Recruitment, Interviewing, and Selection

Recruitment, Interviewing, and Selection

Section 2 This section will assist you in:

Writing effective job descriptions to use in the hiring process.

Recruiting, interviewing, and selecting qualified applicants while complying with Equal Employment Opportunity laws and the Americans with Disabilities Act.

Selecting the best applicants by providing steps for documenting and following up with both hired and non-hired applicants.

Remember: These materials are for general information purposes only, and are not intended as legal advice. If you have questions or need legal guidance regarding particular facts and circumstances, you should consult an attorney.

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Supervisor Procedures Manual RECRUITMENT, INTERVIEWING, AND SELECTION 2:1

Job Descriptions Job descriptions are not mandated by state or federal law, but can provide an excellent opportunity for employers to determine the essential functions of each position. Essential job functions are those functions any candidate or employee must be able to complete, with or without a reasonable accommodation, to qualify for the position. Identifying essential functions on a written job description before interviewing candidates can be the best evidence of the essential job functions. In addition to identifying essential functions, written job descriptions can assist employers in classifying employees as either exempt or non-exempt under the Fair Labor Standards Act (FLSA). Supervisors should maintain accurate job descriptions to identify work-related duties. They are extremely helpful when filling an open position and can be a valuable tool for performance reviews. If there is a discipline issue with respect to performance, a job description is a written reference to point out duties that are expected of employees. Identifying essential tasks can also assist in your compliance with the Americans with Disabilities Act ADA and applicable state disability laws. Employers with 15 or more employees must comply with the ADA.

Refer to section 6, Federal Laws, for more information on the ADA.

ACTIONS 1. Conduct a Job Analysis This is a process to collect information used in writing job descriptions, wage and salary administration,

orientation of new employees, and training of all employees. Inform employees of the purpose of the job analysis (for example, annual job description review, reorganization, comparative market study, etc.).

Supervisors should develop job descriptions from the information gathered through the job analysis. Job

descriptions should be developed for all current and new positions to clarify the requirements of the job and to specify essential job functions.

A job analysis questionnaire will assist you in gathering the data necessary for developing job descriptions. The following steps should be taken when completing the job analysis questionnaire: a. Gather information by observing employees on the job and interviewing them. It is important to

include employees in the job analysis process by asking them to complete a similar questionnaire; however, employees should not be expected to write the entire job description. Be aware that employees may present an inaccurate picture of the required factors of the job such as training, education, supervision, etc.

b. Complete the job analysis questionnaire including the employee's summary of duties and add

additional duties as necessary. Only include regular duties. Temporary duties should not be listed. 2. Develop Job Descriptions Supervisors should develop a job description based on interviews, the job analysis, and other pertinent

information. The job description should state facts rather than recommendations or opinions about the individual in the position. Job descriptions should indicate that employees may be required to perform other related duties as assigned. Keep the following in mind when writing job descriptions:

Use job titles that are complete, specific, and self-explanatory. The job title should not make reference to gender.

Keep statements brief. Begin each sentence with an action verb and use the present tense.

List the duties in order of importance or in logical sequence, avoiding minor duties. For each duty or responsibility listed, explain what and how the responsibility is completed.


State specific tasks, along with frequency, quantity, and production quotas.

Specify any tools and equipment used.

Avoid words that are vague or have a variety of meanings. Do not include abbreviations, even if the abbreviation is common.

Avoid negative statements such as "does not answer the phone."

Identify essential tasks versus non-essential tasks.

Specify reporting relationships in terms of job titles instead of individual names.

3. Review Supervisors should review the completed job description with the employee and request comments. 4. Approval The job description should be submitted to management for approval. This is an important step so

that objectivity can be maintained. 5. Personnel File Upon approval of the job description, a copy should be given to the employee, placed in the

employee's personnel file, and retained by the supervisor. 6. Ongoing Review Supervisors should review all job descriptions on a regular basis to ensure that information remains

current, especially when job duties change. An out-of-date job description is not useful to the organization, as it no longer accurately represents the position.


List of Action Words

Action Words

Word Definition Word Definition

Add to affix or attach Inform to disclose information or communicate data

Arrange to put in a specific order or plan Install to set into position or prepare for use

Administer to direct or manage Investigate to observe, inquire, or examine

Amend to change or modify Lead to guide or direct

Apply to adapt for special use List to itemize

Assign to fix, specify, or delegate Maintain to keep up or carry on

Assist to help or support Manage to direct or control

Build to erect or construct Measure to determine size

Carry to convey or transport Operate to perform a function

Classify to separate into groups Organize to arrange by planning and coordinating or systemize

Collate to assemble in proper sequence Originate to produce as new

Compose to make up or create Outline to give main points or summarize

Conduct to direct, manage, or control Oversee to watch over, direct, or supervise

Construct to build, erect, or make Perform to accomplish or carry out

Coordinate to place in order or rank Post to assign to a specific position or transfer information from one document to another

Create to cause to exist, originate, or produce

Provide to furnish, supply, or make available

Delete to erase, remove, or omit Recommend to advise, praise, or commend

Design to formulate a plan, create, or execute

Refer to direct attention

Develop to elaborate or expand Report to detail documentation or level of reporting

Direct to manage, take charge of, or address

Research to study or investigate

Enforce to impose or reinforce Resolve to solve or make a decision

Ensure to make sure or verify Review

to look over or study

Establish to set up or secure Route to schedule the order of

Feed to supply material to a machine Sort to arrange by kind, class, or size

Figure to calculate with numbers or compute

Tabulate to form into a table by categories

Formulate to state in systematic terms Underwrite to endorse (a document)

Generate to produce or construct


Recruitment Recruiting and hiring the best candidates is a major responsibility for all supervisors. Supervisors must comply with federal, state, and local anti-discrimination laws. Most employers are prohibited from discriminating against an employee or applicant on any legally-recognized basis including, but not limited to, veteran status, race, color, religion, sex, national origin, disability, age, or genetic information. State and local laws may include additional protected classes. Supervisors should continuously keep in contact with applicants to fill job openings quickly. Maintaining strong relationships with recruiting sources, even when there are no open positions available, enables employers to fill positions more quickly and easily once they do become available.

ACTIONS 1. Requesting Personnel When an opening becomes available, either as a result of a resignation or termination or due to

department growth, supervisors should obtain permission to hire additional personnel. Supervisors wishing to fill a position or expand their department can use the Personnel Requisition form.

2. Defining the Position Adequate time must be spent preparing for the selection process to effectively determine whether

candidates meet the qualifications of the position sought. Some factors to consider when defining the position include: duties performed, abilities required to learn and perform the job, knowledge and skills used on the job, demonstrated behaviors performing the job, relevant training and work experience, upcoming technological changes, department’s and organization’s strategic direction, etc.

3. Posting the Position Once approval to hire additional personnel has been given, supervisors may decide to post the

position internally. Use the appropriate notification, such as a Job Posting Notice and instruct employees to respond within a specified time period. Your job posting should clearly define the education, skills, work experience, and any other requirements for the position. When writing the posting, stick to the basic skills required. An updated job description, if available, is very helpful in completing your posting.

4. Applicant Sources Supervisors should track past recruiting sources to determine which have been the most successful

for the organization. If an outside search for qualified applicants is necessary, the following sources may be helpful:

Advertisements Classified advertisements in local newspapers, as well as suburban and community

newspapers, may attract many potential applicants.

Consider your audience and circulation when making a decision to advertise. The size of your advertisement will affect the price. A brief advertisement is less expensive;

however, a lengthy advertisement may attract more qualified applicants. Include specific job requirements. For example, work experience or training and job

responsibilities. Highlight the most attractive aspects your company has to offer.


Instruct the applicant on how to reply. List the hours to apply, the email address or company

web site, and whether or not telephone calls are permitted. State that your company is an Equal Employment Opportunity Employer. This indicates that

your organization will not discriminate in the hiring process on any legally-recognized basis. Including salary is optional. If salary is included, provide the salary in terms of pay period or

hourly wage, rather then stating an annual salary. Make sure your advertisement is in compliance with Title VII of the Civil Rights Act and any

other applicable anti-discrimination laws. Avoid references to race, color, religion, sex, national origin, or age.

Company Application Files Employment applications held by other supervisors or in a central personnel file can also serve

as a potential source of candidates. Supervisors or your company's personnel department may have already performed some of the initial screening tasks and can provide additional information on the candidate.

Record retention guidelines for employment applications vary by statute/regulation and it is

important to consult legal counsel for guidance on specific situations.

Company Open House Holding an open house where potential employees visit the company to learn about the

company’s operations, products, and job opportunities can be a useful recruiting tool. This is a cost effective method of bringing in a large number of candidates and provides the employer with an opportunity to conduct pre-screening on the spot. Advertising the open house on the radio, television, and company web site, if available, may enhance the turnout.

Co-ops A paid cooperative education program with local colleges or universities can provide a source for

future employees. Students generally work 40 hours each week for 10 to 15 weeks. Co-ops are ideal for peak operation times or filling temporary openings.

Data Banks Employers are able to quickly narrow their search through the use of computerized résumé

banks, giving a list of job specifications and having the computer sort out résumés that fit those requirements.

Employee Referrals Current employees are an excellent referral source since they know the internal operations and

company culture. You may consider offering a referral bonus to employees who refer applicants who are later hired. Refer to section 2, Employee Referral Programs for more information.

Internal Candidates Do not forget that you may have qualified candidates already working for you in other

departments. Promotion and transfer opportunities can have a very positive effect on company morale. Ask supervisors to recommend employees or initiate a job posting system. Refer to section 2, Promotions, Transfers, and Job Postings for more information.


Internet The Internet can assist in meeting the challenges of finding and attracting high-quality

employees. Employers are using more creative methods to search for and attract candidates including company web sites, bulletin boards, career hubs, and industry specific recruiting web sites located on the Internet. The increased distribution makes the Internet a very cost effective recruiting tool. Posting on web sites is especially critical for employers seeking technical support positions. The majority of qualified candidates in the technology field often turn to company web sites for job opportunities. Employers seeking technical support help should develop and maintain attractive web sites that link to career or employment sites on the Web.

Internships A paid or unpaid intern from a local college or university can be an excellent source for future

employees. Students typically work 12 to 15 hours each week for 13 to 16 weeks. They receive school credit for their work and are ideal for peak operation times or special projects.

Under the Fair Labor Standards Act (FLSA), students may not be considered employees if they

are engaged in school activities related to their education or in outside activities necessary to fulfill course requirements (for example, internships). Under certain circumstances, "interns" may be considered employees under the FLSA and therefore eligible for minimum wage and overtime consideration.

The DOL published a fact sheet (#71) on Internship Programs under the Fair Labor Standards Act

which outlines relevant guidelines: http://www.dol.gov/whd/regs/compliance/whdfs71.htm.

Job Fairs This cost-effective method of recruiting tends to attract a large number of potential candidates,

while providing the employer an opportunity to conduct pre-screening on the spot.

Outplacement Agencies Agencies provide service by training and placing displaced workers. Such agencies help

individuals search for new employment, prepare résumés, and provide information on job-openings. Employers seeking new applicants might find outplacement agencies to be a good source.

Point of Sale (POS) Certain industries and organizations with high customer contact can recruit new employees

directly by posting help wanted signs in their places of business. This recruitment source is particularly useful for restaurants and retail establishments.

Private Employment Agencies These agencies provide searching, screening, and testing services to relieve employers of time-

consuming tasks. An agreement with such an agency should be in writing specifying cost and guarantees, if any.

Public Government Services These agencies can locate qualified applicants at no cost. They provide services such as

testing, counseling, job analysis, and labor force analysis. USAJOBS is the federal government's official one-stop source for federal jobs and

employment information. The United States Office of Personnel Management Web site is available at http://www.usajobs.gov/.

The National Council on Aging at http://www.ncoa.org/.


Agencies which place disabled individuals. Agencies which place recent immigrants. The U.S. Department of Labor Employment and Training Administration’s (ETA) Web site at

http://www.doleta.gov/. State Web sites.

School Placement Offices Most universities, colleges, continuing education programs, high schools, and vocational schools

have placement offices for graduating and post graduate students. You may find candidates who have already been trained and are proficient in the skills required for entry-level positions. Establish relationships with counselors in these offices and encourage them to recommend qualified candidates.

Tele-recruiting Similar to telemarketing, this recruiting concept involves calling potential applicants to evaluate

their level of interest in your organization. Applicant lists may be obtained from professional organizations, recruitment agencies, etc.

Welfare to Work Programs These may be established by the federal government or by private agencies.

The Personnel Requisition form, Sample Advertisement, and Job Posting Notice are located at the end of this section.


Employee Referral Programs Employee referral programs can be an excellent, cost-effective recruiting tool. These programs usually provide a bonus to employees who refer applicants to the company that are ultimately hired. Generally, these bonuses are paid after the new employee has been employed for a predetermined period of time (for example, 90 days). Typically, the referring employee must still be employed by the company to receive the bonus. There are many advantages to employee referral programs. Individuals who have been referred to the company by current employees tend to be more prepared because they know more about the organization than other candidates. Such referrals are generally a better fit for the position for which they are hired and they remain employed longer. Employee referral programs can help retain current employees because they foster goodwill and create a pleasant work environment where employees enjoy working together and they support one another. While such programs have proven successful and have many advantages, problems can arise if the program is administered in a workforce already lacking diversity. It is important to ensure that the program does not result in discriminatory hiring practices. Employee referral programs are usually most effective when used in conjunction with other recruiting sources.

ACTIONS To ensure the success of an employee referral program, the following should be kept in mind. 1. Establish the Program The first step to developing the employee referral program is to obtain approval from upper

management. The program rules should be simple and easy to follow. The program should detail how to refer applicants, how long the new employee must be employed before the bonus is paid (for example, 90 days, six months, etc.), and any other rules.

2. Communicate the Program Inform employees of the program and how to refer candidates. Communication can take place

through an employee handbook policy, company Intranet, payroll stuffers, company newsletters, staff meetings, etc.

3. Submit the Employee Referral Form Employees should complete an Employee Referral Form and submit it to the hiring manager or

Human Resources department with a copy of the candidate’s résumé. 4. Notify the Employee The hiring manager or Human Resources department should acknowledge the referral and notify the

referring employee of any hiring decision. 5. Pay the Bonus After the new employee has been employed the requisite amount of time, pay the bonus earned to

the referring employee. The Employee Referral Form is located at the end of this section.


Promotions, Transfers, and Job Postings Promotions and transfers from within an organization encourage personal and professional growth. Supervisors should be available to discuss transfer opportunities with interested employees who are eligible for new or vacated positions. A consistent job posting program may reduce the likelihood of employee complaints regarding unfair treatment, discrimination, or favoritism. Such claims often arise when candidates are hand-selected for a promotion, without the position being posted. ACTIONS 1. Notification When a position becomes available, supervisors should submit notification to their manager or

Human Resource department immediately.

2. Job Posting Supervisors should complete a Job Posting Notice (if applicable) by reviewing the current job

description (if available). If a job description is not available, list the job title and required job-related skills, knowledge, and experience. The notice should be sent to management for approval. Posting open positions is determined by company policy and past practice. Employers are generally not required to post job openings, but failure to do so may create morale issues among employees. Unionized organizations may be required to post available positions under the terms of their Collective Bargaining Agreement.

3. Candidate Response Interested employees should discuss the job posting with their supervisor first. Supervisors may

suggest the employee shadow the individual doing the job for a greater understanding of the position. If both parties feel the position is a good fit, the employee should complete the Job Posting Application and forward it to their supervisor for approval. Company policy may dictate the specific process and procedures required. Some companies may have restrictions on when employees can post for a new position. For example, an employee may need to be in her current position for at least one year with no written warnings for supervisor approval to post for a new position. If such restrictions exist, the policy should be included in the company’s employee handbook, accessible by all employees.

4. Applications Completed applications should be sent to the hiring supervisor within a specified period of time,

depending on company policy.

5. Interview Hiring supervisors should schedule interviews with qualified applicants within two weeks.

6. Selection When reviewing an applicant's qualifications, supervisors should consider the employee's job-related

skills, knowledge and experience, initiative, attitude, attendance, and performance. Once a selection is made, supervisors should notify the employee’s manager immediately so the applicant can be notified and transfer arrangements can be made.

7. Notification to Unsuccessful Applicants It is important to maintain a high level of communication with those employees who were not chosen

for the opening. Supervisors should notify these employees as soon as possible that the position has been filled. It may be appropriate to supply professional feedback to applicants who were not selected for the position in order to help the employee prepare for future opportunities and to maintain morale.

The Job Posting Notice and Job Posting Application are located at the end of this section.


No Posting/Transfer Only If an opening occurs, supervisors may want to consider employees who are already working in the current team or department who deserve a promotion. Promoting from within a team or department, when appropriate, can build employee and team morale. It may also be an easier transition to the new role as the employee is already familiar with the department and most likely the position.

ACTIONS 1. Current Employees Supervisors should first consider current employees in the group who may be ready for a promotion,

or employees in other departments who have requested a transfer. If supervisors want to promote employees from outside the group, but within the company, they should first discuss the transfer with the employee's supervisor.

2. Selection When reviewing an applicant's qualifications, supervisors should consider the employee's job-related

skills, knowledge and experience, initiative, attitude, attendance, and performance. Once a selection is made, supervisors should contact the employee's current supervisor prior to extending an offer to the employee. Transfer arrangements should be discussed with the current supervisor.


Prescreening Once an employer advertises an open position, the next step is to prescreen applicants to determine which candidates will be interviewed. The immediate supervisor should do the prescreening of candidates and may even conduct initial interviews. The supervisor should be included in all phases of the interview and selection process since the candidate selected will interact with the supervisor on a regular basis.

It’s important to use the position’s job description as a tool to remain focused on job-related topics.

ACTIONS 1. Applicant Screening In most cases, the number of applicants will be greater than the number of candidates you will

actually interview. Start the process by stacking resumes and applications into “yes” and “no” piles based on whether the candidate meets the minimum job qualifications and requirements. Remember to use the job description as a guide for assessing an applicant’s skills, experience, and education. Once you have separated the resumes and applications, go back and review the candidates to determine which individuals most closely match the qualifications outlined in your job description.

Application Review

Do the applicant's skills and background meet the job criteria, as outlined in the job description?

Does the applicant’s work history reflect job stability?

Are there gaps or overlaps in employment history and education?

What reasons are given for why an applicant wants to change jobs?

Have all questions on the application been answered?

Résumé Review Are the positions and dates located on the résumé consistent with the application?

Is the résumé neat and free of errors?

Does the information on the résumé generate enough interest for you to meet with the applicant?

2. Telephone Screening After determining the potential interviewees, conduct telephone screenings. This is an important

step, especially when screening for telephone contact positions. This step will help you determine whether a candidate’s qualifications warrant a personal interview.

Ask the same questions of each candidate so that you will be able to compare candidates later.

Each call should last approximately 10 to 15 minutes.

Avoid pre-employment inquiries that may seem neutral but tend to screen out or discriminate against members of a protected class. Refer to section 2, Suggested Interviewing Questions and Employment Inquiries.

Take notes during the call to facilitate comparing candidates later in the process.

Inform the candidate of the next step in the hiring and selection process. The Telephone Screen Worksheet and Employment Inquires are located at the end of this section.


Interviewing

After completing the initial screening process, contact those applicants who seem most qualified for the position for a personal interview. This is an opportunity to gather additional information about the candidates. A successful interview will provide the information needed to make the right hiring decision. The judgment exercised in interviewing and hiring may impact company profits and may help or hinder the company if faced with future litigation based on the company’s hiring practices.

1. Employment Application Although most candidates will supply you with an updated résumé, ask all outside candidates to

complete an employment application since the application can provide you with specific information not necessarily located on a résumé. The application form will provide a general picture of an applicant’s background, and may point out areas for further discussion during the interview (for example, gaps in employment, or other inconsistencies). Review the completed and signed application prior to interviewing the applicant.

Make sure your application is in compliance with state and federal requirements. It is best to use an application which has been reviewed by legal counsel. Forms and applications must be offered in an accessible format to individuals with disabilities. A disabled applicant may require a reasonable accommodation to complete the employment application.

The Application for Employment is located at the end of this section.

2. Prepare for the Interview

The interviewer should review the position’s job description and/or requirements worksheet and

be familiar with the essential skills and requirements for the open position. The interviewer should be prepared to supply each candidate with a concise and realistic job preview of the position, in addition to a brief description of the company.

A Position Requirements Worksheet is located at the end of this section.

Review each candidate’s résumé, application, cover letter, and telephone screen worksheet with any notes before conducting the first interview.

Reserve a private location for the interview. Verify the interview location is accessible to individuals with disabilities. Special accommodations should be made for disabled applicants (for example, sign language interpreter or written materials provided in Braille or large print).

Prepare questions in advance. Questions should be based on the job description and the

applicant’s résumé and/or completed application. Suggested Interview Questions are located at the end of this section.

3. First Interview

Ask job-related questions pertaining to the application or résumé and ask the same questions of all applicants for the same position. Refer to section 2, Interviewing Guidelines to avoid asking questions which could solicit information unrelated to the job requirements and the candidate’s ability to perform the job.

Ask primarily open-ended questions that require more than a "yes" or "no" answer.

Listen to the applicant's response and take brief notes.

Present an accurate picture of the essential functions of the job; avoid embellishing the position.

Inform the applicant what the next step is in the hiring process.

Complete an Employment Interview Evaluation form immediately following the interview to help remember the important details of the meeting.

The Employment Interview Evaluation is located at the end of this section.


Suggested Interviewing Questions The following is a list of questions that can assist the supervisor in extracting job-related information during the interview. Caution must be exercised when interviewing applicants to avoid the practice or appearance of discrimination during the hiring process. This may help avoid charges of discrimination in hiring practices. It is imperative that questions asked are job-related. This prohibition extends to informal communication between the applicant and the interviewer (for example, small talk before the formal interview begins). Supervisors may use all or some of the following questions in their interviews. The questions are grouped into categories to help plan the interview. The answers to these questions may assist in reviewing and evaluating on-the-job behavior. 1. Education

Use these questions with candidates who may have recent college experience but may have limited work experience. These questions may not be applicable if the applicant has been out of school for some time.

What was your major?

What was your grade point average?

Which courses did you most enjoy? Why?

Which courses did you least enjoy? Why?

Describe what you liked about your favorite instructor?

Describe what you disliked about your least favorite instructor?

2. Work Experience

Interviewers should ask the applicant questions concerning their current position as well as past positions. Work experience questions may help the interviewer assess the candidate’s ability in many work-related scenarios, including:

Developing goals and allocating resources to reach those goals.

Recognizing and responding appropriately to crisis situations.

Maintaining accurate records and documentation of work.

Communicating professionally and effectively.

Developing and maintaining acceptable standards for work.

Applying skills and knowledge to solve problems.

Following through to completion on projects.


Anticipating and responding to change.

Dealing professionally with customers and co-workers.

Mentoring and coaching employees.

Staying informed of technological and company changes.

Motivating others through their work and being looked at as a mentor.

Negotiating and cooperating with others to achieve organizational and team goals.

Estimating and monitoring expenses to maximize cost effectiveness.

Current Position

What are your key responsibilities or objectives?

Which of these objectives have you performed particularly well? Why?

Which of these have you performed least well? Why?

What have been your major accomplishments while in this position?

What impact have these accomplishments had on the organization?

Which aspects of this position do you enjoy most? Why?

Which aspects of this position do you enjoy least? Why?

Which aspects of your supervisor's management style or philosophy do you like most? Why?

Which aspects of your supervisor's management style or philosophy do you like least? Why?

Why do you wish to leave your current position? What factors have led to this decision?

Past Positions

Of the positions you have held, which did you like most? Why?

Of the positions you have held, which did you like least? Why?

Of the various environments in which you have worked, which did you enjoy most? Why?

Of the various environments in which you have worked, which did you enjoy least? Why?

What were your key responsibilities or objectives?

What aspects of this position did you enjoy most? Why?

What aspects of this position did you enjoy least? Why?

Why did you leave this position?

How would your former supervisor describe your performance?


3. Position Specific

In general, how qualified do you feel you are to perform in this position? Why?

With which aspects of the position do you feel most comfortable? Why?

With which aspects of the position do you feel least comfortable? Why?

Why are you interested in this position?

For which responsibilities would you need training? 4. Management Effectiveness Use these questions for managerial or supervisory positions only.

Describe your management style.

What is your belief about the role of people in the organization?

How do you motivate subordinates?

What do you consider to be your greatest strength as a manager? Why?

What do you consider to be your greatest shortcoming as a manager? Why?

Tell me about a rewarding supervisory experience you have had.

How would your staff describe you? 5. Personal Effectiveness

What are your short-term career objectives?

What are your long-term career objectives?

To what extent is this position relevant to your career objectives?

If you don't get this position, what will you do next? 6. Questions That Get Results Use these questions to learn more about a candidate’s work ethic, values, motivation, and

weaknesses.

Tell me about your last job experience and the top three things you learned at that job.

What was the toughest job you’ve ever held and how long did you perform that job?

Of your previous managers (or school teachers for recent graduates), who received the most out of you and how did they accomplish that?

Think of the best person you have ever worked with. Now, rank yourself on a scale of 1 to 10. What makes that person so good at their job and what do you rank yourself? Follow up this question by asking the candidate what it would take for them to improve their score.

When was your last performance review and what were the results?


7. Miscellaneous

What references can you provide me? Describe your relationship with each.

What do you feel your references will have to say about you? Why?

Are there any remaining questions that you would like to ask me?

Is there anything else you feel is important for me to know about your relevant experience? Company-specific questions may be added.


Dos and Don'ts of Interviewing The dos and don’ts of interviewing provide you a brief outline of what is and is not acceptable or proper when conducting an interview. Please note this list is not all inclusive. DO ...

Plan the interview; prepare questions.

Make sure each applicant completed an application and provided a résumé and references.

Review the application and résumé prior to the interview.

Review the open position’s job description and requirements before the interview.

Present an accurate picture of the position.

Ask job-related questions.

Take brief notes.

Make eye contact.

Listen carefully.

Evaluate each candidate after the interview is concluded.

Be friendly, yet businesslike.

Hide your personal feelings.

Remain as objective as possible.

Ask open-ended questions.

For example: "Tell me about your work experience," or "Tell me about the jobs you enjoyed most and least."

Follow answers by asking "Why?" For example: "Why do you feel that way?", "Why did that bother you?", "Why didn't you enjoy that line of work?"

Allow the candidate time to think and answer the question.

Follow-up on answers that seem evasive and keep track.

Close the interview by providing the applicant the next steps in the hiring process.

Complete an Employment Interview Evaluation form.


DON'T ...

Lose eye contact for long periods of time by taking extensive notes. It may be disturbing to the applicant.

Look at your computer or PDA, read emails and/or texts during the interview.

Make judgments on one trait without having considered all traits.

Conduct yourself in a manner that is too friendly or too stern.

Let the applicant see that you favor or disfavor them.

Ask questions which only allow a “yes” or “no” response.

Accept general answers. Probe for more specific information.

Continue to talk just because the applicant does not reply quickly.

Let yourself become lost or fail to listen carefully to everything being said.

Ask inappropriate questions. Refer to section 2, Suggested Interview Questions, Interviewing Guidelines, and Employment Inquiries for guidance.

Make any promises of employment or promotion to the applicant.

Provide any information regarding other candidates.


Interviewing Guidelines Federal, state, and local anti-discrimination laws have a significant impact on the way an employer may recruit and select employees. Employers may not discriminate on any legally-recognized basis, including but not limited to, veteran status, race, color, sex, religion, national origin, disability, age, or genetic information. The following guidelines can help you to conduct effective interviews which are focused on hiring the best candidate based on the requirements of the position.

Avoid Asking Applicants Questions Regarding

Age or date of birth

Previous address

Religion or race

Mother's surname

Marital status or maiden name

Number or ages of children

Child care arrangements

Spouse's or parents' place of employment

Parents' residence

Whether they rent or own their residences

Loans, financial obligations, wage attachments, or personal bankruptcies

Arrests

Foreign languages spoken (unless job relevant)

Memberships in social organizations

Visible physical characteristics (for example, scars, burns)

Personal and family health history or status

Psychological well-being

Past injuries or diseases


Applicants May Be Asked Questions Regarding

Reasons for termination of previous employment

References

Work schedules

Previous work experiences

Job-related feelings about previous assignments or present position

Career interests

Job duties

Job training

Education

Job-related professional associations

Qualifications for duties related to job

If during the interview, a candidate inquires about obtaining a reasonable accommodation, it is permissible to ask the candidate what reasonable accommodation is necessary to perform the essential functions of the position.


Selection The selection process consists of evaluating the first interview and pre-employment testing results (if applicable), completing the second interview, checking references, and making the hiring decision. ACTIONS 1. Pre-Employment Tests If you decide to use pre-employment testing in your selection process, you have a choice of

developing your own testing instrument or purchasing one from an outside vendor. Whichever method you choose, it should be noted that there are legal requirements that apply to the use of employment tests and employee selection methods. Tests that have an adverse impact against a protected group of applicants may be legally challenged with a discrimination charge. To defend against such charges, employers would have to show that the selection procedure is job-related, reliable, and valid. Outside vendors should be able to verify the validity of their products. It is also important to document the development process of the selection procedure and the test’s job-relatedness.

The Equal Employment Opportunity Commission (EEOC) provides a fact sheet on employment tests

and selection procedures used to screen applicants and/or employees. The fact sheet also discusses governing EEO laws, recent EEOC litigation and settlements, and best practices for testing and selection. The information is located on the EEOC Web site at http://www.eeoc.gov/policy/docs/factemployment_procedures.html.

Pre-employment tests must be offered in an accessible format for individuals with disabilities.

2. Second Interview

The number of interviews may vary depending on the company and position. Generally, employers conduct a second interview. A second interview should be initiated for the most qualified candidates based on information gathered from the résumé, application, first interview, and any pre-employment testing. The second interview is an opportunity for another supervisor or manager to evaluate the candidate, as well as an opportunity to gather more information. The applicant will find a second interview very valuable. They should have an opportunity to meet individuals with whom they may be working, tour the facilities, and ask additional questions. This establishes a good starting point to build a future employment relationship.

3. Evaluation Based on the information gathered, prepare a list of applicants being considered for hire for the

position. Document the factors leading to the decision to hire or not to hire each candidate. 4. Reference Checks Supervisors should check all references carefully using the Employment Reference Checklist. The

purpose of any reference check is to verify key facts such as date(s) of employment, position(s) held, reason(s) for leaving, and eligibility for rehire. This information will help gather a picture of the applicant's work experience. Reference checks may also help protect employers against claims of negligent hiring. *

* Negligent hiring claims are an increasingly common cause of action in employment litigation. This liability may result when employees, while acting in the scope of their employment, cause injury to other employees or third parties. The organization may be subsequently sued for negligent hiring if they knew or should have known about the likelihood that an employee would cause injury (for example, if the applicant had a tendency toward violence in the workplace).

The Employment Reference Checklist is located at the end of this section.


5. Background Checks If you require additional job-related background information, for example, credit reports or criminal

background checks, and are using a Consumer Reporting Agency, federal and state regulations may apply. Employers should be aware of and should follow applicable federal, state, and local laws that require background checks for certain positions and industries. Refer to section 6, Federal Laws, for an overview of the Fair Credit Reporting Act. Employers should consult with legal counsel to discuss applicable laws, regulations, and issued guidance regarding background checks.

6. Selection/Job Offer After a final selection is made, make an offer of employment. Job offers may be verbal, but should

be followed up with a Job Offer Letter. Do not refer to an annual salary since this may imply a specific length of employment. Instead, state salary in terms of pay period and include a statement that the company adheres to a policy of employment-at-will. Also include any contingencies such as reference checking, physical examinations, drug testing, etc. Supervisors should ask for an answer from the applicant within two days. If the applicant rejects the position, the job can be offered to the next best applicant or the search can begin again.

If the applicant is hired, file the application, résumé, and any reference letters in the employee's personnel file.

The Job Offer Letter is located at the end of this section.

7. Notification to Unsuccessful Applicants Supervisors should send a letter notifying applicants of a decision not to hire as soon as possible

after the position is filled.

Employers should consult with legal counsel regarding the retention of applications, interview evaluations, reference check forms, and résumés for non-hires after the position has been filled.

Sample Response Letters are located at the end of this section.

Recruitment, Interviewing, and Selection Forms

Section 2

Forms located in this section include:

Job Analysis Questionnaire (Employee)

Job Analysis Questionnaire (Managers/Supervisors)

Job Description

Sample Job Description

Personnel Requisition

Sample Advertisement

Employee Referral Form

Job Posting Notice

Sample Job Posting Notice

Job Posting Application

Sample Job Posting Application

Telephone Screen Worksheet

Employment Interview Evaluation

Application for Employment*

Employment Inquiries

Employment Reference Checklist

Request for Written Reference

Sample Response Letters

Job Offer Letter*

Remember: These forms are for general information purposes only, and are not intended as legal

advice. If you have questions or need legal guidance regarding forms to be used for particular facts and circumstances, you should consult an attorney.

* Spanish version provided

This page intentionally left blank.

Supervisor Procedures Manual RECRUITMENT, INTERVIEWING AND SELECTION 2:25

Job Analysis Questionnaire (Employee to Complete)

List your duties and responsibilities for the job you are performing. Specify any frequencies, quantities, and production quotas such as calls answered each month, weekly production, etc.

1. 2. 3. What are the essential job-related skills required to perform the job successfully?

1. 2. Are there special physical or mental skills required? If so, what are they?

What are the working conditions under which the job is performed?



Job Analysis Questionnaire (Supervisor/Manager to Complete)

1. What is the job title? 2. To whom does this position report? 3. What are the essential functions of the job? State frequency, quantity, production quotas, etc. List in order of priority. You may state occasional duties for informational purposes; however, they will not be included in the final job description. 4. What are the essential job-related skills required to perform the job successfully? 5. Are there special physical or mental skills required? If so, what are they? 6. What training and educational job-related skills are required for satisfactory job performance?


7. What are the working conditions under which the job is performed?

8. Does the position require problem-solving skills? If so, how often are they required?

9. Will decision-making be a part of the job? If so, how frequently is it required?

10. How much supervision by another employee does the position require?

Minimal Significant

11. Does this position require any supervision of others? If so, how many?

12. Is there advancement potential? If so, list the potential position(s).


Job Description Job Title

Department

Reports To

FLSA Status

Prepared By

Approved By

Date / /

Basic Function

Responsibilities

1.

2.

3.

4.

5.

Skills

Education and Training

Experience



Sample Job Description Job Title Receptionist

Department

Reports To

FLSA Status

Prepared By

Approved By

Date / /

Basic Function Responsible for relaying incoming telephone calls and greeting visitors in a professional manner while performing various clerical duties.

Responsibilities 1. Answer multi-line telephone system, take accurate messages, and transfer telephone calls to the

appropriate person in an efficient manner.

2. Greet and screen incoming visitors in a professional manner and promptly notify appropriate person of their arrival.

3. Open and distribute incoming mail on a daily basis and prepare outgoing mail using postage meter.

4. Receive and sign for packages, and deliver to the appropriate person promptly.

5. Operate standard office equipment including:

- multi-line telephone system

- facsimile machine

- photocopy machine

- postage meter

- calculator

- computer/printer

6. Monitor facsimile machine, direct incoming documents, and send documents through facsimile as requested.

7. Type correspondence and memorandums in proper format and proofread and mail as assigned.

8. Maintain an adequate office supply inventory and requisition additional items as needed.

9. Contact appropriate company for necessary preventive maintenance/service on office equipment and maintain related files.

10. Perform other related duties as assigned.

Skills Oral Communication Skills Written Communication Skills Telephone Etiquette Proofreading Skills Customer Service

Diplomacy Professionalism Filing Math Aptitude Organization

Time Management Computer Literacy Keyboard Skills

Education and Training Degree: High School Diploma or Equivalent

Experience Prior general office experience helpful



Personnel Requisition

Job Title Date Required / /

Department Office Number

Office Name

Statement of Job Duties Required (essential tasks) New Position Replacement Employee to be Replaced

Temporary From / / To / /

Full-Time Part-Time Days and Hours 1. Have you reviewed other related positions to determine if the Yes No responsibilities of this position can be combined with the responsibilities of other positions? 2. Can an employee in the department be promoted to fill the vacancy? Yes No 3. Is the salary for this position included in the current budget? Yes No Job Grade Salary Range to Request Approved Request Denied Submitted by

Supervisor/Manager-1st level Date / /

Supervisor/Manager-2nd level Date / /



Sample Advertisement

ACCOUNTS PAYABLE CLERK

ACCOUNTS PAYABLE CLERK: Full-time position, responsible for all accounts payable activities in small medical facility. Preparation of weekly accounts payable checks and reports. Prior accounts payable and data entry experience required. High School diploma or equivalent. $10.50 an hour, plus medical insurance. Call Office Manager at 444-4444, M-F during business hours. EOE.



Employee Referral Form

Applicant Information

Candidate Name

Address

City State Zip Code

Telephone Number ( ) -

Alternate Telephone Number ( ) -

Areas of Interest

Job Title/Location for Which Individual Is Referred (attach candidate’s résumé, if available)

Referring Employee Information Employee Name

Employee Number

Job Title Department

Telephone Number ( ) - E-mail Address

Employee Signature Date / /

Management Use Only Received by Date Received / /

The above candidate was:

Considered for current openings but not hired at this time.

Hired by on / / as a (department) (position)

A referral bonus of $ , less withholding taxes, should be paid to (referring employee)

on / / .

Approval Signature Date / /



Job Posting Notice Posting Period From / / To / /

Position Information Job Title Department Hiring Manager Days and Hours Location Description

Requirements Education Experience Special Skills If you are interested in this position, complete a job posting application by ______ / _______ / _______



Sample Job Posting Notice

Posting Period 6/10 - 6/24

Job Title Secretary

Grade 9

Department Sales

Hiring Manager Donna Right

Days and Hours 8:00 a.m. - 5:00 p.m., M - F

Location 10 Smith Street

Description Responsible for monthly reports from sales persons;

must be a self-starter.

Education Associates Degree

Experience 1-2 years related experience;

Ability to work independently.

Special Skills Good communication skills

Computer knowledge (MS Office)

Complete a job posting application if you are interested and submit to your supervisor by 6/24/XX.



Job Posting Application

Name _________________________________________ Date __________ / ________ / _________

Hire Date / /

Supervisor/Manager

Current Job Title/Grade

Position applying for

Other positions held within the company (include dates)

Education

Skills/Experience

Attach current résumé, if available.

Recommendation from Supervisor/Manager

Applicant Signature _______________________________________ Date / /

Present Manager Signature _______________________________ Date / /



Sample Job Posting Application Name Jane Law

Date January 13, ####

Hire Date June 10, 2000

Supervisor John Jack

Current Job Title/Grade Personnel Clerk/13

Position Applying For Sales Secretary

Other Positions Held Within the Company N/A Education A.A.S. Sales and Marketing, Monroe Community College B.S. Sales Administration, University of Buffalo

Skills/Experience Two years as a personnel clerk with advanced computer knowledge. Good organizational skills. Independent judgment used at all times. Recommendation from Supervisor/Manager

Applicant Signature _______________________________________ Date / /

Present Manager Signature ________________________________ Date / /



Telephone Screen Worksheet Applicant Name Company Representative Position Date / /

We have received your résumé ....... are you still interested in employment opportunities here at

? We are currently in an initial screening process, and would like to ask you some questions over the telephone. Is this a good time for you? Once we have completed this initial screening process, we will be inviting in for an interview those individuals whose qualifications most closely match the position(s) available at our company.

1. What prompted you to send your résumé? What type of position are you seeking?

2. Are you currently employed? If so, why are you considering other employment opportunities?

3. Tell me about your current position. What are your key responsibilities?

4. What responsibilities do you enjoy the most?

5. What responsibilities do you enjoy the least?

6. How would you describe the ideal job for you?

7. What type of software packages have you worked with? How proficient are you with them?

General Notes

Telephone Voice

Enthusiasm and Interest Level

Technical Skills

Overall Impression



Employment Interview Evaluation Applicant Name Date / / Purpose General Interview Position Interview - Job Title ____________________________ 1st Interview 2nd Interview 3rd Interview Interviewer Title Hiring Manager (if applicable) Title

Instructions: Carefully evaluate the applicant’s interview performance in relation to the specific job requirements. Check the rating box to indicate the applicant’s performance. Indicate N/A if the rating category is not applicable. O = Outstanding: Applicant is exceptional and is recognized as being far superior to others.

I = Improvement Needed: Applicant is deficient or below the standards required for the job.

V = Very Good: Applicant clearly exceeds position requirements.

U = Unsatisfactory: Applicant is generally unacceptable.

G = Good: Applicant is competent, dependable, and meets standards of the job.

N/A = Not applicable.

GENERAL FACTORS

RATINGS

SUPPORTIVE DETAILS OR

COMMENTS Experience The extent to which the applicant’s background and experience are consistent with the requirements of the job.

O V G I U N/A

Education The extent to which the applicant’s schooling is relevant and sufficient for the requirements of the job.

O V G I U N/A

Job Knowledge and Job Skills The extent to which the applicant possesses the practical and technical knowledge required on the job and skills required to perform the job.

O V G I U N/A

Knowledge and Interest of the Industry The extent to which the applicant has knowledge or is familiar with the company’s industry. The level of desire applicant has in working for the company.

O V G I U N/A


Communication Skills The extent to which the applicant can communicate effectively (verbal and written).

O V G I U N/A

Supervisory Skills The extent of the applicant’s previous responsibility for direct and indirect reports, including authority to hire and fire. Applicant’s management style.

O V G I U N/A

Creativity The extent to which the applicant proposes ideas and finds new and better ways of doing things.

O V G I U N/A

Initiative The extent to which the applicant appears to seek out new assignments and assumes additional duties when necessary.

O V G I U N/A

Composure The extent to which the applicant appears to be in control. The applicant’s ability to handle stress.

O V G I U N/A

Overall Impression The extent to which the applicant’s overall appearance, manner, and responsiveness are consistent with the requirements of the job.

O V G I U N/A

Reason(s) for changing jobs

Overall Interview Performance

Strong candidate No further interest

Possible candidate Other

Possible candidate for another position Position Comments 151507 Rev. 11/07

©2019 Paychex, Inc 09/19

Company Name ____________________________________ Date _______________________________ Please Print Clearly MENT

Please Answer All Questions. Résumés Are Not A Substitute For A Completed Application.

We are an equal opportunity employer. Applicants are considered for positions without regard to veteran status, uniformed servicemember status, race, color, religion, sex, national origin, age, physical or mental disability, genetic information, pregnancy, citizenship status or any other category protected by applicable federal, state, or local laws.

THIS COMPANY IS AN AT-WILL EMPLOYER WHERE ALLOWED BY APPLICABLE STATE LAW. THIS MEANS THAT REGARDLESS OF ANY PROVISION IN THIS APPLICATION, IF HIRED, THE COMPANY OR I MAY TERMINATE THE EMPLOYMENT RELATIONSHIP AT ANY TIME, FOR ANY REASON, WITH OR WITHOUT CAUSE OR NOTICE. THIS APPLICATION DOES NOT CREATE ANY TYPE OF EXPRESS OR IMPLIED CONTRACT OTHERWISE.

FOR RHODE ISLAND APPLICANTS ONLY: THIS COMPANY IS SUBJECT TO THE WORKERS' COMPENSATION LAWS OF THE

STATE OF RHODE ISLAND. *

Applicant Name _______________________________Position Applied For ___________________________ (list only one)

Telephone Number ( ) ________-__________ Alternate/Cellular Telephone Number ( ) ________- ___________

Present Address ____________________________________________________________________________________ Street, Apartment, or Unit Number

__________________________ __________ ______________ How long have you lived there _____/_____ Years/Months

City State Zip

Email Address (optional) _____________________________________ Are you 18 years of age or older? Yes No

If under the age of 18, can you produce the necessary work certificate at the time of employment? Yes No

Type of employment desired? Full-time Part-time (Specify Hours)___________________________________

Are you willing to work overtime? Yes No Date on which you can start work, if hired: ____________________

If hired, can you provide proof that you are legally eligible for employment in the U.S.? Yes No

If not, what steps must be taken for you to begin employment lawfully? _________________________________________________

Have you previously applied for employment with this Company? Yes No

If Yes, when and where did you apply? __________________________________________________________________

Have you ever been employed by this Company? Yes No

If Yes, provide dates of employment, location and reason for separation from employment. _________________________

__________________________________________________________________________________________________

If applicable, below list any other names by which you have been known which may be necessary to allow us to confirm your work and educational record. For example, change of name, use of an assumed name, nickname, etc.

__________________________________________________________________________________________________

Do you have any commitments to any other employer which could affect your employment with this Company if hired (for example, an employment agreement, a non-competition or non-solicitation agreement, etc.)? Yes No

If yes, please explain:

__________________________________________________________________________________________________

Please Print Clearly APPLICATION FOR EMPLOYMENT

Education School Name and Location (Address, City, State)

Course of Study or Major

Graduate? Y or N

# of Years Completed

Honors Received

High School

College

Graduate/

Professional

Trade or Correspondence


WORK EXPERIENCE

Please list the names of your present and/or previous employers in chronological order with present or most recent employer listed first. Provide information for at least the most recent ten (10) year period . Attach additional sheets if needed. If self -employed, supply firm name and business references. You may include any verifiable work performed on a volunteer basis, internships, or military service. Your failure to completely respond to each inquiry may d isqualify you for consideration from employment. Do not answer "see résumé."

Employer

_________________________________ _______________________________ ______________________________

Name Address Type of Business

Telephone ( ____ ) ______________________________ Dates Employed From ____ / ______ / _____ To ____ / _______ / ____

Job Title _________________________________________ Duties ____________________________________________________

Supervisor's Name ____________________________________ May we contact? Yes No If No, why not? ________________

Reason for Leaving? ____________________________________________________________________________________________

What will this employer say was the reason your employment terminated? __________________________________________________

Were you ever disciplined? If so, for what? ___________________________________________________________________________

How much notice did you give when resigning? If none, explain. __________________________________________________________

Employer

_________________________________ _________________________________ ______________________________

Name Address Type of Business

Telephone ( ____ ) ______________________________ Dates Employed From ____ / ______ / _____ To ____ / _______ / ____

Job Title _________________________________________ Duties __________________________________ _________________

Supervisor's Name ______________________________________ May we contact? Yes No If No, why not? _________________

Reason for Leaving? _____________________________________________________________________________________________

What will this employer say was the reason your employment terminated? __________________________________________________

Were you ever disciplined? If so, for what? ___________________________________________________________________________

How much notice did you give when resigning? If none, explain. ___________________________________________________________

Have you ever been terminated or asked to resign from any job? Yes No If Yes, how many times? ______

Has your employment ever been terminated by mutual agreement? Yes No If Yes, how many times? ______

Have you ever been given the choice to resign rather than be terminated? Yes No If Yes, how many times? ______

If you answered Yes to any of the above three questions, please explain the circumstances of each occasion.

______________________________________________________________________________________________________________

______________________________________________________________________________________________________________

______________________________________________________________________________________________________________

Briefly describe your qualifications for this position and any special skills or experience you possess which will be of special benefit in the position for which you are applying: _________________________________________________________________________________

______________________________________________________________________________________________________________

List any professional or occupational registration, licensure or certification you currently hold which may be applicable to the position for which you are applying and/or indicate whether you have ever had any related professional registration, license, or certification suspended,

revoked or terminated: _________________________________________________________________________________


REFERENCES [Optional]

Please list the names of additional work-related references we may contact who have worked with you in the past. Individuals with no prior work experience may list school or volunteer-related references.

NAME POSITION COMPANY

WORK RELATIONSHIP

(i.e. supervisor, co-worker)

TELEPHONE/EMAIL

Please list the names of personal references (not previous employers or relatives) who you know that we may contact.

NAME OCCUPATION RELATIONSHIP TELEPHONE NUMBER OF YEARS

KNOWN

I understand and agree that if driving is a requirement of the job for which I am applying, my employment and/or continued employment is contingent on possessing a valid driver's license for the state in which I reside and automobile liability insurance in an amount equal to the minimum required by the state where I reside.

I understand that the Company may now have, or may establish, a drug-free workplace or drug and/or alcohol testing program consistent with applicable federal, state, and local law. If the Company has such a program and I am offered a conditional offer of employment, I understand that if a pre-employment (post-offer) unlawful drug and/or alcohol test is positive, the employment offer may be withdrawn where allowed by law. I agree to work under the conditions requiring a drug-free workplace, consistent with applicable federal, state, and local law. I also understand that all employees of the location, pursuant to the Company's policy and federal, state, and local law, may be subject to urinalysis and/or blood screening or other medically recognized tests designed to detect the presence of alcohol or illegal or controlled drugs. If employed, I understand that alcohol and/or drug testing may be a condition of continual employment and I agree to undergo alcohol and drug testing consistent with the Company's policies and applicable federal, state, and local law.

If employed by the Company, I understand and agree that the Company, to the extent permitted by federal, state, and local law, may exercise its right, without prior warning or notice, to conduct investigations of Company property (including, but not limited to, files, lockers, desks, vehicles, and computers) and, in certain circumstances, my personal property. I understand that I have no expectation of privacy in Company property.

I understand and agree that as a condition of employment and to the extent permitted by federal, state, and local law, I may be required to sign a confidentiality, restrictive covenant, and/or conflict of interest statement.

I certify that all the information on this application, my résumé, or any supporting documents I may present during any interview is and will be complete and accurate, to the best of my knowledge. I understand that any falsification, misrepresentation, or omission of any information may result in disqualification from consideration for employment or, if employed, disciplinary action, up to and including immediate dismissal.

THIS COMPANY IS AN AT-WILL EMPLOYER WHERE ALLOWED BY APPLICABLE STATE LAW. THIS MEANS THAT REGARDLESS OF ANY PROVISION IN THIS APPLICATION, IF HIRED, THE COMPANY OR I MAY TERMINATE THE EMPLOYMENT RELATIONSHIP AT ANY TIME, FOR ANY REASON, WITH OR WITHOUT CAUSE OR NOTICE. NOTHING IN THIS APPLICATION OR IN ANY DOCUMENT OR STATEMENT, WRITTEN OR ORAL, SHALL LIMIT THE RIGHT TO TERMINATE EMPLOYMENT AT-WILL. NO OFFICER, EMPLOYEE OR REPRESENTATIVE OF THE COMPANY IS AUTHORIZED TO ENTER INTO AN AGREEMENT—EXPRESS OR IMPLIED—WITH ME OR ANY APPLICANT FOR EMPLOYMENT FOR A SPECIFIED PERIOD OF TIME UNLESS SUCH AN AGREEMENT IS IN A WRITTEN CONTRACT SIGNED BY THE PRESIDENT OF THE COMPANY.

IF HIRED, I AGREE TO CONFORM TO THE LAWFUL RULES AND REGULATIONS OF THE COMPANY, AND I UNDERSTAND THAT THE COMPANY HAS COMPLETE DISCRETION TO MODIFY SUCH RULES AND REGULATIONS AT ANY TIME, EXCEPT THAT IT WILL NOT MODIFY ITS POLICY OF EMPLOYMENT AT-WILL UNLESS SUCH AGREEMENT IS SIGNED BY THE PRESIDENT OF THE COMPANY.

APPLICANT CERTIFICATION


I authorize the Company and/or its agents to confirm all statements contained in this application and/or résumé as it relates to the position I am seeking, to the extent permitted by federal, state, or local law. I agree to complete any requisite authorization forms for the background investigation which may be permitted by federal, state and/or local law. I certify that I have received a separate written notification that the Company may obtain consumer reports (for example, criminal history, driving records, etc.) on me for use in connection with my Application (where allowed by law) and, if I am hired, my employment, unless otherwise prohibited by state, local, or federal law.

I AUTHORIZE AND CONSENT TO, WITHOUT RESERVATION, ANY PARTY OR AGENCY CONTACTED BY THIS EMPLOYER (INCLUDING ANY AND ALL PRIOR EMPLOYERS OF MINE) TO FURNISH INFORMATION REGARDING MY PREVIOUS EMPLOYMENT HISTORY AND/OR ANY OF THE ABOVE-MENTIONED INFORMATION. I hereby release, discharge, and hold

harmless, to the extent permitted by federal, state, and local law, any party delivering information to the Company or its duly authorized representative pursuant to this authorization from any liability, claims, charges, or causes of action which I may have as a result of the delivery or disclosure of the above requested information. I hereby release from liability the Company and its representative for seeking such information and all other persons, corporations, or organizations furnishing such information. Further, if hired, I authorize the Company to provide truthful information concerning my employment to future employers and hold the Company harmless for providing such information.

If hired by this Company, I understand that I will be required to provide genuine documentation establishing my identity and eligibility to be legally employed in the United States by this Company. I also understand this Company employs only individuals who are legally eligible to work in the United States.

This application will be considered active for a maximum of sixty (60) days. If you wish to be considered for employment after that time, you must reapply.

I CERTIFY THAT ALL OF THE INFORMATION THAT I HAVE PROVIDED ON THIS APPLICATION IS TRUE, ACCURATE, AND COMPLETE.

DO NOT SIGN UNTIL YOU HAVE READ ALL OF THE INFORMATION CONTAINED IN THE APPLICATION.

Applicant Signature ____________________________________________________ Date ________ / ________ / ________

If the applicant is a minor, the foregoing release and consent must be signed by the applicant's parent or legal guardian. Signature by the applicant's parent or legal guardian constitutes acknowledgement by the applicant and the parent or legal guardian that the Company, to the extent permitted by federal, state, and local law, can test the applicant for illegal or controlled substances, conduct inspections of property without notice, and communicate test results to Company personnel who need to know, the applicant, and the applicant's legal guardian.

Parent/Legal Guardian Witness

Date Date

FOR CALIFORNIA APPLICANTS ONLY: BY CHECKING THIS BOX, I WAIVE MY RIGHT TO RECEIVE A COPY OF ANY PUBLIC

RECORD OBTAINED BY THE COMPANY FOR EMPLOYMENT PURPOSES THROUGH AN INTERNAL INVESTIGATION.

FOR MARYLAND APPLICANTS ONLY: UNDER MARYLAND LAW, AN EMPLOYER MAY NOT REQUIRE OR DEMAND, AS A CONDITION OF EMPLOYMENT, PROSPECTIVE EMPLOYMENT, OR CONTINUED EMPLOYMENT, THAT AN INDIVIDUAL SUBMIT TO OR TAKE A LIE DETECTOR, POLYGRAPH, OR SIMILAR TEST. AN EMPLOYER WHO VIOLATES THIS LAW IS GUILTY OF A

MISDEMEANOR AND SUBJECT TO A FINE NOT EXCEEDING $100. I have read and understand the above statement.

Applicant Signature _____________________________________________________ Date _________ / _________ / ___________

FOR MASSACHUSETTS APPLICANTS ONLY: IT IS UNLAWFUL IN MASSACHUSETTS TO REQUIRE OR ADMINISTER A LIE

DETECTOR TEST AS A CONDITION OF EMPLOYMENT OR CONTINUED EMPLOYMENT. AN EMPLOYER WHO VIOLATES THIS LAW SHALL BE SUBJECT TO CRIMINAL PENALTIES AND CIVIL LIABILITY.

FEDERAL AND/OR STATE LAW MAY PROHIBIT THE USE OF LIE DETECTOR, POLYGRAPH OR SIMILAR TEST AS WELL.

THIS APPLICATION MAY NOT BE SUFFICIENT FOR ALL INDUSTRIES OR APPROPRIATE FOR USE IN ALL LOCALITIES.

*This employment application not appropriate for use by Rhode Island employers exempt from the state’s Workers’ Compensation laws.

Nombre de la compañía ___________________________ Fecha

Por favor responda a todas las preguntas. Los curriculum vitae no substituyen a una solicitud de empleo completa.

Somos un empleador que proporciona igualdad de oportunidad en el empleo. A los solicitantes de empleo se los considerará para puestos de trabajo sin tener en cuenta el estado de veterano, estado de miembro de servicio uniformado, raza, color, religión, sexo, nacionalidad de origen, edad, incapacidad física o mental, información genética o cualquier otro fundamento protegido bajo las leyes federales, estatales o locales.

ESTA COMPAÑÍA SE BASA EN EL EMPLEO A VOLUNTAD COMO LO PERMITE LA LEY ESTATAL CORRESPONDIENTE. ESTO SIGNIFICA QUE TANTO LA COMPAÑÍA COMO YO, SI SE ME CONTRATA, PODEMOS TERMINAR LA RELACIÓN DE EMPLEO EN CUALQUIER MOMENTO, POR CUALQUIER RAZÓN, CON O SIN MOTIVO O AVISO SIN TENER EN CUENTA CUALQUIER CLÁUSULA EN ESTA SOLICITUD DE EMPLEO.

Nombre del solicitante ________________________ Puesto solicitado (especifique uno solamente)

Número de teléfono ( ) ______-_______ Número de teléfono alternativo o de teléfono celular ( ) _____-_________

Domicilio actual ______________________________________________________________________________________________ Calle, apartamento o número de unidad

__________________________ _________________ _____________ Ciudad Estado Código postal

¿Durante cuánto tiempo ha vivido allí? ______/______ Años/Meses

Dirección de correo electrónico (opcional) ¿Tienes 18 años de edad o más? Sí No

¿Si es menor de 18 años, ¿puede presentar el certificado de trabajo necesario en el momento de presentarse para trabajar? Sí No

¿Tipo de empleo deseado? A tiempo completo A tiempo parcial (Especifique el horario)

¿Está dispuesto a trabajar horas extras? Sí No Fecha en la que puede empezar a trabajar si se le contrata

¿Si es contratado, ¿puede proporcionar prueba de que es legalmente elegible para un empleo en los Estados Unidos? Sí No

¿Si no, ¿qué pasos se deben tomar para que pueda comenzar a trabajar legalmente? _______________________________________

¿Ha solicitado empleo previamente en esta compañía? Sí No

¿Si responde Sí, ¿cuándo y dónde lo solicitó?

¿Ha sido empleado por esta compañía alguna vez? Sí No

Si responde Sí, proporcione las fechas de empleo, el lugar y los motivos de la terminación del empleo.

______________________________________________________________________________________________________________

Si corresponde, a continuación, enumere cualquier otro nombre con el que haya sido conocido que pueda ser necesario para permitirnos confirmar su trabajo y su historial educativo. Por ejemplo, cambio de nombre, uso de un nombre falso, apodo, etc.

______________________________________________________________________________________________________________ ¿Tiene algún compromiso con algún otro empleador que pueda afectar su empleo con esta Compañía si es contratado (por ejemplo, un acuerdo de empleo, un acuerdo de no competencia o no licitación, etc.)? Sí No En caso afirmativo, explíquelo porfavor:

______________________________________________________________________________________________________________

Use letra de imprenta legible SOLICITUD DE EMPLEO

Educación Nombre de la escuela y lugar

(Dirección, ciudad, estado)

Curso estudiado

¿Se graduó?

Sí o No

Núm. de años completados

Título/Diploma

Escuela Secundaria

Universidad

Graduado/

Profesional

Comercio o

correspondencia

©2019 Paychex, Inc 152445/154426 07/19

EXPERIENCIA LABORAL Por favor enumere los nombres de sus empleadores actuales y/o anteriores en orden cronológico escribiendo primero al empleador actual o más reciente. Proporcione información por lo menos para el período de diez (10) años más reciente. Adjunte hojas adicionales si fuera necesario. De haber trabajado por cuenta propia, proporcione el nombre de la empresa y referencias laborales. Usted puede incluir cualquier trabajo que haya realizado de forma voluntaria, prácticas laborales o servicio militar, siempre y cuando se pueda verificar. El no responder de forma completa a cada pregunta puede descalificarlo de la consideración para el empleo. No responda “ver currículum vitae”. Empleador

_________________________________________ ____________________________________

Nombre Domicilio Tipo de negocio

Teléfono ( ) - Fechas empleado desde / /_____ hasta / /

Cargo Tareas

Nombre del supervisor ¿Podemos contactar a su supervisor? Sí No

Si no, ¿por qué no?

Razón por la que dejó el trabajo

¿Qué dijo este empleador con respecto a los motivos de la terminación de su empleo? ________________________________

¿Alguna vez fue disciplinado? Si la respuesta es sí, ¿por qué razón? _____________________________________________________________________________________________________

¿Cuánto tiempo de notificación dio cuando renunció? Si no dio ninguno, explique por qué. _____________________________________________________________________________________________________

_____________________________________________________________________________________________________

Empleador _________________________________________ ____________________________________ ______ Nombre Domicilio Tipo de negocio

Teléfono ( ) - Fechas empleado desde / /_____ hasta / /

Cargo Tareas

Nombre del supervisor ¿Podemos contactar a su supervisor? Sí No

Si no, ¿por qué no?

Razón por la que dejó el trabajo

¿Qué dirá este empleador con respecto a los motivos de la terminación de su empleo?____________________________________

¿Con cuánta antelación notificó al empleador de su renuncia? Si lo hizo sin antelación, explique el motivo.

____________________________________________________________________________________________________________

¿Alguna vez fue despedido o se le pidió que renuncie a algún empleo? Sí No. Si responde Sí, ¿cuántas veces? _____

¿Alguna vez su empleo ha sido terminado por mutuo acuerdo? Sí No Si responde Sí, Sí, ¿cuántas veces?

¿Alguna vez se le dio la opción de renunciar en vez de ser despedido? Sí No Si responde Sí, ¿cuántas veces? _____

Si respondió afirmativamente (Sí) a cualquiera de las tres preguntas anteriores, por favor explique las circunstancias de cada caso.

Describa brevemente sus calificaciones para este puesto y cualquier habilidad especial o experiencia que posea que será de beneficio especial en el puesto para el que está postulando

_____________________________________________________________________________________________________________

______________________________________________________________________________________________________________

Haga una lista de cualquier registro, licencia o certificación profesional u ocupacional que tenga actualmente que pueda ser aplicable al puesto para el que está solicitando y / o indique si alguna vez ha suspendido, revocado o cancelado algún registro, licencia o certificación profesional relacionada

______________________________________________________________________________________________________________

_____

©2019 Paychex, Inc 152445/154426 07/19

REFERENCIAS [Opcional]

Por favor detalle los nombres de referencias adicionales relacionadas con el trabajo que podamos contactar. Las personas que no tengan experiencia laboral anterior pueden proporcionar referencias de la escuela o de trabajos como voluntario.

NOMBRE PUESTO COMPAÑÍA RELACIÓN LABORAL (por ejemplo, supervisor,

compañero de trabajo)

TELÉFONO

REFERENCIAS [Opcional]

Enumere los nombres de referencias personales (no empleadores anteriores o parientes) con los que sabe que podemos contactar

NOMBRE PUESTO COMPAÑÍA RELACIÓN LABORAL (por ejemplo, supervisor,

compañero de trabajo)

TELÉFONO

CERTIFICACIÓN DEL SOLICITANTE

Yo entiendo y acepto que si manejar un vehículo es un requisito del trabajo que estoy solicitando, mi empleo y/o empleo continuado está condicionado a tener una licencia de manejar válida para el estado en el que resido y un seguro de responsabilidad civil de vehículos en una cantidad igual al mínimo requerido por el estado en el que resido.

Yo entiendo que la compañía puede que en la actualidad tenga establecido, o pueda establecer, un lugar de trabajo libre de drogas o un programa de pruebas para verificar el consumo de drogas y/o alcohol que cumpla con la ley federal, estatal y local en vigor. Si la compañía tiene dicho programa y se me ofrece una oferta condicional de empleo, entiendo que si una prueba para verificar el consumo de drogas y/o alcohol previa al empleo (después de recibir una oferta de trabajo) da un resultado positivo, la oferta de empleo se podría revocar. Acuerdo trabajar en virtud de las condiciones que requieren un lugar de trabajo libre de drogas, coherentes con cualesquiera leyes federales, estatales y locales en vigor. Yo también entiendo que todos los empleados del lugar de trabajo, de acuerdo con la norma de la compañía y con la ley federal, estatal y local, pueden ser objeto de un análisis de orina y/o pruebas de sangre u otras pruebas médicas reconocidas diseñadas para detectar la presencia de alcohol o drogas ilegales o controladas. Si se me emplea, yo entiendo que someterme a las pruebas para verificar el consumo de alcohol y/o drogas es una condición para el empleo continuado y acepto someterme a las pruebas para verificar el consumo de alcohol y drogas de acuerdo con las normas de la compañía y la ley federal, estatal y local en vigor.

Si la compañía me emplea, yo entiendo y acepto que la compañía, hasta donde lo permita la ley federal, estatal y local, puede hacer uso de su derecho, sin aviso o comunicación previa, a realizar investigaciones de la propiedad (incluyendo, pero no limitado a, archivos, casilleros, escritorios, vehículos y computadoras) y, en ciertas circunstancias, de mi propiedad personal.

Yo entiendo y acepto que como condición de empleo y hasta donde lo permita la ley federal, estatal y local, se me puede requerir que firme una declaración de confidencialidad, cláusula restrictiva y/o de conflicto de intereses.

Yo certifico que toda la información contenida en esta solicitud, mi currículum vitae o cualquier otro documento de respaldo que pueda presentar durante cualquier entrevista es y será completa y precisa a mi leal saber y entender. Yo entiendo que cualquier falsificación, interpretación errónea u omisión de cualquier información puede dar como resultado la descalificación para que se me considere para el empleo o, en el caso de ser empleado, una medida disciplinaria, llegando a incluir el despido inmediato del empleo.

ESTA COMPAÑÍA SE BASA EN EL EMPLEO A VOLUNTAD COMO LO PERMITE LA LEY ESTATAL CORRESPONDIENTE. ESTO SIGNIFICA QUE TANTO USTED, SI SE LE CONTRATA, COMO LA COMPAÑÍA, PUEDEN TERMINAR LA RELACIÓN DE EMPLEO EN CUALQUIER MOMENTO, POR CUALQUIER RAZÓN, CON O SIN MOTIVO O AVISO SIN TENER EN CUENTA CUALQUIER CLÁUSULA DE ESTA SOLICITUD. NADA EN ESTA SOLICITUD O EN CUALQUIER DOCUMENTO O DECLARACIÓN, ESCRITA U ORAL, PODRÁ LIMITAR EL DERECHO A FINALIZAR EL EMPLEO A VOLUNTAD. NINGÚN OFICIAL, EMPLEADO O REPRESENTANTE DE LA COMPAÑÍA ESTÁ AUTORIZADO A ESTABLECER UN ACUERDO – EXPRESO O IMPLÍCITO – CONMIGO NI CON NINGÚN SOLICITANTE DE EMPLEO PARA UN EMPLEO POR UN PERÍODO DE TIEMPO ESPECIFICADO A NO SER QUE DICHO ACUERDO SEA UN CONTRATO POR ESCRITO FIRMADO POR EL PRESIDENTE DE LA COMPAÑÍA.

SI SOY CONTRATADO, ACEPTO CUMPLIR CON LAS NORMAS Y REGULACIONES DE LA COMPAÑÍA, Y ENTIENDO QUE LA COMPAÑÍA TIENE LA COMPLETA DISCRECIÓN PARA MODIFICAR DICHAS NORMAS Y REGULACIONES EN CUALQUIER MOMENTO, SALVO LA NORMA DE EMPLEO A VOLUNTAD.

©2019 Paychex, Inc 152445/154426 07/19

Yo autorizo a la compañía o a sus agencias a confirmar todas las declaraciones contenidas en esta solicitud y/o currículum vitae en relación con el puesto de trabajo que estoy solicitando hasta donde lo permita la ley federal, estatal y local. Acepto completar cualquier formulario de autorización necesario para la investigación de antecedentes que permita la ley federal, estatal y/o local. Si corresponde, y permitido por ley recibiré una notificación escrita por separado con respecto a la intención de la compañía de obtener “informes del consumidor”. Sin reserva alguna, brindo mi autorización y presto mi consentimiento para que cualquier parte u organismo a quien mi empleador contacte proporcione la información antes mencionada. Yo por la presente libero, eximo y dejo a salvo, hasta donde lo

permita la ley federal, estatal y local, a cualquier parte que proporcione información a la compañía o a su representante autorizado, conforme a esta autorización, de cualquier responsabilidad, reclamaciones, cargos o causas de acción que yo pueda tener como resultado de la entrega o divulgación de la información antes solicitada. Yo por la presente libero de responsabilidad a la compañía y a su representante por buscar dicha información y al resto de las personas, corporaciones u organizaciones por proporcionar dicha información. Además, si soy contratado, autorizo a la compañía a proporcionar información verdadera con respecto a mi empleo a futuros empleadores y libero de responsabilidad a la compañía por proporcionar dicha información. Si me contrata esta compañía, yo entiendo que se me requerirá que proporcione documentación auténtica que establezca mi identidad y elegibilidad para ser empleado legalmente en los Estados Unidos por esta compañía. Yo también entiendo que esta compañía solamente emplea a personas que son elegibles para trabajar legalmente en los Estados Unidos.

ESTA SOLICITUD SE CONSIDERARÁ ACTIVA POR UN MÁXIMO DE SESENTA (60) DÍAS. SI USTED DESEA QUE SE LO CONSIDERE PARA UN EMPLEO DESPUÉS DE DICHO PLAZO, DEBERÁ PRESENTAR UNA NUEVA SOLICITUD.

CERTIFICO QUE TODA LA INFORMACIÓN QUE HE PROPORCIONADO EN LA PRESENTE SOLICITUD ES VERDADERA,

CORRECTA Y COMPLETA.

NO FIRME HASTA TANTO HAYA LEÍDO TODA LA INFORMACIÓN CONTENIDA EN LA SOLICITUD.

Firma del solicitante Fecha / / Si el solicitante de empleo es menor de edad, el formulario anterior de exoneración y consentimiento deberá firmarlo el padre, la madre o tutor legal del solicitante. La firma de uno de los padres o del tutor legal del solicitante de empleo constituye el reconocimiento por parte del solicitante y de los padres o del tutor legal de que la compañía, hasta el límite permitido por la ley federal, estatal y local, puede someter al solicitante de empleo a pruebas para detectar el consumo de substancias ilegales o controladas, realizar inspecciones de la propiedad sin notificación previa y comunicar los resultados de las pruebas al personal de la compañía que necesite conocerlos, al solicitante de empleo y al tutor legal del solicitante de empleo. Padre/madre o tutor legal Testigo

Fecha Fecha

PARA CANDIDATOS EN CALIFORNIA UNICAMENTE: AL MARCAR ESTA CASILLA, RENUNCIO A MI DERECHO A RECIBIR UNA

COPIA DE CUALQUIER REGISTRO PÚBLICO OBTENIDO POR LA COMPAÑÍA PARA PROPÓSITOS DE EMPLEO A TRAVES DE UNA INVESTIGACIÓN INTERNA.

BAJO LA LEY DE MARYLAND, UN EMPLEADOR NO PUEDE REQUERIR O DEMANDAR, COMO UNA CONDICIÓN DE EMPLEO, FUTURO EMPLEO O EMPLEO CONTINUADO, QUE UNA PERSONA SE SOMETA O PARTICIPE EN UNA PRUEBA CON UN DETECTOR DE MENTIRAS, POLÍGRAFO U OTRA PRUEBA SIMILAR. UN EMPLEADOR QUE INFRINJA ESTA LEY SERÁ CULPABLE DE UN DELITO MENOR Y SERÁ OBJETO DE UNA MULTA QUE NO EXCEDE LOS $100. He leído y entiendo la

declaración anterior.

Firma del solicitante Fecha / /

PARA CANDIDATOS DE MASSACHUSETTS UNICAMENTE: ES ILEGAL EN MASSACHUSETTS REQUERIR O ADMINISTRAR UNA

PRUEBA DE DETECTOR DE MENTIRAS COMO CONDICIÓN DE EMPLEO O EMPLEO CONTINUADO. UN EMPLEADOR QUE VIOLE ESTA LEY SERÁ SUJETO A SANCIONES PENALES Y RESPONSABILIDAD CIVIL. PARA CANDIDATOS DE RHODE ISLAND UNICAMENTE: ESTA EMPRESA ESTÁ SUJETA A LAS LEYES DE COMPENSACIÓN

PARA TRABAJADORES DEL ESTADO DE RHODE ISLAND. * PUEDE QUE LA LEY FEDERAL Y/O ESTATAL PROHÍBA TAMBIÉN EL USO DE UN DETECTOR DE MENTIRAS, POLÍGRAFO O PRUEBAS SIMILARES. ESTA SOLICITUD PUEDE NO SER SUFICIENTE PARA TODAS LAS INDUSTRIAS NI APROPIADA PARA SU USO EN TODAS LAS LOCALIDADES.

*Esta aplicación de empleo no es apropiada para uso de empleadores en Rhode Island exentos de las leyes estatales sobre Compensación de trabajadores.


Employment Inquiries

This list is not all inclusive.

CATEGORY DO NOT ASK YOU MAY ASK

NAME Have you ever changed your name?

What was your original name?

Have you ever worked for this company under a different name?

Have you worked under a nickname or different name for another company?

AGE How old are you?

When did you graduate from high school?

Are you 18 years of age or older?

If not, state your age.

BIRTHPLACE

Where were you born?

In what country were your parents born?

Can you provide proof of employment eligibility if you are hired?

RESIDENCE Do you own or rent your residence?

How many people live with you?

What is their relationship to you?

How long have you lived in this country?

What country did you live in before moving to this country?

What is your present address?

How long have you been a resident of this state or city?

RACE/COLOR What race are you?

What color is your hair, skin? None.

RELIGION What religion are you?

Do you observe religious holidays and which ones?

What parish or church do you belong to?

State regular and overtime hours required for the job for which the applicant has applied.

SEX Are you male or female?

What is your sexual orientation?

None, unless you can prove that sex is a bona fide occupational qualification for the job.

EDUCATION List the dates you attended or graduated from school (elementary, high school, or college).

List your academic, vocational, or professional education and the names and addresses of the schools you attended. What is the highest grade completed and major area of study?

CITIZENSHIP Of which country are you a citizen?

Are you or other members of your family naturalized citizens?

Can you provide proof of employment eligibility if you are hired?

NATIONAL ORIGIN/ ANCESTRY

What is your national origin, ancestry, nationality, or parentage?

What is your native language?

If another language is necessary for the job, you may ask if the applicant speaks or writes that language.

HEIGHT AND WEIGHT

How much do you weigh and how tall are you?

None, unless you can prove that height and weight are bona fide occupational qualifications for the job.


CATEGORY DO NOT ASK YOU MAY ASK

ARRESTS AND CONVICTIONS

Have you ever been arrested?

Have you ever been charged with any crime?

Have you ever been convicted of any crime?

Depends on applicable law or Enforcement Guidance.

MARITAL OR FAMILIAL STATUS

Are you married, single, or divorced?

Do you wish to be addressed as Miss, Ms., or Mrs.?

What is your maiden name?

What is your spouse’s name?

Do you have any children? How many? What are the ages of your children? Do you plan on having more? Are you pregnant? What are your current child care arrangements?

Do you have any relatives currently employed by the company?

MILITARY RECORD

What was the reason for your discharge?

Were you ever disciplined in the service?

Are you a veteran of the Armed Forces?

If yes, what type of education and training did you receive in the military?

ORGANIZATIONS To which social organizations, clubs, societies, and lodges do you belong?

Are you a member of any professional, trade, or service organizations that may be relevant to the job you have applied for?

REFERENCES Who is your pastor, minister, or rabbi? Provide us with the names of work or character references.

PHYSICAL AND MENTAL HEALTH

Do you have any disabilities?

Do you now or have you ever suffered an emotional illness?

Have you ever been treated for any of the following diseases …?

Have you ever filed a Workers' Compensation claim?

How many days were you out sick last year?

Have you ever been treated for a drug or alcohol problem?

Specific questions related to the essential functions of the job, for example:

Do you have the required license to perform this job?

Can you read a video display terminal?

GENETIC INFORMATION

Is there a history of any health conditions, diseases, or disorders among your family members?

None.

PHOTOGRAPHS Attach a photograph to your employment application.

None.


Employment Reference Checklist Reference Name Date / / Reference Occupation/Company Applicant Name

1. Could you please verify that (Applicant Name) was employed by your company?

From / / To / /

If this is not correct, what are the dates?

From / / To / / 2. For what position did you hire (Applicant Name)?

What job duties were involved with this position? 3. What was (Applicant’s Name) position prior to leaving your company?

What job duties were involved with this position? 4. How would you evaluate (Applicant’s Name) work?

5. Was (Applicant Name) punctual for work? Yes No

If no, explain.

6. How did (Applicant Name) get along with co-workers and supervisors?

8. Was the employee ever found in violation of any workplace conduct policies such as sexual harassment

or workplace violence? Yes No If yes, explain. 9. Why did (Applicant Name) leave your company?

10. If you had a suitable position available, would you rehire (Applicant Name)? Yes No

If no, explain.

All Comments Regarding This Applicant Will Be Held In Strictest Confidence.

Completed by Date / /



Request for Written Reference

(Date) (Company) (Street) (City, State, Zip Code) Dear (Addressee), (Applicant Name) has applied for the position of (Position Title) with our company. It is our policy to check references prior to extending an offer of employment. As such, we would appreciate any information you may be able to provide regarding their employment at your company. Complete the bottom section of this letter and return through the enclosed pre-addressed envelope. Thank you for your cooperation and prompt response to this inquiry. Sincerely, (Name)

(Title) I authorize (Former Employer) to furnish any information concerning my employment with their company and release them from all liability in connection with their doing so. Applicant Signature Date / /

Dates of Employment From / / To / / Last Position Held __________________________________________________________________ Reason for Leaving Would You Rehire? Yes No Comments Regarding Performance

Company Representative Signature Title Date / /



Sample Response Letter #1 Response To: Résumé/Application for advertised position already filled.

(Date) (Applicant) (Address) (City, State, Zip Code) Dear (Applicant), Thank you for your interest in our recently advertised position. The position you applied for has been filled. However, we will keep your application on file for a period of (How Many Days) for future consideration. We appreciate your interest in our company and wish you every success. Sincerely,

(Name)

(Title)



Sample Response Letter #2

Response To: Résumé/Application for advertised position not filled with no interview granted.

(Date) (Applicant) (Address) (City, State, Zip Code) Dear (Applicant), Thank you for your interest in our recently advertised position. In light of your background and the position available, it does not appear that an interview would be mutually beneficial at this time. We will, however, maintain your résumé for a period of (How Many Days) for future consideration. We appreciate your interest in our company and wish you every success. Sincerely,

(Name)

(Title)




Response To: Unsolicited Résumé/Application with no interview granted. (Date) (Applicant) (Address) (City, State, Zip Code) Dear (Applicant), Thank you for giving us the opportunity to review your résumé and consider you for a position with our company. In light of your background and the positions available, it does not appear that an interview would be mutually beneficial at this time. We will, however, maintain your résumé in our active files for a period of (How Many Days) for future consideration. We appreciate your interest in our company and wish you every success. Sincerely, (Name)

(Title)




Response To: Unsolicited Résumé/Application. (Date) (Applicant) (Address) (City, State, Zip Code) Dear (Applicant), Thank you for submitting your résumé/application for employment to (Company Name). We are committed to a policy of equal employment opportunity and will not discriminate on any legally recognized basis, including but not limited to race, age, color, religion, sex, national origin, disability, veteran status, or uniformed service member status. Your résumé/application will be reviewed by the person(s) who supervises the job for which you have applied. If they are interested in talking with you further, you will be contacted for a personal interview. If you do not hear from us, it may be that we do not have an opening at this time. We will maintain your résumé/application for employment in our active files for (How Long) and contact you accordingly. If, after this time, you are still interested in employment with our company, it will be necessary for you to fill out a new application or submit a new résumé. We appreciate your interest in our company and wish you every success. Sincerely, (Name)

(Title)




Response To: Exploratory Interview. (Date) (Applicant) (Address) (City, State, Zip Code) Dear (Applicant), We wish to express our appreciation for the time and consideration you gave our company during our recent discussions about various employment opportunities. It is always difficult to choose among the many applicants whom we interview. After careful consideration, we cannot offer you a position at this time. We will, however, maintain your résumé in our active files for a period of (How Many Days) and contact you accordingly should the need for further interviews arise. We thank you for your interest in our company and wish you every success. Sincerely,

(Name)

(Title)




Response To: First Interview. Position has been filled. (Date) (Applicant) (Address) (City, State, Zip Code) Dear (Applicant), Thank you for giving us the opportunity to interview you for a position with our company. The position we discussed has been filled. It is always difficult to choose among the many applicants whom we interview. After careful consideration, we cannot offer you a position at this time. We will, however, maintain your résumé in our active files for a period of (How Many Days) and contact you should the need for further interviews arise.

Thank you for your interest in our company, and we wish you every success in your endeavors. Sincerely, (Name)

(Title)



Job Offer Letter (Company Representative Name) (Company Name) (Address) (City, State, Zip Code)

(Date)

(Name) (Address) (City, State, Zip Code)

Dear (Name),

We are pleased to extend an offer of employment to you with (Company Name). This employment offer is contingent upon successful completion of (a background check) (a pre-employment physical) (pre-employment drug test) (background check and pre-employment drug test) conducted in accordance with applicable federal, state, and local laws. Upon your acceptance of this employment offer, (Title of Company Representative) will contact you to set up an appointment and provide you with the necessary forms and instructions.

As we discussed, the following details will summarize the offer of employment:

This employment offer is for a(n) (exempt)(non-exempt), (full-time, part-time) position as a (Position Title) in the (Department Name). In this position, you would be regularly scheduled to work (Number of Hours) hours each week. This position will be compensated at the rate of (dollar amount per (hour) (pay period)).*

You will be eligible for (list benefits, i.e., group health insurance, vacation, etc.) upon completion of (specify when employees become eligible for benefits) or as otherwise noted in your employee handbook.

Under the Immigration Reform and Control Act (IRCA), our company is required to verify the identity and work authorization of all newly hired employees. Therefore, if you accept this position, you will be required to complete a Form I-9 upon hire. Within three business days of beginning employment, you will need to supply acceptable documentation (as noted on the Form I-9) of your identity and work authorization.

In addition, you will be required to sign our ((non-compete)(confidentiality) agreement) before you may begin employment with our company.

Finally, this offer is contingent upon your signing below and returning the signed letter to me by (date).

If you accept this offer of employment you will begin work on (date) and will receive your first paycheck on (date). You will be paid (pay frequency) thereafter. If you have any questions concerning the above details, please call me immediately at (telephone number).

We look forward to hearing from you.

Sincerely,

(Company Representative Name)

(Title)

Name _______________________________________________________ Title _____________________________________

ACKNOWLEDGEMENT I accept the above offer of employment and I understand that this company is an at-will employer, and that this means that the company or I may terminate the employment relationship at any time, for any reason, with or without cause or notice and in accordance with applicable law. No officer, employee, or representative of the company is authorized to enter into an agreement-express or implied-with me or any employee for employment for a specified period of time. Any agreement to employment for a specified period of time will be put into writing and signed by the president of the company. **

Applicant Signature Date / /

*To avoid implying specific employment duration, do not state salary on an annual basis. Salary should be stated in terms of pay period.

**Some states have restrictions on employment-at-will. You should contact your State Department of Labor or legal counsel regarding state statutes which may offer additional protection against discharge.

©2013 Paychex, Inc. rev. 2/2013



Carta Para Oferta de Empleo (Nombre del representante de la compañía)

(Nombre de la compañía)

(Dirección)

(Ciudad, Estado, Código Postal)

(Fecha)

(Nombre)

(Dirección)

(Ciudad, Estado, Código Postal)

Estimado(a) (Nombre):

Nos complace extenderle una oferta de empleo con (Nombre de la compañía). Esta oferta de empleo depende de que se complete con éxito (una verificación de antecedentes) (un examen físico previo al empleo) (una prueba para detectar el consumo de drogas previa al empleo) (una verificación de antecedentes y prueba para detectar el consumo de drogas previa al empleo) a realizarse de conformidad con las correspondientes leyes federales, estatales y locales. Una vez que acepte esta oferta de empleo, (Cargo del representante de la compañía) se comunicará con usted para organizar una cita y proporcionarle los formularios y las instrucciones necesarias.

Como hemos comentado, los siguientes detalles resumirán la oferta de empleo:

Esta oferta de empleo es para un puesto (exento) (no exento), (a tiempo completo, a tiempo parcial) como (Título del puesto) en el (Nombre del departamento). En este puesto, usted normalmente estaría programado para trabajar (Número de horas) horas cada semana. Este puesto será remunerado a la tasa de (cantidad de dólares por (hora) (período de la paga)).*

Usted será elegible para recibir (detallar los beneficios, por ejemplo: seguro médico de grupo, vacaciones, etc.) una vez que complete (especificar cuándo los empleados son elegibles para recibir los beneficios) o como se especifique en su manual del empleado.

Según la Ley de Reforma y Control de la Inmigración (IRCA, por sus siglas en inglés), se requiere que nuestra compañía verifique la identidad y la autorización para trabajar de todos los empleados recién contratados. Por lo tanto, si usted acepta este puesto, se le requerirá que complete un Formulario I-9 en el momento de su contratación. Dentro de los tres días laborables del inicio del empleo, usted tendrá que proporcionar documentación aceptable (como se especifica en el Formulario I-9) de su identidad y autorización para trabajar.

Además, se le requerirá que firme nuestro (acuerdo de (no competencia) (confidencialidad)) antes de comenzar el empleo con nuestra compañía.

Por último, esta oferta está supeditada a su firma a continuación y a que me entregue la carta firmada antes del (fecha).

Si acepta esta oferta de empleo, usted comenzará a trabajar el (fecha) y recibirá su primer cheque con la paga el (fecha). De allí en adelante, a usted se le pagará (frecuencia de pago). Si tiene alguna pregunta con respecto a los detalles anteriores, por favor llámeme inmediatamente al número (número telefónico).

Quedamos a la espera de su respuesta.

Atentamente,

(Nombre del representante de la compañía)

(Cargo)

Nombre __________________________________________________ Cargo _________________________________

ACUSE DE RECIBO

Acepto la oferta de empleo anterior y entiendo que esta compañía es un empleador que ofrece empleo a voluntad y que esto significa que la compañía o yo podemos ponerle fin a la relación de empleo en cualquier momento, por cualquier motivo, con o sin causa o notificación y de acuerdo con la ley correspondiente. Ningún oficial, empleado o representante de la compañía está autorizado a establecer un acuerdo, expreso o implícito, conmigo ni con ningún empleado para un empleo por un período de tiempo especificado. Todo acuerdo de empleo por un período de tiempo especificado se tendrá que hacer por escrito y tendrá que estar firmado por el presidente de la compañía. **

Firma del solicitante Fecha / /

*Para evitar suponer una duración específica del empleo, no especifique el salario de forma anual. El salario se debe especificar en términos de períodos de la paga.

**Algunos estados tienen restricciones con respecto al empleo a voluntad. Usted debe comunicarse con el Departamento de Trabajo de su estado o con un asesor legal con respecto a las leyes estatales que pueden ofrecer protección adicional contra el despido.

©2013 Paychex, Inc. rev. 2/2013


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Recruitment, Interviewing, and Selection