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Hiring and onboarding

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Finding the right person to join your team is one of the most important tasks you’ll ever complete as a supervisor. At this program you’ll learn how to attract and select the best person for the job, by defining the right selection criteria and using legal and effective interviewing techniques. We’ll also share information about how to add value as part of a search committee, since they are so often used in the hiring process at Williams.

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Hiring and onboarding

  1. 1. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu Tapiwanashe Nhundu, PHR, SHRM-CP Employment Manager, Human Resources January 10, 2019
  2. 2. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu Objectives • Gain an understanding to why a robust recruitment process is important and necessary; • Increase awareness of implicit bias; • Understand the steps to facilitating a robust search; • Outreach, networking and active recruiting; and • Familiarize you with the tools and resources available through HR.
  3. 3. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu 5 Key Steps • Define the role and the type of person you need to do the work. • Attract a pool of qualified applicants (both within and outside the institution). • Assess the applicants' application materials as they relate to the job requirements. • Select the best person. • Set the new hire up for success.
  4. 4. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu What are you looking for? • Review the position description. • Identify critical tasks. • Forecast future needs, and assess current gaps. • Determine how you will measure success? • Consider how the employee will be held accountable.
  5. 5. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu Write a compelling ad • You had me at the first paragraph • Write an ad not a fob description • Focus on the Why • Think about your ideal candidate • Include a Diversity Statement
  6. 6. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu Advertising vs. Recruitment
  7. 7. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu Building a diverse pool • Strengthens our workforce by providing experience and knowledge from different perspectives.  Look beyond the ‘usual’ sites  Identify publications with a diverse readership to reach candidates that might not otherwise see the ad.  Publish in trade journals and organizations with a diverse membership in a field relevant to your job opening.  Utilize professional association networks including their respective affinity groups  Let candidates KNOW that you value diversity
  8. 8. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu Search Committee vs. Interview Team
  9. 9. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu Building a Diverse Committees Establishing a strong and credible search committee is essential for a successful search process. 1. Think broadly and creatively about building a diverse committee. That is, gender, racialethnic composition of your committee or the campus visit. 2. Members should be open-minded, committed to diversity and fair process, able to negotiate conflict to achieve group results, and knowledgeable in the field. 3. The perspectives and experiences of diverse committee members can enhance efforts to recruit applicants and evaluate candidates. 4. Every member needs to be responsible for recruiting diverse and excellent applicants and conducting fair and equitable evaluations.
  10. 10. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu Staff Diversity Initiative Reconceptualize the search process to align with emerging best practices* o Encourage proactive model of recruitment rather than passive model o Provide awareness of implicit bias and promising recruitment practices o Build accountability into the process at key intervals o Align recruitment efforts with other institutional policies and practices * Bilimoria,D.& Buch, K :The Search is On 1. New or Existing Vacancy: OIDE staff meets with hiring manager and/or respective member of senior staff to discuss: recruitment strategy; department demographic data; thoughts on where to advertise; anticipated challenges to building a diverse pool; on-site visit plan. 2. Job Ads: The inclusion of diversity statements in the ad and asking candidates to reflect on how they might contribute to/help further the college’s commitment to diversity, equity and inclusion. 3. Before Reviewing Resumes: OIDE meets with search committee to discuss implicit bias. 4. The Pool of Applicants: OIDE looks at demographic composition of the pool and subsequent shortlists. 5. Campus visit stage: OIDE is available to meet with candidates
  11. 11. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu Bias in job application review o White-sounding names received 50% more callbacks than the African American- sounding names; o Highly skilled whites received 30% more callbacks than average skill whites; o Highly skilled and average blacks virtually same number of callbacks Job Callbacks (Bertrand & Mullainathan 2003) Bertrand and Mullainathan sent: o nearly 5,000 resumes to 1,300 job ads they found in newspapers in Boston and Chicago; o used fictional applicants with "very white-sounding names" like Emily Walsh and Greg Baker and "very African-American sounding names" like LaKisha Washington and Jamal Jones; o the names were randomly assigned to higher-quality and lower-quality resumes and submitted for administrative support, clerical, customer service and sales openings.
  12. 12. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu Recent research (Quillian et al., 2017): no change in racial discrimination in hiring over time
  13. 13. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu Schemas or Short Cuts* Negative Stereotypes • Presuming incompetence based on stereotype Euphemized Bias • Visionary; Star; Committed; Focused Positive Stereotypes • Presuming competence based on stereotype Snap Judgments • Decisions with insufficient or incomplete information Cloning • Preference based on similar attributes or background *adapted from Joann Moody, Rising Above Cognitive Errors: Guidelines to Improve Faculty Searches, Evaluations and Decision Making (2010) ‘Inferiority’ Complex • Candidate X will never want to come here, let’s not ‘waste’ our time
  14. 14. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu Potential Influence of Unconscious Bias and Assumptions on the Search Process • Undervaluing candidates from unfamiliar institutions. • Non-traditional (or irregular) educational pathways; breaks in professional pursuits. • Higher/shifting expectations in critical evaluation areas. • Underestimate abilities in ancillary areas. • Questioning whether candidate really wants to come here (Williams College, Williamstown); and stay • Questioning whether candidate is a “good fit.”
  15. 15. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu Screening & Selection • Cover letter and resume review • Create a long list to phone or video interviews • Create a short list for campus interviews
  16. 16. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu Application Review Rubric Assistant Director of Human Resources Responsibilities • Managing the daily operations of the human resources office and assists the director of human resources with a variety of human resource related activities. • Investigate problems, such as working conditions, policy administration, disciplinary actions, and employee and applicant appeals, and grievances. • Provide guidance and recommendations for problem resolution to individuals and department heads. • Supervise the employment manager and oversees staff recruitment initiatives including outreach in search planning and placement, managing staff position control, actively guiding and participating in recruitment screening, interviewing, and hiring process. • Receive, evaluate, and make recommendations on reclassifications requests. • Maintain a current and thorough knowledge of all federal and state laws and regulations governing employment, as well as all college policies and practices. • Interprets and monitors employment regulations for the purpose of ensuring compliance. (e.g. EEOC, Wage and Hour, Harassment, ADA, Discrimination, etc.) • Work closely with employment manager and the learning and development manager on manager and employee onboarding resources. Qualifications: • Bachelor’s degree or equivalent with five years or more of related experience, or an equivalent combination of education and experience. • Analytical skills plus knowledge and understanding of recruitment and employment processes. • Human resources certifications are preferred (e.g. SHRM-CP, SPHR, PHR, etc.)
  17. 17. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu Application Review Rubric Application Review Rubric Categories • Strategic planning and assessment • Communication and outreach • Management and development of others • Operations • Experience and minimal requirements Application Review Styles • Analytical (detailed/narrative) • Holistic (graded/numerical)
  18. 18. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu What are you looking for? • Knowledge & Skills • Actions & Attitude • Fit vs. Shared Priorities
  19. 19. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu Planning for the Phone/Video Interview • Develop an agenda • Designate a timekeeper • Determine who will conduct and participate in the interview • Clearly communicate relevant details about the interview including its time and length
  20. 20. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu Shortfalls of both Phone and Video Interviews • Recognize that not all applicants are ‘performers’ over the phone • Recognize that some applicants with visual, hearing or other disabilities may not be able to participate effectively via phone of video • Recognize not all applicants have access to the technology needed to participate in a video interview • *Be prepared for technical difficulties!!!
  21. 21. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu Interviewing • Plan! • Provide guidance to campus constituents who are participating in the interview process. • Ask what have they done; not what will you do. • Don’t be afraid to probe during interview – ask follow-up questions. • If you feel you are being put off you probably are. Delve in and ask, it is your job. • Silence is your friend.
  22. 22. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu Planning the On-Campus Interview • Develop an agenda/schedule for the interview • Keep candidates comfort and convenience in mind • Carefully select locations for group interview, presentations and/or other events • Prepare candidates for the interview • Prepare interviews, colleagues, students and other for the candidates visit 2-3 hours – Custodian – Animal Caretaker – Snack Bar Attendant – Temporary Employee ½ Day – Administrative Assistant – Lab Technician Full Day – Chaplain to the College – Director – Assistant/Associate Director – Assistant/Associate VP
  23. 23. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu When conducting a job interview, it is best: 1. If the supervisor who has the vacancy interviews the applicants one-on-one. 2. If the department head interviews the applicants one-on-one. 3. If a panel of three knowledgeable about the job interviews the applicants. Interviewing
  24. 24. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu Sample Interview Questions • What are your current responsibilities at the job you’re in now? • Tell us about a time you led your team through a significant change? • Tell us about a work situation you had that required excellent communication skills. • Can you describe a supervising challenge you’ve faced? How did you address it?? • What has been your approach for bringing individuals on board who may be resistant to change? • What kinds of experiences have you had in relating with people whose backgrounds are different from your own?
  25. 25. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu Federal Laws & Regulations • Title VII of the Civil Rights Acts of 1964 • The Equal Employment Opportunity Act of 1972 • Civil Rights Act of 1991 • The Equal pay Act of 1963 • The Age Discrimination in Employment Acts of 1967 • Title VI of the Civil Rights Act of 1964 • Title IX, Education Amendments Act of 1972 • 504 Regulations of the Rehabilitation Act of 1973 • American with Disabilities Act of 1990 • Pregnancy Discrimination Act of 1973
  26. 26. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu Decision Making • Get feedback from all who have participated in interview process. • Only consider information gathered fairly and appropriately in the interview. • Focus on search criteria you initially established. • Remember confidentiality.
  27. 27. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu Recruitment Final Steps • Reference checking • Extending the offer (HR) • Background record check • Closing the loop with other candidates • Plan for onboarding
  28. 28. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu What is Onboarding? Our process to welcome and support employees during their transition to a new position at Williams.
  29. 29. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu Onboarding A study by analyst firm Aberdeen Group found that 86 percent of respondents felt that a new hire’s decision to stay with a company long-term is made within the first six months of employment. Make a good and lasting impression!
  30. 30. Tapiwanashe Nhundu · Hiring & Onboarding Supervisory Training Series · Office of Human Resources · hr.williams.edu What is your role? • Communicate! • Prepare your new hire AND the department • Position your new hire for success!

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