Employment Guide

This guide has been prepared to assist supervisors in the recruiting process for staff positions. Please contact the Office of Human Resources for additional information.

Recruiting & Hiring Steps:

Step 1: Review of Department / Division Needs

Each position opening is an opportunity to review the department’s/division’s current needs and to ask the following questions:

Is work effectively distributed?
Are new skills and qualifications required?

Supervisors should review the current position description, and update as necessary, to ensure the description accurately reflects the work to be performed. Prior to recruiting, the updated position description should be submitted to the Office of Human Resources to ensure the appropriate position, classification, and compensation ranges are assigned.

Step 2: Electronic Approval Processand Posting the Position

All postings for positions on campus get approval and are posted on the WPI website using the PeopleAdmin system, which can be accessed via the Banner Web for employees using your username and password. Once the posting goes through the full approval process, it is posted on the WPI website automatically and will be posted internally for a minimum of ten business days to allow internal candidates to apply and for employees to take advantage of the Employee Referral Program. If additional advertising of the position is needed outside of the WPI website, the Office of Human Resources will:

Work with the hiring department to identify appropriate advertising sources, and prepare and place ads within established advertising cost parameters to build a diverse and well qualified candidate pool.
Post the position with local referral sources/agencies for Affirmative Action compliance.

Step 3: Applicant Tracking

All applications and resumes will be received through the PeopleAdmin system. The Office of Human Resources receives all applications and resumes initially, and then forwards them to the hiring department for consideration. An email is sent directly to the hiring manager alerting him/her that there are new applications in their PeopleAdmin account that are ready to be reviewed. For a full manual on how to use the PeopleAdmin system, please consult the PeopleAdmin Hiring Manager’s Guide.

Step 4: Applicant Screening

Here are several important things to keep in mind during the screening process.

Confidentiality and Discretion: The names and credentials of all applicants (internal and external) are to be received and reviewed in confidence and shared only with Human Resources staff, hiring department members and/or members of a search committee. While there may be open and confidential discussion between these individuals, outside discussion of applicants may create liability issues. It is imperative to respect a candidate’s privacy. Discretion extends to resisting the temptation to contact people who may be acquainted with the candidate as a means of informal reference checking.
Internal candidates: All internal candidates who meet the minimum position requirements should be invited to interview for the position. Those internal candidates who do not meet the minimum position requirements should be contacted by the hiring supervisor prior to the start of the general interviewing process. The hiring supervisor should thank them for their interest and explain why their qualifications and experience do not meet the position’s requirements.
Competencies: Behavioral competencies are as important as education and experience. Supervisors should consider these competencies in identifying the best-qualified candidates.
- Personal effectiveness: adaptability, flexibility, personal growth, self-confidence, self-control, and maturity.
- Task related effectiveness: achievement orientation, initiative, planning, and organizing abilities.
- Thinking and problem solving: analytical and conceptual thinking, and continuous improvement.
- Influence developing and directing others, change management, empowerment, and team leadership.
- Interpersonal and organizational effectiveness skills: student orientation, understanding of others, oral communication, organizational awareness, and commitment and cooperation.

Pre-Screening: Before interviewing there are a few things that can be done to ensure the best use of time when bringing candidates to campus. We have e-mail questionnaires and telephone screening questions that could be administered by the Office of Human Resources or the hiring supervisor. These are valuable tools to maximum the pre-screening process.

Recruitment Expense Policy for Exempt Recruitment

In order to maintain a level of consistency and fairness in WPI’s recruiting efforts, we have implemented a recruiting expense practice that will ensure all WPI search expenses are spent in an appropriate manner.

The recruiting expenses are outlined below. If you have any questions, please do not hesitate to call the Office of Human Resources at human-resources@wpi.edu or 508-831-5470.

Expenses Covered

As a general rule, the Office of Human Resources will pay for advertising of an approved opening for all exempt openings. This includes all required advertising to maintain affirmative action compliance and any approved discipline specific publications and/or web sites, up to a maximum of $750 per open position.

Also, recruiting expenses for a candidates travel and lodging are covered through the Office of Human Resources Non-Faculty Recruiting budget. Any special events and/or receptions involving the candidate, students and/or entire departments should be funded through the hiring department’s budget.

Meals

Luncheons and dinners with candidates are important during the interview process. It gives the hiring department and search committee members a chance to know the candidate better while the candidate learns more about WPI. These luncheons and /or dinners should only include people involved with the search/interview process.

The Office of Human Resources will reimburse lunch up to three (3) individuals plus the candidate up to $15 per person, including tip. The Office of Human Resources will reimburse dinner up to three (3) individuals plus the candidate up to $30 per person, including tip. Additional expenses will need to be covered by the hiring department.

The Office of Human Resources will reimburse a maximum of $ 150.00 for exempt level openings for all meal expenses. Any expenses over these maximums should be paid by the hiring department.

Travel and Lodging Expenses (if necessary)

All transportation cost involved in the round trip travel between a candidates home and WPI will be reimbursed via the Office of Human Resources (e.g. personal vehicle, air fare, shuttle service, etc). These arrangements should be made through the Office of Human Resources prior to the scheduled interview, ideally, two (2) weeks in advance of the interview. The Office of Human Resources will attempt to obtain the least expensive airfare and most reasonable schedule available. For vehicle transportation WPI will reimburse the IRS mileage rate.

Lodging will be provided through the Office of Human Resources either at the Worcester Courtyard Marriot, the Hilton Garden Inn or The Crowne Plaza Hotel; this will be based on availability of the corporate rate afforded to WPI. WPI will not pay for movies, phone calls, liquor or personal expenses during the candidates stay at a local hotel.

Recruitment Expense Policy for Non-Exempt Recruitment

The recruiting expenses are outlined below. If you have any questions, please do not hesitate to call the Office of Human Resources at human-resources@wpi.edu or 508-831-5470.

Expenses Covered

As a general rule, the Office of Human Resources will pay for advertising of an approved opening for all non-exempt openings. This includes all required advertising to maintain affirmative action compliance and any approved publications and/or web sites, up to a maximum of $250 per open position.

Step 5: The Interview Process

The Office of Human Resources can schedule interviews for the candidates the hiring supervisor identifies. The Office of Human Resources will present the candidate with an interview schedule and the names and titles of the persons with whom they will be meeting. If you schedule your own interviews, ensure that the budgeted range for the position is acceptable to the candidate.

All finalists should meet with the Office of Human Resources to discuss benefits, compensation and general information on WPI.

Key things to remember:

All candidates (internal/external) should follow essentially the same interview process.
After all candidates have been interviewed, a written summary of each candidate should be prepared. (Candidate Evaluation Forms are available from the Office of Human Resources)

Helpful Tips

Create an appropriate interview environment: Select a private space (office or meeting room) that will comfortably hold interview participants, and one that is free from distractions. Be sure that the only visible materials are those related to the candidate being interviewed.
Candidate introduction: Address the candidate by name, and ensure that all those participating in the interview are personally introduced to the candidate. In a search committee interview setting, place cards with committee members’ names in large letters, are helpful for candidates.
Make the candidate feel comfortable: Start with small talk about the weather, ease in finding the university, etc. to transition into the interview.
Remember the “80/20 Rule:” For best results, the applicant should talk 80% of the time and the interviewer should talk 20% of the time.
Provide candidates the opportunity to ask questions. Candidates, who are prepared for the interview and are serious about the position, will likely have questions about the position and the university. In responding to these questions, try to present problem areas as “challenges and opportunities.” Volunteer information about what makes WPI appealing both professionally and personally.
Close the interview on a positive note: Thank the candidate for their interest in the position and WPI. Let the candidate know the next steps in the process and the expected timeframe for the hiring decision.

Remember: All candidates should leave the interview feeling that they have been treated well. Your goal is to leave candidates with a positive image of WPI!

Additional resource materials

Chart of Legal Inquiries (Exhibit B)
Sample Interview Questions (Available from the Office of Human Resources)

Step 6: Reference Checking

Candidate Consent: Before making reference calls, hiring supervisors or the Office of Human Resources will advise the candidate and confirm the names, phone numbers and relationship of the reference contacts to the candidate. References should be former supervisors, co-workers or colleagues who can knowledgeably discuss the candidate’s abilities in relation to the position. Review the applicant’s resume/application and notes from the interview in order to be able to speak knowledgeably to the reference contact. At least three professional references should be called. (Suggested Outline – Exhibit C)

Who to Call: Reference calls should be made only to persons named by the candidate. If you need additional reference contacts to assist in decision-making, ask the candidate for additional references.
Who Should Call: Before the calling begins, the hiring supervisor should decide whether the same person will make all of the calls for a particular candidate or whether the responsibility will be divided among others participating in the search process.
What to Ask: A standard list of qualification/position-related questions should be asked of all references. In addition, if there are particular areas that surfaced during individual candidate interviews, specific questions may be developed for each candidate to explore with references to obtain further clarity.
Documentation: Be sure to make notes of your reference conversations at the conclusion of each reference call. While many organizations are increasingly adopting a policy of not releasing information on former employees other than dates of employment, checking references is worth the time and effort. The purpose of checking the references is to verify information you have received about the candidate during the interview, and to gather additional information that will help in making a hiring decision.

Step 7: Background Checks

WPI requires that Criminal Offender Record Information (CORI) be obtained for all positions of employment and/or volunteer work at the University. Positions requiring the use of university-owned vehicles require a Division of Motor Vehicles background driving check. These checks require the written consent of the candidate. Please contact the Office of Human Resources for further information.

WPI will inform applicants of such requirements during the pre-employment process and will advise candidates that any offer will be contingent upon the University's receipt of CORI and/or drving record results that it deems satisfactory.

Step 8: Extending the Offer

Select, Notify and Document

Rank your top candidates based on qualifications, related work experience, skills, and education (finalists should be reviewed with the department head and division vice president as appropriate).
Please submit a completed Request for (Non-Faculty) Appointment (Exhibit D) to the Office of Human Resources, along with a copy of the reference questions and responses. Once these forms have been received, the Office of Human Resources will make a verbal offer of employment and will prepare and send the official letter confirming terms of employment.
The Office of Human Resources will take all appropriate steps in closing the search once the signed offer letter has been returned (i.e. taking posting off web, discontinuing any other advertising, etc.)

Note: it is important that any unsuccessful internal candidates be notified promptly when another candidate has been selected for a position.

The Office of Human Resources will maintain applicant materials on file in accordance with legally established record retention guidelines.
The Office of Human Resources will process the Payroll Authorization and the Affirmative Action form and send to the hiring supervisor once a start date has been established.
The hiring supervisor is responsible for completing the Request for CCC Accounts.

New Employee Orientation (NEO)

The Office of Human Resources will schedule all new employees for New Employee Orientation and include the information on the offer letter. All NEOs are held on Mondays at 8:30am in the Office of Human Resources.

Please be sure that new employees visit the Office of Human Resources on their first day of employment if they start mid-week.

Supervisors should review and complete the New Employee Checklist to ensure a smooth transition for new employees. (Exhibit E)

The Office of Human Resources will also schedule all new employees for a New Employee Breakfast. The breakfasts are held quarterly and include important training and informational sessions, including a campus tour. The date will be included on the candidate’s offer letter.

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Last modified: March 26, 2013 10:51:52