Critical Mistakes in the Hiring Process · E-Verify Tips Post E-Verify Participation Notice posters...
Transcript of Critical Mistakes in the Hiring Process · E-Verify Tips Post E-Verify Participation Notice posters...
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Critical Mistakes in the Hiring Process
Presented by Julia Gannaway
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Why Does it Matter?
Invest $$ and time
Avoid litigation
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#1 Mistake
DO NOT GET IN A RUSH!
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Challenges Lurk in the Process
• Job Posting
Describe Essentials
• Application
Objective Criteria
• Interviews
Background
• Conditional Job Offer
Medical • HIRE
I-9
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Job Posting Mistakes
• Discouraging certain groups from applying
• Failing to include language identifying as “Equal Opportunity Employment”
• Requiring US Citizenship **
• Using language that suggests a preference for a certain race, gender, age, etc.
“Looking for a young and enthusiastic team member”
“Looking for a hard-working team member”
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Job Posting Mistakes
• Failing to set out a detailed job description with clear expectations
• State whether position is exempt or non-exempt under FLSA
• Essential functions for ADA purposes
• If essential skill, education, etc., is necessary - say so!
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Application Mistakes Applications Should . . .
• Ensure signature/verification/certification that information is truthful
• Ensure reporting of all convictions or plea agreements
• Ensure explanation of all gaps in employment
• Ensure affirmation that s/he is allowed to work legally in the US
• Ensure affirmation that s/he can lawfully operate a motor vehicle (if required)
• Question:
• What about reading/writing?
• What about speaking English?
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Interview Mistakes • Asking inappropriate questions: when in doubt, don’t ask!
• Are you planning for a family?
• Making guarantees about the job/future employment
• Inconsistent treatment amongst different applicants
• Interview questions: should be identical and can be open-ended
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• Objective evaluation criteria
• Is a working interview – compensable?
• Depends . . .!
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Job Interview: Compensable???
• Training and skills tests as part of the interview process may entitle applicants to pay unless the following are ALL met:
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Tasks are for benefit of applicants
Tasks are similar to vocational school
Applicants do not displace regular
employees
Employer receives no immediate advantage
Applicants are not entitled to a job upon completion of task(s)
It is clear that applicants are not entitled to wages
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Interview Mistakes When an Applicant Announces a Pregnancy
DON’T assume that the employee will be unable to do the job
DO document the discussion properly, including any accommodations requested
DO assure compliance with federal and state laws regarding pregnancy leave and post-partum issues
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Background Investigation Mistakes
• Not hiring a good company and/or not conducting thorough backgrounds
• Not contacting every former employer!
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Background Investigations Mistakes:
Criminal Records
• The issue is suitability for your workplace
• Focus on job-relatedness
• Use objective factors to determine if particular past conduct disqualifies an applicant
• Pending cases – underlying facts still matter
• Active warrants – indicative of failure to take care of business
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Avoiding Background Check Litigation
• FORMS! FORMS! FORMS!
• Review/Document Screening Process
• Disclosure and Authorization
• Pre-adverse action notice
• Take some time
• Post-adverse action notice
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Background Investigations Mistakes:
Little Errors Can Equal BIG Consequences
• Violations of the Fair Credit Reporting Act (FCRA) are serious!
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Mistakes in Final Stages
Inappropriate Background
Checks
No conditional offer of
employment
Failing to complete I-9
forms after hiring
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Conditional Job Offer
• Then, and only then, you can send an employee to a medical examination
• Medical examination of applicant is to determine if s/he can perform essential functions of job
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Upon Hiring: E-Verify/I-9 Tightrope
• E-Verify compares information from I-9 against data from Department of Homeland Security (DHS), Social Security Administration (SSA), and Department of State (DOS) records to confirm employment eligibility
• A case is created, providing a system verification number, and giving an initial case result:
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Tentative Nonconfirmation Employment
Authorized
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E-Verify/I-9 Tightrope (Cont.)
• In the event of a Tentative Nonconfirmation (TNC), inform employee in private
• Employee should then sign a “Further Action Notice” document explaining the TNC
• Employee may contest results
• Employer issues a Referral Date Confirmation from E-Verify for the employee to contact the DHS or SSA
• Employee has 8 federal work days to resolve the matter
• If resolved, DHS/SSA will update records to reflect a match to I-9
• If uncontested or unresolved (Final Nonconfirmation), employer may terminate employment.
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E-Verify Tips
Post E-Verify Participation Notice posters in English and Spanish
Only use E-Verify after job acceptance and I-9 completion
Only for use with employees hired after November 6, 1986
Use E-Verify only for new hires or rehired employees, not when employment authorization is expired
Keep copies of I-9 documents
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Do not use E-verify as a prescreening or discriminatory tool
Do not ask for work authorization documentation after a TNC
Do not counsel employees on whether or not to contest
Do not take adverse action if employee does not contest a TNC – Wait for the Final Nonconfirmation or a “DHS No Show”
Even a simple typo can cause a TNC, so don’t jump to conclusions!
Use of E-Verify does not replace I-9 responsibilities
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E-Verify Tips (Cont.)
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Mandatory use of updated I-9 beginning September 18, 2017
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Final Thought
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Questions?
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Julia
Gannaway
306 West Broadway Avenue
Fort Worth, Texas 76104
817.332.8505 Main/817.332.8548 Fax
LaborCounsel.net
©Lynn, Ross & Gannaway, LLP 2017
THIS IS NOT LEGAL ADVICE. PLEASE CONTACT YOUR LABOR AND EMPLOYMENT ATTORNEY REGARDING YOUR SITUATION
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