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Presented by:

Rhea Seeber-Reynolds, HR Manager

Stefani Coverson, HR Manager

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Objectives

Recruit competent staff

Access and apply Master Agreement, Policies and Practices

Understand interviewing procedures

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Rules and Policies

For Washington General Service (WGS), the following apply:

WFSE CBA

DSHS Policy 18.19

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Types of AppointmentsProbationary

Trial Service

Transfer

Voluntary Demotion

Elevation

College Career Graduate- Social Services

Non-permanent*

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Probationary Period

Every part-time and full-time employee, following his or her initial appointment to a permanent position, will serve a probationary period of 6 consecutive months; except that employees in any class for which the probationary period was 12 months on July 1, 2005 will continue to serve a 12 month probationary period.

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Probationary Period

Agencies may extend the probationary period for an individual employee as long as the extension does not cause the total period to exceed 12 months

The Employer may separate a probationary employee at any time during the probationary period.

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Trial Service Period

Except for those employees in an in-training appointment, all other employees with permanent status who are promoted, or who voluntarily accept a transfer or demotion into a job classification for which they have not previously attained permanent status, will serve a trial service period of 6 consecutive months.

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Trial Service Period

Agencies may extend the trial service period for an individual employee as long as the extension does not cause the total period to exceed 12 months.

The Employer may revert an employee who does not satisfactorily complete his or her trial service period.

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Vehicles for TransferTransfers from Certification List– Between agencies or within same agency– Same job class or different job class with same

salary range maximum– May have to serve a trial service period

Internal Movement– Permanent Employees– Within DSHS– Has permanent status with the State– Employee makes written request to Appointing

Authority (no Cert List required)– May have to serve a trial service period

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Voluntary Demotion

Voluntary Demotion from Certification List– Between agencies or within same agency– Position with a lower salary range maximum– May have to serve a trial service period

Internal Movement– Permanent Employees– Within DSHS– Has permanent status with the State – Employee makes written request to Appointing

Authority (no Cert List required)– May have to serve a trial service period

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ElevationsElevations* from Certification List– Can be used between agencies or within an

agency

Internal Movement– Permanent Employees– Within DSHS only– Has permanent status as a State employee– Previously held permanent status at the higher

level – Employee makes written request to Appointing

Authority (no Cert List required)

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College Career Graduate Program & other in training plans

College Career Graduate Program—SS 6 months at CCGP 18 months at Social Worker 1 12 months at Social Worker 2

Class Series In-Training Done in same or like series Can be multi level Up to 36 months max

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Non-Perm Appointments

Fill in for the absence of permanent employee

During a workload peak

While recruitment is being conducted

To reduce the possible effects of a layoff

Incumbent must have the skills and abilities required for the position

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When you have a vacancy…

Speak with your Area Administrator/ Area Manager

Consult with HRD Representative as necessary to strategize on hiring options based on your unit’s needs

Contact local HR Representative to initiate hiring process

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Hiring Strategy

Decide how you want to announce your vacancy…– Internal movement of permanent employees– Recruit through NeoGov (this includes both

non-permanent and permanent hires)

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Article 4.3 Internal Movement

Prior to certifying candidates in accordance with Subsection 4.1, an Appointing

Authority may grant an administrative transfer, voluntary demotion, or elevation

within an agency as long as the permanent employee has the skills and abilities required to perform the duties of

the position.

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Internal Movement Continued

Employees desiring a transfer, voluntary demotion, or elevation will initiate a request in writing, and appointing

authorities will consider these individuals for an opening. Candidates interviewed will be notified of the hiring decision…

[emphasis added]

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Request for Certification

Work with local HR Rep to initiate recruitment process through NeoGov

Review Position Description Form (PDF)

Essential functions

Does position have specialist language?

Are geographic location, work shift, and work hours (F/T vs P/T) correct?

Update PDF if necessary

PDF must be approved by Class & Comp

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Request for Certification Continued…

Once the PDF has been approved, the local HR Rep can create a job announcement for your position in NeoGov

Announcements are to be open for a minimum of 7 days (for both non-permanent and permanent hiring)

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Ratio of Applicants on Certified List

Agency Layoff– – “Certification of One”

Otherwise….– 75% Permanent State

Employees– 25% Open Competitive

Candidates

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Agency LayOff

INTERNAL– Certification of one (most senior if more than one)– Must meet Skills & Abilities of position– Must be considered– Program determines/justifies if not hired

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Under Represented Applicants

Includes Vietnam Vet, Disabled Vet, Person of Disability and over 40No Special ConsiderationDon’t ask we WON’T tell!!Decision to identify Under Represented status is voluntary

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Tools for ScreeningCertified Candidates

Supplemental Questionnaires Questions must be directly related to job Examples of writing Clarification of responses to original questionnaire

Review of Profiles/Resume Must relate to experience needed for your job Total experience

Skills Screening Tools Phone test Typing test Commercial assessment products

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Working your Certified List

You have your Certified List, “now what?”– Work it quickly– Contact applicants

E-mail

Allow reasonable time to respond… give a minimum of 3 days to respond and identify due date in correspondence

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The Interview Process and Preparation

A conversation with a defined purpose– Information unavailable through

application, resume, or reference checks

– Applicant’s opportunity to learn about position and organization

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Prior to the Interview

Preparation and Considerations– PDF– Interview Questions/Rating Guide

Prepare standardized interview questions

Copy of interview questions for candidates?

– Interview PanelConsider diverse panel

– Location– How many interviews?

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Prior to Interview

Have material items ready– Copy of PDF– Interview questions/Rating guide

IntroductionsExplain the “process”– Length of interview– Number of questions– Explain if there will be additional round of

interviews– Notification method– Q & A at the end of interview

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Hiring Panels

DCFS encourages hiring panels– Check with your Area Administrator– Coordinate hiring panel– Maintain same panel members

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Be aware of your behavior– Verbal

Voice, tone

– Non-VerbalEstablish positive relationship

Convey interest in applicant

Eye contact

The Interview

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Bias

What are your strongest biases that could influence you during the interview process?

How could each of these manifest itself during the hiring process?

What approach would diffuse those biases?

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Interview Questions

Questions should be:

Combination of knowledge and behaviorally based questions

Related to the position/job

Selected prior to the interview

Consistent for each applicant

Legally defensible

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Interview Questions

Questions related to the following shouldNOT be asked:

Race or ColorReligionMarital/Family StatusFinancesNational Origin

Designing questions that comply with the ADA and Civil Rights Act isessential to good interviewing practices.

Age

Sex

Criminal Records

Disability

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Background Check

Request background authorization form (DSHS 03-210) if applicant is:– Moving to different class series– Moving to different administration– Moving from uncovered to covered position;

or– Moving from uncovered to covered position in

same class series

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Checking References

Goal: Obtain enough information to paint an accurate picture of past performance

Obtain signed release from candidate

Verify education and licensure

If a current or past state employee, check the personnel file

Beware – applicant supplied references not always objective.

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Checking References

Phrase questions to draw out some impressions from the reference person.

Be aware of statements that can have various implications and be sure to ask for further clarification, for example: “Let me see how I can put this.” “I guess it was a big misunderstanding.”

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References: Sample Questions

How long and in what context do you know ____?What was ______ responsibilities?How would you describe his/her work?Given the opportunity would you hire him/her again?What reservations should I have about the hiring him/her?Who else in your organization could comment on his/her performance?What were his/her reason for leaving?

Ask in addition to questions specific to skills and abilities.

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Wrapping It Up

Compile all interview data– Ensure maintenance for 3 years

based on Regional Procedures

Look ahead to next steps– Determine preferred candidate – Check references– Submit approval to hire – Receive approval to hire THEN…– Contact/notify preferred candidate– Notify other candidates

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Closing the Hiring Process…

Upon selection/acceptance of a candidate, provide your local HR Rep with the following information:– A list of all candidates offered an interview,

those who declined, and those who interviewed

– A list of those candidates you felt had the necessary skills and abilities for the job and whether you were able to hire the first candidate to which the position was offered

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Closing the Hiring Process… Continued

– Notes and questions that were asked of each candidate during the interview process

– The date the preferred candidate accepted the offered the position

– The date the preferred candidate was appointed to the position

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Keep in Mind:

Successful hiring takes time and thought, and, like most skills, it also takes practice.

HRD is available to guide and support you through the process.

Keep the information from the interview for three years. While in most cases it will be exempt from public disclosure, it is not exempt from litigation.

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HRMS

Permanent state employees can only be hired on the 1st and the 16th of the month

New hires can be hired anytime of the month ~ however, the preference is to hire on 1st or 16th.

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HRD Web Addresses

HRD Website:

http://hrd.dshs.wa.gov/

HRD link to useful Management tools: http://hrd.dshs.wa.gov/Managers/Managers.htm

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Questions

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