Dean to identify and set up testing for interview candidates. / Five days prior to the posting closing date
Step 4 – Getting Ready for Interviewing – Question review, computer passwords, and applications
Who is Responsible – Human Resources
/ When Is It Due?HR Recruitment Support / · Provides Applitrack Online userid and password (if necessary) and job ID# to Department Director/ Supervisor/ Dean.
· Provides Applitrack Online resume review training (if necessary). / Day after posting distribution
HR Rep./HR Recruitment Support / · Makes any necessary changes to interview questions and returns them to Department Director/Supervisor/ Dean. / Four days prior to the posting closing date
Step 5 – Required/Preferred Credentials and Experience Identify/verify qualifications, credential, certifications and licenses, experience, knowledge skills, etc.
Who is Responsible – Hiring Department/Human Resources
/ When Is It Due?Department Director/ Supervisor/Dean / · Reviews applications for all candidates to verify they possess the skills, knowledge, experience required by the posting.
· Discusses resumes with interview team members and selects candidates to be interviewed (suggested minimum of five candidates per round of interviews).
Note: HR Recruitment Support may also assist (as requested) the Department Director/Supervisor/Dean with sorting and filtering of applications to narrow down the candidate pool and with creating an Applitrack folder to house filtered applications. / One – two days after posting closing date
Department Director/ Supervisor/Dean / · Provides HR Rep./HR Recruitment Support with list of possible candidates selected for interviews (no more than eight for first round interviews). / Two days after posting closing date
HR Rep./HR Recruitment Support / · Reviews resumes for all candidates to be interviewed to verify they possess the minimum qualifications required by the posting. / Three days after posting closing date
HR Rep./HR Recruitment Support / · Confirms through the Department of Education that candidates to be interviewed:
§ They possess the required certifications/licenses (if applicable)
§ Certifications are registered with the Department of Education and are current
§ If candidate is certified in another state, checks/verifies with other state reciprocity with Department of Education (i.e., can their certification be transferred from another state to Michigan).
· Notifies department of review results. / Four days after posting closing date
HR Rep./HR Recruitment Support / · Notifies all external candidates not selected for interview by email. / Once HR review of candidates has been completed
Department Director/Supervisor/ Dean / · Notifies all internal candidates. / Once HR review of candidates has been completed
Step 6 – Arranging the Logistics – Creating the Right Atmosphere
Who is Responsible – Department Hiring the Position
/ When Is It Due?Department Project Assistant/ Office Assistant / · Department hiring the position:
§ Schedules interview room
§ Calls selected candidates to schedule interviews
§ Sends candidate confirmation packets (confirmation letter, copy of posting, drive directions, and employment application). Asks candidates to bring supporting documentation and references (transcripts, certificates, licenses, portfolios, etc.)
§ Arranges for ice water for interview room
Note: Before interviews are scheduled, interview questions must be submitted to/reviewed by Human Resources. / Candidates should be contacted to set up interviews no less than five business days prior to the interview
HR Recruitment Support / · Schedules and conducts candidate testing.
Note: If testing consists of presentation, response to scenario/writing sample, department will handle candidate testing. / Testing scheduled around same time as interviews
Department Project/Department
Assistant/Office Assistant / · Compiles and distributes interview team packets (schedule of interviews, copy of posting, copy of resume for each selected candidate, set of interview questions for each selected candidate) to each interview team member. / No later than the morning of the day before the interviews
Department Director/ Supervisor/Dean / · Works with interview team to assign interview questions to interview team members.
· Reviews with interview team what skills/knowledge/experience they are looking for (the top five can be used later for reference checks). / Date of interview
Department Director/ Supervisor/Dean / · Collects employment application and employment documents (i.e., transcripts, certifications/licenses, and portfolios) from each candidate.
· Reviews the employment application thoroughly to make sure it is filled out completely
· Contacts HR Rep. prior to making hire decision if there are any areas of concern on a candidate’s application.
Note: Refer to the Departmental Step-by-Step Checklist and Evaluation Process, which is located on the Oakland Schools’ Intranet. / On the date of the interview just prior to the interview
Step 7 – Making the First Impression
Who is Responsible – Department Hiring the Position (continued)
/ When Is It Due?Department Director/ Supervisor/Dean / · Provides candidate with an overview of Oakland Schools
· Provides candidate with an overview of the position
· Briefs candidate on expectations of the interview process (today, the decision, and other next steps) / Date of interview
Department Director/ Supervisor/Dean / · Escorts candidate into interview room. / Date of interview
Interview Team / · Facilitates the interview. / Date of interview
Department Director/ Supervisor/Dean / · Escorts candidate from the interview room. / Date of interview
Department Director/ Supervisor/Dean / · Facilitates discussion with interview team regarding each candidate after each interview / Date of interview
Department Director/ Supervisor/Dean / · Facilitates final discussion/reaches consensus of interview team on which candidate best fits the requirements for the position and department/solidifies what will be asked in reference checks. / Date of interview
Step 8 – After the Interview – Legal Compliance/Record Retention
Who is Responsible – Department Hiring the Position
/ When Is It Due?Department Director/ Supervisor/Dean / § Collects all interview team packets (schedule of interviews, copy of posting, resume for each interviewed candidate, set of interview questions for each candidate) and any written notes about the interviews/ candidates from all interview team members.
§ Forwards interview team packets to HR Rep./HR Recruitment Support.
§ Informs the HR Rep. of the recommended candidate for hire. / No more than two days after completion of the interview process
Step 9 – Hiring Approval
Who is Responsible – Department Hiring the Position and Human Resources
/ When Is It Due?HR Rep./HR Recruitment Support / · Works with Leave and Compensation Specialist to place on Personnel List for next board meeting to obtain approval to extend an offer pending successful completion of background checks.
· Conducts/coordinates fingerprinting, unprofessional conduct check, confirmation of dates of employment, and meeting with Administration for top candidate(s) / Two days after completion of interviews
Department Director/ Supervisor/Dean / · Conducts reference checking (a minimum of three reference checks) and provides reference checking results to Human Resources.
If the candidate is an internal candidate, reference checks will be conducted with their immediate supervisor. If the supervisor is not the Director, the Director should also be informed of the intention to recommend the candidate for hire. / Two days after completion of interviews
Department Director/ Supervisor/Dean / · Director/Supervisor/Dean creates and submits written recommendation for hire memo to HR Rep./HR Recruitment Support with the following documentation for the selected candidate attached: resume, application, Polaris job/teacher fit summary, testing results (if department coordinated testing process), and reference check results.
Note To the Hiring Department: Please keep in mind that until the selected candidate accepts the offer, all aspects of this discussion should be kept confidential. Non-selected candidates will be notified by Human Resources only after the selected candidate accepts the offer. / Three days after completion of interviews
Step 10 – Making the “Hire” Happen
Who is Responsible – Human Resources and Department Hiring the Position
/ When Is It Due?HR Rep./HR Recruitment Support / · Reviews documentation in recommendation packet received from Department Director/Supervisor/Dean for compliance.
· If documentation is complete and appropriate, HR Rep. forwards hire recommendation to the Human Resources Director and the Deputy Superintendent for approval along with the following documentation:
o Department Director/Supervisor/Dean’s recommendation for hire memo
o resume
o application
o Polaris job/teacher fit summary
o testing results
o reference checking materials
o fingerprinting results
o unprofessional conduct check results
o job posting / Four days after completion of interviews
Four days after completion of interviews
HR Rep./HR Recruitment Support / · Once the Human Resources Director and the Deputy Superintendent’s approvals are obtained, HR extends offer to candidate, negotiates salary and dates of employment, and schedules orientation session.
· For all external school district candidates selected for hire, a courtesy call will be made by Human Resources to the Personnel/Human Resource Director of the district the candidate is currently working at to inform them of the hiring decision. / Five - six days after completion of interviews
HR Rep./HR Recruitment Support / · Creates and distributes offer letter to selected candidate (includes offer letter, contract – if applicable, self-addressed stamped envelope, and orientation date).
Note: Distributes electronic copy of the offer letter to Deputy Superintendent, Department Director/Dean, and Supervisor (if supervisor is not the Department Director/Dean), and Human Resources Director. Photocopy of offer letter is attached to Personnel Action Report (PAR). / Six days after completion of interviews
Step 10 (Continued) – Making the “Hire” Happen
Who is Responsible – Human Resources and Department Hiring the Position
/ When Is It Due?HR Rep./HR Recruitment Support / · Fills out and signs a Personnel Action Report (PAR) for the new hire/transfer, attaches entire recommendation for hire packet to PAR, and submits it to the Leave and Compensation Specialist. / Same day as offer letter
HR Rep./HR Recruitment Support / · Fills in name of candidate hired, effective date, and recruitment source on Position Control Form (PCF). / Same day as offer letter
HR Recruitment Support / · Logs Position Control Form (PCF) into recruitment binder and files (attach copy of posting, interview schedule, interview questions, and interview checklist). / Same day as offer letter
HR Recruitment Support / · Sends new employee or transfer email to New Employee/Internal Transfer Email Distribution List, Human Resources, Deputy Superintendent, and Department Director/Supervisor/Dean. / Same day as offer letter
HR Recruitment Support / · Sends email to Compensation and Leave Specialist to place hire/transfer on Personnel List for Board approval. Provides Compensation and Leave Specialist with copy of selected candidate’s resume to attach to Personnel List. / Same day as offer letter
Step 11 – Notifying Candidates Who Didn’t Get Chosen
Who is Responsible – Human Resources
/ When Is It Due?Department Director/Supervisor/ Dean / · Notifies internal candidates who were interviewed but not selected for the position. / Same day as offer letter
HR Recruitment Support / · Sends email to external candidates who were interviewed but not selected for the position. / Same day as offer letter
Step 12 – Filing/Purging of Recruitment Documents
Who is Responsible – Human Resources
/ When Is It Due?HR Rep./HR Recruitment Support / · Purges Position File Folder/File Documentation
§ Shreds interview notes and additional resume copies
§ Retains all materials needed for compliance. / Immediately after not-selected candidates are notified
HR Rep./HR Recruitment Support / · Files applications, resumes, reference checking materials, and credentials/certifications for candidates interviewed but not selected for the position for record retention purposes.
Note documents are kept on file for one year after close of recruitment process. / Same day that Position File Folder is purged
Step 13 – Orienting New Employees - Setting the Tone
Who is Responsible – Department Hiring the Position
/ When Is It Due?Department Director/ Supervisor/
Dean / · Refer to the Preparing For a New Employment Checklist / During selected candidate’s first week of work with Oakland Schools
Note: This interview/recruitment process and any decisions made before, during, or after this interview/recruitment process must be kept confidential and be discussed only with other members of the interview team, the assigned Human Resources Representative, or the assigned Human Resources Recruitment Support. Breach of confidentiality concerning any aspect of this interview/recruitment process could result in possible disciplinary action.
** = Department responsibility
= Human Resources responsibility
HR Maui Folder: Decentralization: Recruitment SOP 03/10/05 2