Programs & Services
Recruitment & Hiring Manual
Updated 6/06 sb
Table of Contents
HIRING FLOWCHART 3
HIRING TIMELINE 4
P&S RECRUITMENT GUIDELINES
Create a hiring strategy 5
Initiate Recruitment-Career 6
Initiate Recruitment-Limited & Quick hire 7
Employee Requisition Form (ERF) 8
OLPPS New Hire/Change Request 11
Job Announcement Sample 12
Recruitment sources by job role 14
UCSF Job Description Form 16
P&S APPLICANT SCREENING GUIDELINES
Applicant Screening Process 18
The Telephone Interview 18
Telephone Interview Worksheet 20
MPS Supplemental Employment Information Questionnaire 21
UCSF Resume Supplement 23
P&S CANDIDATE INTERVIEW GUIDELINES
Interview Preparation 25
Interview Session Checklist 27
Hiring Interview Questionnaire 28
Interview Assessment Criteria and Rating Sheet 33
Sample Interview Questions 35
Questions to Avoid 41
Illegal Interview Questions 42
P&S HIRING SELECTION GUIDELINES
Selection 43
Telephone Reference Script 44
P&S JOB OFFER & CLOSURE GUIDELINES
The Offer 45
Closure 45
Sample offer letters 46
Sample rejection letter 48
New Employee Checklist 49
UCSF Hiring Requirements 51
Programs & Services Career Staff Hiring Timeline
POSITION
UNIT
HIRING SUPERVISOR
QUALIFIED CANDIDATE POOL SIZE
(minimum # of qualified candidates for interview)
INTERVIEW/SELECTION TEAM (for all career positions):
Insert dates for Timeline below:
Proposed Actual
Date Date
Create hiring strategy
Assure formal approval and funding from Tracey G. x6-4438
Submit Job Description & Emp Requisition forms to CLS HR – Use Form
Review classification, if necessary
Distribute Job Announcement to all key markets – Use Form
Deadline by which applications & resumes must be received
Distribute P & S Supplemental Employment Info Questionnaire to
viable candidates – use form.
Disqualify candidates through “Brass Ring” for career positions
Phone screening initiated – Use Form
Phone screening completed
Initiate in-person interviews – Use Interview Session Checklist Form &
Interview Questionaire Form
In-person interviews completed
Select candidate for hiring.
Reference checks completed – Use Script Form
Make candidate offer (verbal) and confirm acceptance (written)
Reject other applicants
Initiate new employee checklist
All preparations for1st day on the job
Send e-copies of this timeline to your manager & D&T Coordinator at start of process.
Recruitment
OBJECTIVE
To target and attract applicants who are most likely to match the “best-fit” profile for our organizational culture and the job we are hiring for.
Create a hiring strategy
Clarify your hiring needs.
How many staff will you be hiring, how often?
What’s the “best-fit” profile you’re looking for?
What’s your plan for finding them?
Steps—ALL STAFF
q Clarify your hiring needs
a) Confirm a vacancy needs filling with your supervisor/unit manager
b) Determine whether to replace, recruit, restructure, or reorganize
c) Determine type of position--career, limited appointment, or quick hire
d) Assure funding approval from your supervisor and obtain departmental signature authority
q Review Job Performance Standards
a) Review Job Performance Standards (see Appendix A for sample document) for the position you are recruiting for in order to establish the most desired qualities and characteristics; and qualification/educational requirements for recruitment.
b) If no Job Performance Standards has been established for the position you wish to recruit for, one must be created with the approval of your unit leader and MPS Development & Training
q Establish hiring plan
a) Using the Hiring Checklist (see Hiring Checklist Section for sample document), establish recruitment, interview, and reference check and hiring time frame; desired size of qualified candidate pool for interview, recruitment markets and strategies
HR note: Hiring manager contacts any CLS HR team member to describe the hiring need.
CLS HR provides the supervisor with the following (within 1-2 business day/s):
Appropriate templates for the Job Description and the Employee Requisition Form (ERF).
As needed CLS HR provides: consultation, sample job descriptions, and series specifications.
Note: Experienced supervisors may go directly to drafting the new job description. Please be sure to use the correct format available on-line at: http://ucsfhr.ucsf.edu/staffing/forms/
Initiate recruitment
Assure formal approval.
Develop job description and announcement.
Initiate multiple strategies for job posting and developing candidate pool.
Steps—CAREER STAFF
q Draft and Submit Job Description and Employee Requisition forms to HR
a) Contact CLS HR for appropriate job description forms or obtain them online at www.ucsfhr.ucsf.edu; click on “Staffing & Compensation” button; then click “Forms.”
b) Submit Job Description to CLS HR
· Use “Staff” form (see Appendix A for sample document) for union represented staff
· Use ”MSP &PSS” form (see Appendix A for sample document) for non-represented staff
c) Employee Requisition (ERF) Forms (see Appendix A for sample document) with appropriate signatures to CLS HR.
q Review classification if necessary
a) New positions or replacement positions with significant changes in job duties will require classification review by UCSF HR prior to posting. This may extend the time it takes to get the position into the UCSF bulletin.
q Post Job Announcement (see Appendix A for sample document)
through UCSF HR
a) CLS HR will send you a confirmation of job posting and affirmative action goals to be considered in the hiring process.
b) Must be posted for 2 weeks minimum.
q Distribute Job Announcement to all key markets using job role sources from Staff Recruitment Sources (see Recruit Appendix)
HR note:
· CLS HR reviews the request, makes suggestions or revisions if necessary and enters the information into the on-line applicant tracking system* for posting on the UCSF Careers web site (within 2-3 business days). CLS HR arranges additional advertising when needed**.
· CLS HR sends Affirmative Action Parity goal for the position (if one exists) to the hiring manager.
· Campus HR reviews the request, classifies the job and opens the recruitment (1 business day for replacement positions, 1-5 business days for new positions).
· Campus HR notifies the contact person listed on the ERF when the job is open on the Careers web site (http://ucsfhr.ucsf.edu/careers/) and provides the filling deadline end date (minimum posting period).
· Note: All career positions must be posted for a minimum of 2 weeks before a job offer can be made. Departments may however start the interview process right away provided that they consider all applicants who apply prior to the filing deadline.
* CLS HR and Campus HR offer the “Online ERF”. In exchange for faster turn around time in the Campus HR office we are entering information directly to their system.
** Additional advertising can be arranged for skill set specific or AAP parity goal needs to supplement the UCSF web posting.
For a list of resources please see: http://ucsfhr.ucsf.edu/staffing/resources/
Initiate recruitment
Steps—LIMITED APPOINTMENT & QUICK HIRE STAFF
q Submit Job Description and Employee Requisition forms.
a) Contact CLS HR for appropriate job description forms or obtain them online at www.ucsfhr.ucsf.edu; click on “Staffing & Compensation” button; then click “Forms.”
b) Submit Job Description to CLS HR
· Use “Staff” form (see Appendix A for sample document) for union represented staff
· Use ”MSP &PSS” form (see Appendix A for sample document) for non-represented staff
d) Employee Requisition (ERF) Forms (see Appendix A for sample document) with appropriate signatures to CLS HR.
e) If not posting through CLS HR no ERF is necessary, but job descriptions should be established for employee file
q Post Job Announcement (see Appendix A for sample document) through UCSF HR when appropriate
a) CAS HR will send you a confirmation of job posting and affirmative action goals to be considered in the hiring process.
q Distribute Job Announcement to all key markets using strategies identified in “Hiring Plan.”
Note: LIMITED APPOINTMENT
If it is an ongoing open position (e.g. clerks, lifeguards) you are not required to submit Job Description or other paperwork, as long as they are on file.
HR Note: The contact person listed on the ERF will receive “eLinks” by email to resumes of candidates who have applied specifically to their position.
The Campus HR Staffing and Compensation analyst assigned to our department (Robert Dale 476-5358) then reviews applicants against the required qualifications and forwards those meeting minimum standards. Campus HR promises to forward resumes for each position within 14 days of receipt. If you do not receive resumes for your open position you may contact the Campus HR Client Services line 476-3905 to request additional resumes.
ERF Instructions
Enter an ERF number by double clicking on ERFNUMBER.
1. Double click on each “XXX” and begin typing to complete a field. The cells are self-expanding, so you may type long entries.
2. When a “YES NO” answer is requested, double click on the incorrect answer and then hit the space bar to delete.
3. Select Text where indicated on the Summary of Duties & Responsibilities line to start entering the duties performed by the incumbent. You may use all normal word processing functions (i.e., tabs, carriage returns, bold, underline…)
4. Select Text where indicated on the Skills, Knowledge & Abilities line to start entering SKAs required for the position. You may use all normal word processing functions (i.e., tabs, carriage returns, bold, underline…)
5. A footer with the page number and date is generated for the ERF template.
6. Call Alice Plebuch (6-9931) if you have any questions concerning the template. Please call your employment representative with recruitment issues.
EMPLOYEE REQUISITION FORM
DATE TO CSD / DATE OUT CSD / DATE TO EMP / CLOSE DATE / START DATE / EMP INITIALS
NAME / Sex / Ethnic / Salary / Step/ Grade / E S H V / Type Hire
N R T P L S I
CLASSIFICATION REQUESTED / SALARY RANGE / DEPARTMENT / UNIT CODE / Date Req. Prep.
WORKING TITLE / TITLE CODE / APPLY TO / LOCATION / EXTENSION
SUPERVISOR'S NAME / WORK SCHEDULE / WORK LOCATION / NEW POSITION
REPLACEMENT FOR / Reason for Leaving / Significant Duty Changes / Sensitive Position? / PHYSICAL REQ’D
Supervisory Position? / NUMBER & TITLE OF EMPLOYEES SUPERVISED / Permanent Position / % Time / ENDING DATE (IF ANY)
XXX
PREFERRED STARTING DATE / BUDGET ACCOUNT NUMBER / DEPT AFFIRMATIVE ACTION GOALS
campus goals
UNIVERSITY OF CALIFORNIA
SAN FRANCISCO CAMPUS ERFNUMBER
*NOTE: FOR ALL NEW POSITIONS OR WHERE THERE ARE SIGNIFICANT CHANGES IN DUTIES/RESPONSIBILITIES, A FORMAL POSITION DESCRIPTION MUST ACCOMPANY THIS EMPLOYEE REQUISITION FORM. QUESTIONS MAY BE REFERRED TO THE CLASSIFICATION SERVICES ANALYST FOR YOUR DEPARTMENT.
SUMMARY OF JOB DUTIES & RESPONSIBILITIES - ATTACH ADDITIONAL INFORMATION IF NECESSARY.
SKILLS, KNOWLEDGE AND ABILITIES essential to the successful performance of the duties assigned. (include Special Requirements such as certifications, licenses, ability to lift 50 lbs. etc.). Continue below, if needed.
Required
/Preferred
SKILLS, KNOWLEDGE & ABILITIES NECESSARY TO PERFORM JOB.
Skills Needed:
DEPARTMENT APPROVALSIGNATURE / ADMINISTRATIVE APPROVAL (IF REQUIRED)
SIGNATURE / ADMINISTRATIVE APPROVAL (IF REQUIRED)
SIGNATURE
Analyst Iv Supervisor 10/10/05
TITLE & DATE / TITLE & DATE / TITLE & DATE
Staff Recruitment Sources
Rec Fit Management
1. source: athletic business.com
2. source: gymjob.com
3. source: Women’s Sport Services Executive Search Site
contact: www.WSSExecutiveSearch.com
Fitness Center Desk
1. source: SFSU Golden Gate Xpress Advertising (newspaper)
contact: 338-3123/Fax 338-2979
2. source: Friends/family of current staff
contact: Word of mouth referral
3. source: SFSU Career Center (free)
contact: 338-1761/338-2979 fax
4. source: Kinesiology (free!)
contact: 338-2244/338-7566 fax
5. source: CCSF Career Center (free!)
contact: 239-3247 fax
6. source: USF Career Center (free!)
contact: 422-6470 fax
Lifeguards
1. source: Highschool swim teams-- Talk to the coach and get permission to talk
to the swimmers --tell them about MPS and the jobs that I have opened.
contact: Annette W for names & numbers
Trainers
1. source: gymjob.com
2. source: www.athleticbusiness.com
3. source: Ace Fitness--purchase targeted mailing list of certified trainers
contact: 858-279-8227
4. source: All SF health clubs
contact: Liane W. for mailing labels
Rec Fit Instructors
1. source: RecFit Programmers “instructors seeking jobs” file
contact: They contact us and send resume
2. source: Local Studios
contact: Ask them to post a notice for us
Central Desk, Conference Center Staff
1. Source: Friends/family of current staff
Contact: Word of mouth referral
2. Source: Central UCSF/Human Resources posting
Contact: CLS HR--502-7347/Jhaugabook.casmail.ucsf.edu
Custodial Staff
1. Source: Friends/family of current staff
Contact: Word of mouth referral
2. Source: UCSF/Human Resources posting
Contact: CLS HR--502-7347/Jhaugabook.casmail.ucsf.edu
3. Source: Toolworks
Contact: Mark Odell/621-8665
General
1. source: Craig’s List
contact:
2. source: MPS; CLS Staff and their contacts
contact: e mail them to forward
3. source: Opportunity NOCs (non-profit job listings on line)
contact:
4. source: Jewish Vocational Service listings/ job placement counselors
contact:
5. source: SFSU Career Center
contact: 338-1761/338-2979 fax
6. source: CCSF Career Center (free!)
contact: 239-3247 fax
7. source: USF Career Center (free!)
contact: 422-6470 fax
8. source: Ed-Cal Mayors office of Children, Youth & Families
Brass Ring Retrieval and Referral
Process
Four Client Services Analysts will review resumes of applicants who have specifically applied for the position. When requested, your Analyst may also conduct database searches to expand your applicant pool. Your Analyst screens resumes and typically forwards only the most qualified applicants via an e-link. An e-link is a link embedded in an email message. Clicking on one of these links will launch your Internet browser to a web page that will include a candidate’s resumes, a drop down menu listing the next steps that you wish to take with the candidate, and also a Candidate Disposition for, where you will indicate a reason if you choose to disqualify a candidate. Your response to the e-link will be instantly uploaded into the main database. The position will remain open and posted on the website until the Client Services Analyst is notified that the supervisor is no longer interested in receiving resume. Hiring supervisors must disqualify Brass Ring rejects or the job posting will not close when the position is filled.