By Catherine D. Fyock, CSP, SPHR
2004, 214 pages, Paperback with CD-ROM
SHRMStore Item #: 61.14502
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Examining the Hiring Process
Although every organization will have a different selection process that reflects the types of individuals being recruited, the types of selection tools used, and the culture of the organization, some of the basic elements of the selection process that they have in common are outlined here.
Job Descriptions and Job Requisitions
Initially, the hiring manager, the human resource (HR) professional, or both will review the job description to determine that it is up to date and accurate. The job requisition will be composed from the job description, and will generally indicate title, shift, hours, name of individual replaced (or a position code), and other pertinent information.
Once the job description has been updated and the job requisition has been completed, the recruitment process will be initiated. This process may include an internal as well as an external search. Internal searches may involve the development of a posting or a search of internal records for candidates who possess the skills, knowledge, and abilities required.
Receipt of the Application or Resume
Most organizations request the submission of either a resume or a completed application form by mail or fax, in person, or electronically. Some organizations request that an application he completed after a r6sum6 has been received, often at the time the interview is scheduled.
Assessment of the Application and Resume
Once the application and resume have been received, those documents will be reviewed to determine if candidates possess the education, work history, background, and credentials required by the position.
Organizations often prescreen candidates by conducting a telephone interview before scheduling an on-site interview, especially when out-of-town travel is required or when candidates are employed elsewhere.
Note Taking During the Interview
Taking notes allows the hiring manager and HR professional to document responses to inquiries and permits the interviewer to remember each candidate's responses. Thus, the practice enables the interviewer to objectively compare responses.
Following are some suggestions for note taking during the interview:
Never take notes on the application form. The application is a legal document and should bear the handwriting of the applicant only.
Have the applicant fill in any blanks on the application form. The interviewer should never fill in any missing information.
Similarly, don't use correction fluid the application form.
Take notes on a separate sheet of paper or, ideally, on the interview guide.
Write only key words or phrases. Don't try to capture candidates' responses word for word.
Take notes on positive as well as negative comments. Candidates may be distracted if they see the interviewer taking notes only during conversations that they perceive to be negative (for example, when discussing reasons for terminations or gaps in employment history).
Avoid codes, especially those that may be misconstrued as discriminatory (for example, coding the ethnicity of a candidate, marital status, or number of children).
Do not make notes regarding the physical attributes of the candidate because such comments may also be construed as discriminatory.
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