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Administrative Services Human Resource Service Center Employee and Management Services Staffing and Career Management Services Organization Development Work/Life Services
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The Staffing Consultant Team: Frequently Asked QuestionsIntroductionWho/what is the HRS Staffing Consultant Team?Recruiting and Staffing Services (RSS) has a staffing consultant team whose members are ready to meet with you and your department at any time to help you with all employment related matters, such as designing the recruiting effort, helping you develop interview questions, participating with you in the selection process, and providing customized training to meet your needs. Visit the HRS directory for contact information. Recruiting
Interviewing
Selection
HRS Special Services
Americans with Disabilities Act (ADA)
RecruitingWe have just had a resignation in our office, what do I do to get someone hired.All benefits' eligible positions must be processed through the Recruitment and Position Manager (RPM [UT EID required]) for final approval with Recruiting and Staffing. The Staffing Consultant Team can assist you with navigation through the RPM, as well as assist with job analysis, recruitment techniques, advertising, and applicant screening. How can I advertise my job?The consultant team can help design attention-getting and cost-effective (sometimes no cost) job vacancy advertising. The applicant pools should reflect the diversity of the State of Texas, how can we recruit minorities to apply for our position?The consultant team can create advertising to send to various minority focused publications, both regional and national, as well as provide information and assist you with your targeted recruiting. We have done national recruiting and received resumes, now what do we do?A member from the consultant team can help review resume packets with you and assess the top candidates for interviews. The applicant you want to hire must have an electronic application on file and have applied to your job electronically prior to the offer of hire. An applicant called me and wants to be considered for our vacant position. What should I tell that person?When recruiting for a position, all applicants interested in your position must be fully qualified for the vacancy and they must apply through the Web application before an interview can be conducted. An applicant can call the Human Resource Service Center (512-471-4772 or 1-800-687-4178) for assistance. What are the recruiting methods at UT Austin?There are three types of methods for recruiting Regular Classified and Administrative/Professional (Code 1000) and Professional Librarians (0080).
InterviewingI have never interviewed applicants before, how do I begin to develop interview questions?Members of the staffing consultant team are trained in behavior-based interviewing techniques. These questions are carefully designed to focus on the technical and performance skills of the job to get specific examples from the applicant of how their experience relates to your position. Remember to ask the same questions to every applicant. If you're not sure if you can "legally" ask a question, don't ask it! I am swamped with work and it is very hard for me to interview applicants. Can my staffing and classification consultant screen applicants for me?For most positions, screening is best accomplished at the department level. However, members of the staffing and classification consultant team are ready to provide facilitation in your selection process, including hands on help with the overall recruiting plan, search/selection committees, selection criteria, selection matrix, and guidance on prescreening. It's best if a consultant is involved from the beginning of the recruiting effort. Are interviewing skills taught anywhere?Yes!!! The staffing and classification consultant team teaches two courses per semester. One course is called Managing@UT. It's a four-day seminar for supervisors that covers a broad spectrum of human resources functions. A half-day course called "Strategic Hiring" fills you in on Job Analysis, Recruiting, Interviewing, and Marketing. SelectionWe have never tried interviewing with a selection panel. What is it and how useful is it?Selection panels are a team of members committed to interviewing and selecting a person for a position. They are useful because all members will review all applicant packets, gain consensus on who should be interviewed, compose the interview questions, conduct all interviews as a team, and recommend the top applicant(s) for the position. This process gives different views on the same individual and shows an applicant we're interested in hiring the best individual. The staffing consultant team can assist you with the development, organization, training, and facilitation of selection panels. I am trying to appoint a new hire and I am getting a message that they are not in the applicant pool. What does that mean?There are a couple of things that could be happening:
The candidate you offer the position to must be listed in the online Recruitment and Position Manager (RPM - ER3) before the appointment can be completed. If this happens, please call a member of the staffing consultant team for help. The recruiting effort is done and now I understand there is some kind of a document I must do. What is it?Once your recruiting effort is finished, you will need to do a Recruiting Summary. This is done through the Recruitment and Position Manager (RPM) using the ER3 command. The purpose of the Recruiting Summary is to document the individual(s) you hired and why, by listing all of the skills, abilities, education, and behaviors demonstrated in the interview that made them the "best qualified" to do the job. You will also then reflect all other candidates that were not selected against the individual(s) that you did select. The staffing consultant team is glad to help you with this document. Remember: It is critical to keep all of your notes and material from the entire recruiting effort for three years. What if someone I did not hire calls me? What can I tell them?The Recruiting Summary (RPM - ER3) is the key document for such a question. You will want to read from this document and tell the applicant why they were not selected and why you selected the individual you did. This is the only information you will want to provide at this time. If the applicant is not satisfied, then recommend that they give a member of the staffing consultant team a call to discuss the situation further. HRS Special Services- Special ConsiderationWhat is Special Consideration?Special Consideration is a program that is offered through the Human Resource Services (HRS) to employees who are being separated from employment due to reorganization, reduction in force, or through funding not being realized (refer to Handbook of Operating Procedures §9.48). This program does not include employees who were terminated for cause or who have resigned. The program applies to all Regular Classified and Administrative/Professional (Code 1000) employees. The Employee Relations section of HRS determines eligibility. Who is eligible for the Special Consideration Program?The program applies to all Regular Classified and Administrative/Professional (Code 1000) employees, regardless of the length of appointment or percent of time appointed. How does Special Consideration work?The department submits a formal request for reorganization through the Dean (or Director). Once the request is processed and approved by HRS, the employee is informed in writing that they are being released from the University. This notice provides the employee with information about how to contact their Staffing Consultant, who will conduct orientation into the program. If the employee desires to continue employment at the University then they can utilize the features of Special Consideration. The employee is given assistance through HRS Recruitment and Staffing in marketing their candidacy to departments for appropriate open positions. How does HRS market candidates to hiring departments?Special Consideration employees' skills and job interests are circulated among the Staffing Consultant team at meetings and via e-mail to help identify opportunities for which they may be suited even prior to formal posting of vacancies. As Special Consideration employees apply for positions, they notify their RSS Staffing Consultant who will prepare a special consideration letter to the hiring supervisor. This document states the advantages of hiring a Special Consideration applicant and includes the Staffing Consultant's name and number to contact should the hiring supervisor have questions about the program. Special Consideration employees are highlighted in the application process to further market their availability. What are the advantages of hiring a Special Consideration applicant?1. Special Consideration applicants possess valuable transferable UT skills. 2. May be hired without following the standard recruitment process. 3. If there is a recruiting effort, a department may select the employee without considering other applicants and terminate the hiring process at that time. 4. When a department decides to hire a Special Consideration employee, a recruiting summary does not have to be completed. What are the advantages to the Special Consideration applicant?1. The specialized marketing and policy-driven hiring advantages facilitate placement into available positions. 2. Coding also eliminates the need for the Special Consideration applicant to activate their on-line application every four weeks. Once designated as Special Consideration, the application is maintained in an eligible status until they are no longer in the program. How long can an employee remain in the Special Consideration Program?Special Consideration eligibility continues for a twelve month period from the date the employee is notified in writing of their pending release, or until regular University employment is secured, whichever comes first. Americans with Disibilities Act (ADA)An applicant appears to be disabled, what can I ask?One of the most important questions one should ask during the first stages of an interview is: "Can you perform all the essential functions of this position with or without reasonable accommodation?" If the answer is "Yes," the person is not disabled and is still a competitive applicant. When this person is your best-qualified person for your position, you extend the offer of hire, and it is accepted, the person is then an employee of The University of Texas at Austin. After the offer of hire and before the person starts work ("post-offer/pre-employment") is when an individual is legally required to "self-disclose" any accommodation requirements. It is up to the University to determine if this accommodation requirement is "reasonable." If the answer is "No," the interview should end. If your recruiting document is correct, all essential functions are required to do the job. Non-essential functions should not be included in your job description. All qualified applicants are required to perform the essential functions with or without reasonable accommodation. Staffing consultants can help with the first part of this process, and our EAP (Employee Assistant Program) and EOS (Equal Opportunity Services) Departments determine if the accommodation request is reasonable or not. The important thing to remember is that we look at an applicant's abilities and how these relate to your job vacancy. A person in a wheelchair is not "disabled" for most of the positions at the University. A person who is visually impaired and a person who is hearing impaired are and can be vital assets to our campus. Another thing to remember: a "reasonable accommodation" is usually less than $500. Sometimes it's merely rearranging a workplace, installing proper lighting, a larger computer monitor with larger font, different weight distribution of loads to carry, etc. This is a minuscule investment for any employee. Wouldn't you agree? An applicant who is hearing impaired just called and will need an interpreter for the interview. What should I do?We can help you. A consultant will contact Student Services through the Office of the Dean of Students and make arrangements for an interpreter to be at the interview at no cost to you. Recruiting and Staffing Services • Human Resource Services The University of Texas at Austin is an Equal Opportunity/Affirmative Action Employer. |
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