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Effective Hiring and Orientation Process

Subject Areas

Legal Requirements

References

Hiring/Interviews

Supervision/Evaluation

Starting Right

Questions

This is an opportunity to re-evaluate the position.

How can we ensure we get the best person for this position?

What can we reasonably expect the custodian

to do? To what standard?

What does it take to get a new employee off to a good start?

How can we improve custodial efficiency?

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What is your hiring process and how long does it take.

How much time will be allowed for job shadowing with the current employee?

Questions

Custodian Defined

Webster – “One that guards, protects or maintains property and records.”

Legal Requirements

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Provide a Safe Place to Work

101.11(1) Wis. Stats., requires employers to “do everything reasonably necessary to protect the life, health, safety and welfare of employees”

OSHA….29 654(a)(1) Employer Duty, “a place of employment which is free from recognized hazards that…are likely to cause death or severe physical harm”

Employers Duty

Check with HR or Business Manager first

Reasonable pre-screening process

Application

Questions/Resume

Portfolio

Interview/Follow up

Perform back ground check

Risks associated with the job

Extent of unsupervised time with public/students

Employer may be Negligent

Failing to examine info provided on application

Failing to check references, especially former employers

Failing to properly train interviewers or

conduct proper interviews

Failing to follow established procedure’s.

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Protect the Employer from Liability for Negligently Hiring

Does the applicant have the competence to preform the job?

Is the applicant fit to perform the essential functions of the job? (Human Performance Evaluation)

Employee’s act or omission causing injury to others

Failure to properly train.

Case History

Reflect on past interviews

References

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The percentage of applicants distorting or embellishing their resumes has risen from 17% in the 90’s to nearly 45% today.

According to a Recent Study

Reason for References

Assist in prediction of applicants future conduct/performance

Verify information obtained in application or interview

Reference Checks

Ask HR for approved questions to ask candidates reference’s.

Let the candidate’s reference person know that the questions that we will be asking have been approved by our HR department.

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Why Should References be Obtained?

Obtain greatest amount of info about applicant

Balance desire to avoid potential discrimination claims against goal of obtaining enough information to make an informed decision

Public Records Request

Arrest and Conviction – WI Dept. Justice

Separate Inquiry – WI Dept. Probation and Parole

Access of Public Records – Circuit Court Automated Program

Private Agency

Interviews

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Types of Interviews

One on One interview: The decision is made by one person.

Team interviews: The decision is

made by the team. You are not allowed to over rule the team’s decision.

Interview Considerations

Interview in teams Include co-workers, supervisors, admin staff

Clear Instructions Written document/Rubric sheet

Expectations of team

Design an interview instrument

Questions Open ended

Cover all aspects of position

Ask all candidates same questions

Don’t interpret

Expectations of the Job!

Ask the applicant can they do everything on the job description?

Explain the specific duties and expectations that pertain to this position.

Identify the chain of command.

Begin interview questions.

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Questions you cannot ask per Equal Rights Laws

Age, Date of Birth

Arrest Records

Conviction Records

Available for Saturday\Sunday work

Child Care

Country of Citizenship

Physical ability to Perform*

Education

How much

When

Eyes\Hair

Refused Fidelity Bond

Friends or Relatives working for us

Garnishment

Questions you cannot ask per Equal Rights Laws cont’

Height\Weight

Honesty Testing

Lowest Salary

Maiden Name, Prior Name

Marital Status

Military Records

Mr., Mrs., Ms., Miss

Pregnant or Planning on Pregnancy

Sex

Spouses Name

Spouses Work

Making a Decision

Team Decision vs. Individual Decision

Interview Scores

Test Scores

Performance

Back ground checks after interview

Provide enough information so that candidate is prepared to commit if offered position

Time line for starting work

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Practice Pointers in Hiring

Obtain information on employee’s ability to perform work

Check accuracy of all information to ensure correctness

Licenses and certifications must be checked for current status

Gauge general reputation and character during interview

Check out all personal references and former employers

When Hiring Substitutes and Seasonal Employees

Must meet all criteria of school employees

Tests

Interview

Evaluations

Standardize Form

Based on 3 days or more of service

Used to evaluate Full-Time, Part-Time subs and seasonal employees.

No guarantee of permanent employment

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Ensuring New Employee Success

Start out right

Provide information regarding new employee orientation.

Provide Employee Handbook Briefing

Schedule mandatory training Provide training on basic expectations of the

job!

Mentor programs to demonstrate the “how”

Start out Right, continued

Cover mandatory subjects in mentor program

Train job specific subjects during staff development days

Use probationary period to re-enforce decisions

Provide feedback during probation

Tailor program for other employees Substitutes

Seasonal Workers

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Use a Check List

Building and Grounds New Employee Instruction Check list

Subject Instructed

1. Working in the School Environment a. Student – Staff Interaction b. Working as a team member c. Working without direct supervision

2. Smoking Tobacco Use

3. Cell Phone Use

4. Job Action Sheets

5. Security – Keys; Classroom; District System; Badges

6. Chemical Handling

7. Lifting; Ladder Safety

8. Fire Alarm, Evacuation

9. Building Emergencies; Tornado; Hold; Secure

10. Call lists

11. Chemical Handling – MSDS

12. PPE,

13. Proper Work Attire

14. Hiring Process

15. Mentor Program

16. Employee Breaks and Rest Periods

17. Communication with next shift and Supervisor Date: _______________ Supervisor: ________________________Employee:_______________________ __

Use a Check ListRESTROOM TRAINING CHECKLIST

FOR BUILDINGS & GROUNDS

NEW & SUBSTITUTE CUSTODIANS

Instructed Demonstrated

Cleaning cart set-up (proper equipment needed for

area you are assigned to clean)

Empty garbage can and changing of liners

Emptying of Sanitary disposal boxes

Dustmop and/or sweep floor if needed

Check and fill as necessary toilet paper, hand

towels, and soap dispensers

Spot cleaning of doors, walls, and partitions

Clean sinks

Clean mirrors

Clean/sanitize stools and urinals

Wet mop floor

Leave note of any safety issues (broken items, lights

burned out, water leaks, ect)

Put out wet floor signs

Check/Change vac dirt bags

Trainer will discuss all cleaning products used in designated cleaning

area

Trainer will demonstrate proper use of 3M and other dispensing systems

Trainer will discuss proper safety equipment or procedures

(wet floor signs, mixing of chemicals, lifting & turning)

Trainer will discuss dusting of vents, door jambs, and horizontal surfaces

Trainer will discuss/demonstrate how to wet mop a floor

Trainee will clean at least 1 restroom demonstrating techniques learned

Signature of Trainee: _______________________________ Date: ________________

Signature of Trainer: _______________________________ Date: ________________

Footnote: Trainer may be the designated person at each building or the Building Services

Manager or both.

COMMENTS:

Custodial Training Matrix

Accident Reporting

AED Asbestos B B Pathogen

Boom Lifts

Comp Gas

Confined Space

Crisis Emer. Act

Electrical Safety

Ergonom. Fall Protect

Fire Safety

Fire Extingish.

Forklifts Hand Tools

Haz-Com Hearing Conserv.

Ladder Safety

Lead LOTO Auth.

LOTO Affected

Material Handling

PPE Pesticide Safety

Port. Pwr. Tools

Propane Scaffolds Scissors Lifts

Resp Protect.

First Aid

Blue = Initial/Change Red = Annual

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RESOURCES

Best Practices in Hiring/Evaluating Employees, by Stephen Weld, Weld, Riley, Prenn & Ricci

APPA, Association of Physical Plant Administrators www.appa.org

Revised Aug. 2016

Questions??????

Scoring The Interview

Provide a numerical score for each response. 0=no answer,l=does not meet expectations, 2=meets expectations,3=exceeds expectations.Add Scores for each response for an interview total.

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Sample Interview Questions

2) How do you prioritize all of your daily tasks to complete them in the allotted time for this position(score)3) lt is important to be a team player in this field. Give us (2) examples of how you will show you are a team player.(score )4) What do you consider to be your strengths and how do these support your work? Please give two (2) examples of each.(score)Strengths:1)2)

Sample Interview Form