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RECRUITING GUIDE April 2010 Dartmouth College Recruiting Guide 1 Table of Conte

RECRUITING GUIDE April 2010 Dartmouth College Recruiting Guide 1 Table of Contents Introduction 1 Recruiting Contact 1 Recruitment Process 2 Recruitment Action Checklist 3 Roles and Responsibilities 4 Building Your Candidate Pool 5 Advertising 5 Timelines 6 Networking 6 Sources for Recruiting Diverse Candidates 7 Hiring a Temporary Employee 7 Internal Applicants 8 Work Eligibility/Sponsorship of International Candidates 8 Search Committees 9 Selling Dartmouth College 10 Recruiting vs. Interviewing 10 Interview Format 11 Beyond the Interview 13 Interview Pitfalls 14 Using a Search Firm 14 Background Verification 15 Criminal Background Checks 22 Letters to Candidates 22 Waivers for External Candidates 22 Making an Offer 23 “Welcome Office” and Onboarding Procedures 23 Salary Setting 24 Record Keeping 24 Who Is an Applicant? 24 Conclusion 24 Appendix A: Sample Letters 26 Dartmouth College Recruiting Guide 1 INTRODUCTION The effective recruitment of qualified candidates is vital to furthering the mission and vision of the College as well as enhancing the creativity, diversity, and excellence of the Dartmouth community. The Office of Human Resources is pleased to provide this recruiting guide as a tool that is designed to assist hiring managers in achieving those goals. Both first-time and experienced hiring managers and departments should find this guide to be invaluable during each step of the process, from the initial recruitment request to advertising, building a candidate pool, interviewing, and extending an offer. This guide will be an evolving document—one that will continue to meet the dynamic needs of the College—and, as always, we welcome any suggestions that will make it more helpful to users. If at any time you need clarification on the material in this guide, please call your Employment Recruiter in the Office of Human Resources, who works closely with hiring officers to develop the recruitment action and advertising plan, to source and screen candidates as requested and to assist with the recruitment process. We look forward to working with you on your recruiting journey! RECRUITING CONTACT Whether you’re placing an advertisement, reviewing resumes, accessing talent pools, or interviewing, your Employment Recruiter is available to provide expertise and guidance throughout each step of the hiring process. Please contact Human Resources at (603) 646-3411 to reach your recruiter. Dartmouth College Recruiting Guide 2 The Dartmouth College Recruitment Process 1. Determine the need (new, replacement, or review) and confirm local budgetary support. Contact your HR Consultant or the Recruiter for advice. Begin identifying search (required at Dean/VP level) or interview committee members. 2. Via DORR, complete and submit the recruitment request with the current position description and organizational chart. 3. The recruitment request is approved via the workflow sequence by subsequent supervisors/Dean/VP offices. 4. The Compensation department reviews the request and the job description and then classifies the position (if new or revised.) The hiring department or Executive Officer is notified of the final determination. 5. The Budget Committee reviews all requests. (Exceptions include the Professional schools and grant-funded positions.) After reviewing the request, the committee approves it in DORR, and the position is available in HR for posting or is closed if there is an identified hire. 6. The position is then posted on the HR Jobs Web site <http://jobs.dartmouth.edu/>. The position should remain open to internal candidates only. Waivers to hire externally require divisional and HR approval. 7. Discuss advertising with the Recruiter. Depending on status, the recruiter can determine whether the advertising will be local, regional, or national. 8. During the application and selection period, resumes for all positions will be submitted to the Jobs site through DORR. Managers will review applicants and designate them accordingly in DORR as to whether there will be continued consideration or whether they will be considered as a finalist for the position. 9. Salary setting requests are submitted and approved through DORR with the appropriate HR Consultant. The hiring manager will then make a verbal offer and confirm acceptance. After providing personal data to the HR Representative, confirmation letters, including orientation information, will be sent to new hires. Dartmouth College Recruiting Guide 3 RECRUITMENT ACTION CHECKLIST Before you start your recruiting action, be sure to do the following:  If you have questions, speak with your HR Consultant. Think about any changes you would like to make, how the role fits into the workgroup, and whether there are new or different skills to look for in the candidate pool.  Make any necessary updates to the position in DORR (Dartmouth Online Review and Recruit). The position may need to be reviewed, graded, and approved by Budget, which may mean additional discussions prior to posting.  Discuss E0/AA availability with the recruiter, IDE, and the hiring manager.  Develop and begin recruitment actions: o The recruiter will review the current candidate pool for possibilities (availability may increase as we build networks and relationships and prescreen candidates for future jobs). o Identify ways to reach a diverse candidate pool including women and minorities. o Write the advertisement and identify publications, Web sites, and other methods. o The position will be posted on the Dartmouth College Jobs Web site. o Talk to internal candidates who may be prepared now or in the future for the job. (This builds goodwill and also shows our commitment to growing an internal pool of qualified candidates.) o Proactively source candidates. Your recruiter can source candidates through organizations, Web sites, and databases. o The hiring officer and others make personal contacts.  Screen resumes and conduct phone interviews. (The recruiter can assist with this and suggest questions.)  Conduct Interviews. The recruiter can provide best practices on timing, format, materials, and community resources.  Check references. Three professional references and a confirmation of education are recommended. We DO check references on internal candidates. The recruiter can advise on questions and facilitate internal conversations. Refer to the Due Diligence Process on pg. 16.  Provide an overview of benefits, including the Dual Career Network, to applicants.  Samples of “no thanks” letters. The recruiter can supply samples of acknowledgement and “no-thanks” letters to those candidates not selected.  Obtain a waiver from Divisional leadership if you wish to hire an external candidate.  Submit the salary setting request through DORR. Make the offer. Once the offer is accepted, close the position. Dartmouth College Recruiting Guide 4  Ensure that all candidates are represented in DORR, including those who did not apply online. The NEW HIRE must be in DORR to generate letters and trigger other notices and data tracking.  Finalize search material for filing. We must keep records of applicant data for three years.  Identify strong candidates from the search who may be redirected to other searches.  Review recruiting sources that produced candidates and that should be recommended in the future.  Submit the Payroll Authorization form. HR will send the new hire confirmation and orientation invitation. The employee then completes the I-9 form within the first 3 days of hire, attends orientation, and enrolls in benefits. ROLES AND RESPONSIBILITIES Your Employment Recruiter is available to provide the following services at your request: o Assistance in writing and placing print ads; o Centralized print and Web ad placement through one agency; o Identifying national, regional, and local sources for candidates; o Collecting race/ethnicity data through the DORR system; o Posting jobs on Web sites; o Using best practices to attract and interview candidates; o Screening or organizing candidates, based on your needs; o Developing prescreen, interview, and reference-check questions; o Reviewing existing candidates or those in our applicant pool who meet the qualifications of your job; o Information regarding legal compliance; o Referrals to our Dual Career Network for spouses/partners of finalists and new hires; and o Consultation on onboarding and our “Welcome” process. The hiring department is responsible for: o Scheduling interviews; o Make travel and lodging arrangements; o Making hiring decisions; o Paying for the ads that we place on your behalf. (We will, however, get you the best rates and “bill” you for reimbursement.) o Completion of all hiring forms; and o Sending acknowledgement letters, thank you, and “No Thanks” letters to applicants. Dartmouth College Recruiting Guide 5 BUILDING YOUR POOL Your recruiter can assist in developing a targeted plan for reaching candidates. With the assistance of a variety of resources, including our Recruitment Advertising Agency, a plan will be developed to target:  Affinity groups;  Targeted areas of the country where we may find a cluster of individuals in particular job families (e.g., the large number of IT personnel in Silicon Valley);  Specific Web sites;  Trade journals;  Specific institutions;  Job Fairs; and  Trade conferences. These efforts will not only assist with your immediate recruiting effort, but with future positions as well. ADVERTISING We are currently using a variety of advertising media: Print—This includes daily, weekly, and monthly periodicals and journals. Print advertising has become very costly and, therefore, is not used as much as in the past. Benefits of print advertising include targeting a specific audience and a better chance of uploads/Finance/ recruiting-guide.pdf