Presenter Terri Higgins PHR Associate Director Henricopolis SWCD Tuesday 09Dec2014 1000 1130 VASWCD Annual Meeting 2014 Recruiting Recruiting Whats Covered and Tips Branding ID: 760303
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Slide1
Reviewing the Personnel Management Resource Guide
Presenter: Terri Higgins, PHRAssociate Director, Henricopolis SWCD
Tuesday09-Dec-201410:00 – 11:30
VASWCD
Annual Meeting
2014
Slide2Recruiting…
Slide3Recruiting – What’s Covered and Tips
BrandingEvaluating vacancies – needs/optionsDetermining OBJECTIVE hiring criteria (essential TDR/minimum required KSA)Hiring range – options/cautionsRecruitment options – pros/cons for eachApplication packageApplication screening – objective criteriaApplicant screening optionsSamples: Job Descriptions, ads, applicant package, screening tools, applicant scoring tool
VASWCD
Annual Meeting
2014
Slide4Recruiting – Reminders
Impact of recommended practices Maximizes the District’s ability to meet its operational needs and goals with the best qualified employeesObjective recruitment and selection practices minimize the District’s exposure to claims of bad hiring practicesBroad use of all available adverting resources increases the vacancy’s exposure to all possible qualified applicants and creates larger more diverse applicant pools
VASWCD
Annual Meeting
2014
Slide5Hiring…
Slide6Hiring – What’s Covered and Tips
Before the face-to-face interviewsConducting face-to-face interviewsAfter the interviewInterview do’s and don’tsSelection and making a conditional offerChecking ReferencesVerifying education and credentialsLettersSamples: Questions, Tips, Do’s/Don’ts, Preparation, Checklists, Scoring Tools, DR NO SCAR VP
VASWCD
Annual Meeting
2014
Slide7Hiring – Reminders
Protect the District and your candidates:Ask only job related questions – TDR/KSAPrepare job related questions in advance – use open ended questions – rotate who asks the questionsAsk every candidate interviewed the same questions – ask additional questions only to clarify a candidate’s answerDon’t venture into any protected areasOther topics to avoid – marital status, political affiliations, where they live or vacation, hobbies, children (or child care), disability/injury history, genetic history, spouse’s occupation, healthcare or benefits needsAvoid anything that can identify a protected characteristic or the candidate’s socio-economic history/statusYou only need to know if the candidate is qualified to and can perform the essential TDR of the position – with or without reasonable accommodation
VASWCDAnnual Meeting2014
D -
Disability
N - National
S - Sex
V – Vetera
n Status
R -
Race
O - Origin
C – Color/Creed
P - Pregnancy
A - Age
(status
or plans)
R – Religion
Slide8New Employees…
Slide9New Employee – What’s Covered and Tips
On-boarding – first 2 weeks are criticalBefore the first dayLegal and other documentationEmergency contact informationThe first weekFollow-upFLSASamples: Checklists, Links to current new hire forms, VA new hire reporting, contact forms
VASWCD
Annual Meeting
2014
Slide10New Employee – On-boarding
VASWCD
Annual Meeting2014
Simple outline of best practice tips for successfully on-boarding your new employees …
Slide11New Employee On-boarding Key Takeaways
Give your new employees the support they need to succeed – if they succeed you succeed!On the job training (OJT) and feedback is crucial Half of the hourly (non-exempts) new hires leave their jobs in the first year citing lack of OJT and feedback and not feeling valued or connected with the job/people Without a structured on-boarding process more than half of salaried workers fail or opt to leave within the first 18 – 24 months
VASWCDAnnual Meeting2014
Benefits of Effective
On-Boarding Practices
Slide12New Employee – Pre-Arrival
VASWCDAnnual Meeting2014
Document a process – checklists are handy for consistency and help other staff and stakeholders engage in the process – key best practices include these items…
Take care of any required background checks as soon as the conditional offer is accepted
Slide13New Employee – First Day
VASWCDAnnual Meeting2014
Prepare for the first day’s activities in advance
Collect the necessary new hire paperwork
Prepare a survival guide with policies, procedures, forms, etc, in one handy binder
Slide14New Employee – Paperwork
VASWCDAnnual Meeting2014
I9 within 3 days of first day of employment (specific list of acceptable documents)
Benefit Forms within 31days of first day of employment(Section 125 IRSpre-tax code)
VA New Hire Reporting within 20 days of first day of employment (new/rehire)
Direct Deposit
Emergency Contact Form
Timesheet
IT and Other Policy Forms
W-4VA-4(tax withholding forms)
Other District Specific Forms
Slide15New Employee – On-boarding Follow-up
VASWCDAnnual Meeting2014
Effective On-boarding…
Only one chance at a first impression Reduces turnover costs – improves retention Improves employee job satisfaction, engagement, commitmentKeeps employees informed and aligned with the organization’s needs/goals Fosters positive and productive interpersonal relationships
Have a plan to follow-up regularly, provide
feedback, and
get the new hire’s feedback
Slide16Employees and the FLSA…
Slide17Fair Labor Standards Act
VASWCDAnnual Meeting2014
Exempt
– only if meets
all
the test criteria for WHD/DOL exemption test
Non-exempt
– overtime at one-and-one-half times the employee's regular hourly rate
Comp time for Exempts
Comp time for Non-exempts
Equivalent of earnings (1½ hours comp time per hour worked)
Prior notification and
approvals
Test forms
– use the WHD/DOL forms to make a determination of exempt status
Combination -
Employees who perform a combination of exempt duties can still be exempt
(29 CFR §541.708)
Slide18FLSA Exemption Tests
VASWCDAnnual Meeting2014
Salary basis –
At least $455/week; $23,660/annually
Not subject to reductions based on quality/quantity of work performed
Allowable
deductions
for exempt employees
Do NOT go by job titles
Relevant Exemption Tests:
Executive
Administrative
Professional – Learned/Creative
Computer Related
(special salary and duties test)
Highly Compensated
(over $100k/year and performs office non-manual work consistent with one or more exemption classes)
Slide19Performance Evaluations…
Slide20Performance Evaluations – What’s Covered & Tips
Setting performance expectationsSetting goals – cascading goalsSMARTLine of sightDocumenting performance – ongoing processProviding feedback – ongoing processRecognition and rewards by generation Types/purposes of appraisalsAnnual, mid-year, performance improvement, setting/changing goals and expectationsSamples: Evaluation steps and forms, tips, tools for tracking performance, rater errors, providing feedback, documenting performance
VASWCD
Annual Meeting
2014
Slide21Performance Evaluations – Common Rater Errors
Halo Effect – The tendency to make inappropriate generalizations from one aspect of a person’s job performance. This is due to being influenced by one or more outstanding characteristics, either positive or negative.Leniency – The tendency to evaluate all people as outstanding and to give inflated ratings rather than true assessments of performance.Central Tendency – The tendency to evaluate every person as average regardless of differences in performance.Strictness – The tendency to rate all people at the low end of the scale and are overly critical of performance.Contrast Effect – The tendency to evaluate a person relative to other individuals rather than on-the-job requirements.First Impression Error – The tendency to make an initial favorable or unfavorable judgment about someone, and then ignore subsequent information/performance that does not support this impression.Similar-to-Me Effect – The tendency to more favorably judge those people perceived as similar to the rater/leader.
VASWCD
Annual Meeting
2014
Slide22Performance Evaluations – Avoid Rater Errors
Questions to Ask Yourself to Avoid Rater ErrorsAm I basing my rating on documentation of my observations of the Employee’s behavior, or am I making judgments based on my perceptions?Am I looking at each of this Employee’s competencies separately, or have I generalized about his or her performance?Have I looked at this Employee’s competencies over time, or have I generalized according to initial perceptions or a specific situation?Have I recognized any biases I may have so I do not let them influence my judgments?Have I rated this Employee on his or her actual behavior or have I rated her or him compared to other individuals?
VASWCD
Annual Meeting
2014
Slide23Performance Evaluation – Reminders
Protect the District and your employees:Prepare and maintain documentation on the good, the bad and the ugly – facts only Document Specific Objective Job Related Behaviors Record like a video camera – don’t make assumptionsProvide feedback FAST (Frequent Accurate Specific Timely)Write the narrativeInclude actual specific examples – avoid generalitiesCompare performance to goals set/added/revised and the job description (including other duties as assigned)Give more information for higher or lower ratings
VASWCD
Annual Meeting
2014
Slide24Terminations…
Slide25Termination/Separation – What’s Covered & Tips
At-will doctrine – Virginia is an at-will stateExercise your progressive discipline options (verbal, written, IDP and/or PIP, suspension, demotion/transfer, termination)DocumentationNotificationPhone, email, face-to-face, verbal, written to employee – recommend always confirming understanding of all verbal exchanges in writingLetter of resignation from employee –accept or pay out?Exit Checklist Exit InterviewsOther withholdings from final pay – don’t – employees cannot be required to forfeit wagesSamples: Incident report forms, documentation, progressive discipline forms, offense code form
VASWCD
Annual Meeting
2014
Slide26Sample Policies…
Slide27Sample Policies
Example of a personnel manual format and sample policiesBe aware of language used – personnel handbooks and manuals can create implied contracts – include a disclaimer on the first/last pagesInclude policies and procedures relevant to your operationsInclude a glossary of terminologyThe employer may not require employee to forfeit portion of final wages – don’t include that statementReview policies/handbook with the employee – then allow time for employee to review – then get an acknowledgement receipt (signature/date)I have read and understand the personnel manual and have had an opportunity to have my questions answered.Have it reviewed by legal team or other professionalIf it’s in there–adhere to it consistently, or revise/redistributeSamples: Incident report forms, documentation, progressive discipline forms, offense code form
VASWCD
Annual Meeting
2014
Slide28Personnel Files…
Slide29Personnel Files – CANNOT KEEP IN THE FILE
Maintain any type of health information in an individual employee folder in a secured file drawer with restricted access to filesMaintain all applicant files (applications, resumes, EEO self identification forms) in a separate clearly labeled folder/binder and/or in a secured drawerI9 forms and copies of the required documentation must be kept in one separate folder/binder clearly labeled I9 USCIS stored in a separate secured drawerCriminal and other background check results must be in a separate secured drawer with restricted accessInvestigation files – always keep in an individual employee folder in a secured file drawer with restricted access to files
VASWCD
Annual Meeting
2014
Slide30Personnel Files – WHAT TO KEEP IN THE FILE
Job application, offer, acceptance materialsEmployment and other requirements verificationsJob descriptionPerformance evaluationsPayroll and withholding forms – including timekeeping records (timecard records)Signed acknowledgement for handbookEmergency contact formVoluntary benefits election formsLeave utilization records, attendance recordsComplaints and kudos from internal and external customersTraining recordsCertification and licensure recordsAwards and citations, letters of commendationDisciplinary records – don’t purge them after one year Termination documentsAny contract, written agreement, receipt, or acknowledgment between the employee/employer (e.g. non-compete agreement, employment contract)
VASWCD
Annual Meeting
2014
Slide31Supervisor Files – WHAT SUPERVISOR KEEPS
Job descriptionEmergency contact formNotes on job performanceAwards and citations, letters of commendationComplaints and kudos from internal and external customersPerformance evaluationsLeave utilization records, attendance recordsTraining recordsCertification and licensure recordsDisciplinary records – don’t purge them after one yearNo surprises – send a copy
VASWCD
Annual Meeting
2014
Slide32Internships…
Slide33Internships
Unpaid internships in the public sector and for non-profit charitable organizations, where the intern volunteers without expectation of compensation, are generally permissible. Key Considerations:Similar to training provided in learning environmentPrimarily benefits the intern (add’l work for employer)Doesn’t displace staff and works under close supervisionEmployer derives no immediate advantage/benefitIntern is not entitled to a job at conclusion of internshipNo expectation of wages for time spent in the internshiphttp://www.dol.gov/whd/regs/compliance/whdfs71.pdf
VASWCD
Annual Meeting
2014
Slide34Resources…
Slide35HR Resources/Sites…
www.shrm.org
- SHRM/Local Chapter
Online resources – wealth of topics, samples, articles, webinars, etc.
May find HR Professionals interested in serving on your local Personnel Committee as Associated Director or Chair the Committee
www.dol.gov
– A-Z Site Index
Wage and Hour Division
OSHA
Federal Codes related to employment practices
Ergonomics
FAQs
eLaw
http://vwc.state.va.us/
(VA Workers Comp)
www.doli.virginia.gov
(VOSH with links to OSHA)
http://www.doli.virginia.gov/laborlaw/laborlaw.html
(VA Employment Laws)
www.hrmorning.com
(wealth of topics, samples, articles, webinars, etc)
www.workforce.com
(wealth of topics, samples, articles, webinars, etc)
Slide36Questions Anyone?
Remember to change the actual names before sharing your question today!
My contact information if you have any additional questions I can help with:
Terri Higgins
Day: 804-501-5241
Email:
terri.henricopolis@outlook.com
Cards with me today if you want one