Effective Recruitment

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Office of the Vice Chancellor for Research Office
of Human Resources
Effective Recruitment and Record Retention
May 2006
Lisa Bolivar, VCRO Nelcy Dwight, OHR Kelly
Howard, OHR
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Office of the Vice Chancellor for Research Office
of Human Resources
Welcome Introductions Purpose
May 2006
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Resources

• Toolkit
• VCRO Website
• Table of Contents
• Effective Recruitment
• Record Retention
• Performance Management

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Approvals from VCRO
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Managing the Recruitment Process

• Your management of the recruiting process will
  directly affect
• The quality and diversity of your applicant
  pool
• The effectiveness of your interviews
• How quickly you get your positions filled
• Your ability to choose the best qualified
  person for the job

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What we will cover

• Before Posting a Position
• Getting the Best Applicant
• The Interview Process
• Before Making an Offer
• Check References
• Making an Offer
• After an Offer has been Accepted

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Why invest the time in planning?

• It lays the foundation for an open and consistent
  set of actions
• Its your legal protection
• Careful planning makes the recruitment process
  easier and helps ensure that it is fair and
  non-discriminatory
• Hiring is a long term decision

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Steps in the Recruitment Process
Vacancy Occurs
Work Analysis
Attracting Applicants
Job Analysis Classification
Interviews
Reference Checks
Selection Process
Making the Offer
Documentation
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Before you Post a Position

• Meet with the Hiring Manager
• Approvals
• Job Analysis
• Write the job description
• Compensation
• Enter position into eRecruit

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Getting the Best Applicant

• Create a Recruitment Plan
• Advertisement
• Selection Criteria
• Reviewing Applicants
• Effective Interviewing

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Candidate Flow

• Applications (SPC)

Resumé screen
Phone screen
Interview panel
Final Interview
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The Interview Process

• Determine your interview process and timeline
• Reviewing applicant resumes
• Organize your selection committee
• Interviewing style
• Behavioral interviewing
• Develop a means for consistently evaluating
  candidates questions, competencies, and ranking
  sheets

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The Behavioral Interviewing

• Focus on behavioral style interviewing.
• Past performance is the best indicator of future
  performance.
• SAR
• S - Give me a situation.
• A - What action did you take?
• R What were the results?

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Before Making an Offer

• Determine compensation with your Director or VCRO
• Reference Checks

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Making an Offer

• Check in with your Director or Hiring
  Manager
• Sell the job and UCB

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After an Offer Has Been Accepted

• Complete the IDF form
• Update eRecruit

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Who to contact

• Recruitment needs
• Sr. Recruiter Kelly Howard
  [phone]
• SPC needs
• Recruitment analyst Erin Kuka
• [phone]
• eRecruit technical issue
• Help desk [phone]

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Hiring Your Employee

• New Hire - Required Documents
• Benefits Eligibility Level Indicator (BELI)
• State Oath of Allegiance / Patent
  Acknowledgement
• Employment Eligibility Verification - Form I-9
• UC W-4/DE 4 Fed / State Withholding Allowance
• Demographic Data Transmittal
• Payroll Earnings Distribution Authorization
  (Surepay)
• UCRS 419
• UC W-4NR/DE 4 (Non Resident Only)
• UC W-8BEN Certificate of Foreign Status for
• Federal Tax Withholding
  

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Rehire Required Documents

• State Oath of Allegiance
• (Required if last signature date was a year
  or more)
• Patent Acknowledgment (Required)
• Benefits Eligibility Level Indicator (BELI)
• Employment Eligibility Verification - Form I-9
• (Required if last signature date was three
  years or more.)
• UCRS 419
• Payroll Earnings Distribution Surepay
• (Recommended)

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OHR / Records Management

• Once the employee has been hired into HRMS
  system, hiring documents should be sent to
• OHR / Records Management Unit
• 247 University Hall, MC 3544

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Record Retention

• Record Retention for an employee file is five
  years from separation date.
• Exceptions
• For employees with the following separation
  reason codes, files are kept until the employee
  reaches age 70
• EA Lack of performance
• EB Misconduct
• EG Do not rehire settlement, employee agrees
  not to return
• GA Medical Separation
• KA Death
• RA, RB, RC, RD, RF Retirement Coding

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Performance Management

• Chancellors Memo
• 3 month Reviews
• Dismissal during Probationary Period

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Office of the Vice Chancellor for Research Office
of Human Resources
THANKS FOR COMING!
May 2006