Fair Hiring Guide

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Topic: Recruitment Planning

  1. Preparing Job Descriptions

    • The Job Description serves as the foundation for the evaluation of candidates. The Staff HR Compensation Team can provide you with assistance in and resources for developing or updating a job description.
  2. Writing Qualifications (Experience, Skills, Knowledge and Abilities)

    • All qualifications should be directly job related and are identified by an analysis of the functions and tasks of a position.
    • The terms “skill” and “ability” may be used interchangeably - do not get bogged down in trying to decide whether something is a “skill” or an “ability”.
    • Physical requirements, special work schedules, required background investigations, environmental work conditions, etc., should be noted as Special Conditions of Employment on the job description, rather than written as a qualification.
    • You can use qualifiers (such as “excellent”, “good”, etc.) for clarifying a criterion. You will be responsible for the interpretation and consistent application of qualifier statements in the evaluation of candidates.
    • When writing qualifications, keep in mind that we have an obligation to reasonably accommodate persons with disabilities. Therefore, try to write what is to be done, as opposed to how it is to be done, so as not to exclude a person with a disability who may be able to do the work differently.
  3. Supplemental Questions

    • Supplemental questions are an optional method of gathering additional specific information to assist you in identifying interviewees.
    • Supplemental questions may be asked as part of the job application form. Or, in order to effectively screen the pool, you may ask them of applicants after the IRD has passed via email. When supplemental questions are asked after the IRD via email, you must notate this as part of your recruitment records submitted to Talent Acquisition.

    Things to consider when using supplemental questions

    • While an effective means of gathering additional information, supplemental questions that require more time to answer may discourage applicants from applying, especially those who learn of the job at the last minute and are in a hurry to submit their application materials.
    • When asking supplemental question(s) as part of the application process, choosing a longer initial review period (at least an additional week) will provide applicants with sufficient time to complete their responses.
    • Talent Acquisition do not take part in screening out applicants who do not answer the supplemental question(s). The hiring unit will determine how to evaluate applicants who don’t answer the supplemental question(s).
  4. Outreach/Advertising

    • A comprehensive outreach and advertising plan will increase the probability of attracting a qualified diverse pool of applicants.
  5. You Should Consider:

    • Job group underutilization
    • Appropriate recruiting area (i.e., local, regional, national)
    • Reasonable initial review period (2 weeks is the minimum period)
    • Free advertising
    • Paid advertising
    • Networking opportunities (e.g., Your LinkedIn profile, professional organizations, colleagues at other higher ed institutions)

Advertising plans should be identified prior to the posting of a recruitment. See Recruitment Advertising Resources for more information. Your Talent Acquisition Consultant (TAC) or the TA Admin Team can assist with plan development.

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Frequently Asked Questions (FAQ)

  1. Can I use a degree as a qualification?

    • The basic principle is that an educational requirement must have a significant relationship to successful job performance or there must be other business or legal necessity, since a degree requirement may disqualify members of a protected group at a substantially higher rate than non-protected group members (adverse impact).
    • A degree qualification for professional and highly skilled jobs is generally more supportable than, for example, blue-collar jobs. Educational requirements are even more supportable if “or equivalent combination of education and experience” is used, or if identified as a preferred qualification.
    • If you choose to use a degree as a qualification you should consider the negative impact it may have on the diversity of your pool and be prepared to support such a requirement if challenged by an outside agency.
  2. When writing qualifications, can I specify that the people have recent experience?

    • The recency of a person’s job experience may matter, but only in fields that have changed significantly, and remember that an applicant may be able to keep him or herself current in their field in other ways.

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