Management Onboarding HR Basics: Employee · PDF fileGoodwill Industries of Lower South...

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Management Onboarding HR Basics: Employee Selection Management Guide Confidential & Proprietary to Goodwill Industries of Lower South Carolina “This document contains confidential and proprietary information of Goodwill Industries of Lower South Carolina. No disclosure of any portion of these materials may be made without the express prior written consent of Goodwill Industries of Lower South Carolina.” “Helping people achieve their full potential through the dignity and power of work.”

Transcript of Management Onboarding HR Basics: Employee · PDF fileGoodwill Industries of Lower South...

Management Onboarding HR Basics: Employee Selection Management Guide

Confidential & Proprietary to Goodwill Industries of Lower South Carolina “This document contains confidential and proprietary information of Goodwill Industries of Lower South

Carolina. No disclosure of any portion of these materials may be made without the express prior written consent of Goodwill Industries of Lower South Carolina.”

“Helping people achieve their full potential through the dignity and power of work.”

Management Onboarding Management Guide

Developed by: C Scarborough Confidential & Proprietary to Goodwill Industries of LSC Rev: 08/22/12/02 HR BASICS - EMPLOYEE SELECTION Page 3 of 19

Table of Contents

HR Basics: Employee Selection

LESSON 1 – POSTING A POSITION ................................................................................................................ 5 

LEARNER BENEFITS ............................................................................................................................................. 5 OVERVIEW .......................................................................................................................................................... 5 HIRING PROCESS ................................................................................................................................................. 6 GOODWILL WEBSITE ........................................................................................................................................... 7 

LESSON 2 – REVIEWING APPLICATIONS ................................................................................................... 9 

LEARNER BENEFITS ............................................................................................................................................. 9 JOB MANAGER .................................................................................................................................................... 9 VIEWING APPLICATIONS ................................................................................................................................... 10 QUALIFIED OR NOT QUALIFIED? ....................................................................................................................... 12 CANDIDATE COVER SHEET ................................................................................................................................ 12 

LESSON 3 – INTERVIEWING APPLICANTS ............................................................................................... 13 

LEARNER BENEFITS ........................................................................................................................................... 13 PHONE SCREENING ............................................................................................................................................ 13 IN-PERSON INTERVIEW ...................................................................................................................................... 13 REFERENCE CHECKS ......................................................................................................................................... 13 INTERVIEWING TIPS ........................................................................................................................................... 14 

LESSON 4 – NEW HIRE PAPERWORK ........................................................................................................ 17 

LEARNER BENEFITS ........................................................................................................................................... 17 COMPLETING NEW HIRE PAPERWORK ............................................................................................................... 17 DIRECT DEPOSIT POLICY ................................................................................................................................... 18 SUBMITTING NEW HIRE PAPERWORK ................................................................................................................ 18 MAIN OFFICE: NEW EMPLOYEE ORIENTATION (NEO) ...................................................................................... 19 REMOTE LOCATIONS: NEW EMPLOYEE ORIENTATION (NEO) ........................................................................... 19 

Management Onboarding Management Guide

Developed by: C Scarborough Confidential & Proprietary to Goodwill Industries of LSC Rev: 08/22/12/02 HR BASICS - EMPLOYEE SELECTION Page 5 of 19

Lesson 1 – Posting a Position

Learner Benefits

After completing this lesson you will be able to…

Understand the Hiring Process

Complete a Personnel Requisition form

Access the Goodwill Industries website

Overview Goodwill Industries provides employment opportunities to individuals with

disabilities and/or other barriers. These placements are referred to as “non-competitive” positions as the individuals are not required to go through the application process. Positions posted externally on the Goodwill website are referred to as “competitive” positions. The applicant selection process differs based upon the position type (competitive/non-competitive). NON-COMPETITIVE: Workforce Development will partner with the Hiring Manager to provide applicant information when a program participant is being referred to your location for possible placement. COMPETITIVE: All applications for competitive employment must be submitted online through Goodwill’s website. NO APPLICANT MAY BE INTERVIEWED OR OFFERED COMPETITIVE EMPLOYMENT WITHOUT APPLYING ONLINE!

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Hiring Process In keeping with our mission, Goodwill has a standard hiring process which affords individuals with disabilities and/or other barriers the opportunity to gain self-sufficiency through the dignity and power of work. In addition, Goodwill Industries recognizes that the continued success of our organization is directly related to the contributions made by our loyal employees. Therefore, prior to posting any position externally, the employment position will be posted internally to allow program participants and current employees the opportunity to express interest in a transfer or advancement opportunity. If there is a staffing need at your location, refer to the following:

Note: A copy of the Hiring Process Flowchart is located on the HR Website within the Management Resources Page.

Step Action 1 Complete the top section of the Personnel Requisition (PR) form

making sure you sign and date the form! Note: Copies of the PR Form are located on the HR

Website within the Management Resources Page as well as in Tab #1 of your Management Onboarding Manual.

2 Forward the PR to your District/Division Manager for approval. Note: The District/Division Manager may determine that

the request is unnecessary and offer alternative staffing solutions.

3 The District/Division Manager will forward the PR to WFD in order to determine if there is an internal program participant who is able to fulfill the job requirements.

If program participant available, WFD will contact the requesting Manager to schedule an interview.

If program participant is not available, WFD will sign and forward the PR to Betsy Mioduch in HR.

4 HR will post the position on the internal HR website (www.gwlsc-hr.com) for a period of 5 days. A weekly memo is sent out to each location highlighting the current internal and external postings.

If an internal employee applies via the HR website, HR will send applicant information to requesting Manager.

If an internal employee does not apply to the internal posting, HR will sign and forward the PR to WFD.

Management Onboarding Management Guide

Developed by: C Scarborough Confidential & Proprietary to Goodwill Industries of LSC Rev: 08/22/12/02 HR BASICS - EMPLOYEE SELECTION Page 7 of 19

Hiring Process (cont.)

Step Action 5 WFD will reach out to partner agencies to determine if there are

any program participants that may qualify for the position.

If an external program participant is available, WFD will contact the requesting Manager to schedule an interview.

If an external program participant is not available, WFD will sign and forward the PR to HR for external posting.

6 HR will post the position on the Company website. 7 The requesting Manager will review applicants according to the

guidelines outlined in the next chapter.

Goodwill Website

Once it has been determined that a position will be posted externally, all competitive positions will be posted on Goodwill’s website: www.palmettogoodwill.org for a period of 14 days. After the 14 day timeframe, the position will automatically be dropped. Should you find a suitable candidate prior to the closing date of the positing and would like to close the position earlier, please contact HR. Requests to extend the job posting may be sent to HR however, you must have reviewed all applications and marked the existing applicants as “reviewed” and “qualified” (if applicable) prior to your request being processed.

Management Onboarding Management Guide

Developed by: C Scarborough Confidential & Proprietary to Goodwill Industries of LSC Rev: 08/22/12/02 HR BASICS - EMPLOYEE SELECTION Page 9 of 19

Lesson 2 – Reviewing Applications

Learner Benefits

After completing this lesson you will be able to…

Log into the Job Manager

View applications on the website

Determine if a candidate is qualified or not qualified

Complete the Candidate Cover Sheet

Job Manager The Job Manager is the area on the website where all the applicant

information is housed. The website is set up to allow you to login and view the applicants who have applied for a position at your location. To login to your Job Manager, refer to the following:

Step Action

1 Access the Goodwill website at www.palmettogoodwill.org. Click on the WORK icon

2 From the Job Listings, click MANAGER ACCESS located at the bottom left hand corner of the screen. The DOCUMENT LIBRARY page appears.

3 Key in your USERNAME and PASSWORD. Username:_____________________________________ Password:_____________________________________

Management Guide Management Onboarding

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Step Action 4 Click LOGIN. The WELCOME screen appears with your location

listed in the upper left hand corner.

Viewing Applications

The law requires that you review every application that has been submitted for each job posted. The Job Manager is designed to allow you to track which applications you have already reviewed! To access applications for open positions at your location, refer to the following:

Step Action

1 From the WELCOME screen in the Document Library, click on JOB MANAGER. A list open job positions will be displayed as shown below. Field Names and Descriptions:

Job Title: List of open job titles that have active applications PCN: Job Order Number (9 digits) Division: Goodwill division where position reports Type: Full Time / Part Time Applicants: Number of applications that have been submitted

for the position

Note: You will not be able to view applications until the system has performed the nightly update. All applications submitted today, will not be able to be viewed until the following day.

Management Onboarding Management Guide

Developed by: C Scarborough Confidential & Proprietary to Goodwill Industries of LSC Rev: 08/22/12/02 HR BASICS - EMPLOYEE SELECTION Page 11 of 19

Step Action 2 To display the list of applicants click on the “+” sign located to left

of the Job Title. You may also click on the link under the Applicants field.

Note: Depending on the number of applications you receive, or how many open positions you have, you may need to scroll down to view the applicants

3 To view an applicant’s application, click on the “+” located to the left side of their name. A separate window will open displaying the applicant’s information. As shown below.

4 After reviewing the applicant’s information, click the box located to the left of the word “Reviewed.” Click UPDATE.

Management Guide Management Onboarding

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Qualified or Not Qualified?

The next step in the review process is determining whether or not the applicant is qualified for the position. You must review the job description to determine if the applicant is qualified for the position.

You can not disqualify any applicant who appears to be “over-qualified.” Remember, at this point you are only determining whether or not the applicant “on paper” meets the minimum requirements for the position.

Proceed as follows:

NOT QUALIFIED: If the applicant does not meet the minimum job requirements, leave the “Qualified” box blank and close the application window. You are finished reviewing this applicant.

QUALIFIED: If the applicant meets the minimum requirements, click the box located to the left of the word “Qualified.”

Candidate Cover Sheet

The final step in viewing the applications is to complete the Candidate Cover sheet. This tool will assist you with keeping track of who you have interviewed via the phone and/or in person.

You will continue to use this sheet during the entire interview process.

Note: A copy of the Candidate Cover Sheet is located on the HR Website within the Management Resources Page as well as in Tab #2 of your Management Onboarding Manual.

Management Onboarding Management Guide

Developed by: C Scarborough Confidential & Proprietary to Goodwill Industries of LSC Rev: 08/22/12/02 HR BASICS - EMPLOYEE SELECTION Page 13 of 19

Lesson 3 – Interviewing Applicants

Learner Benefits

After completing this lesson you will be able to…

Understand the purpose of a phone screening

Perform an in-person interview

Phone Screening

After determining which applicants are qualified, you may now move on to your phone screening. The purpose of the phone screening is to further narrow down your applicants. At a phone screen you can ask the questions that would eliminate the applicant from considerations, such as the salary they desired is much higher than our rate for the position. These questions standardized and approved by Human Resources. After performing the phone screening, you can determine which applicants will move on to the in-person interview!

In-Person Interview

Once you determine which applicants you will be interviewing, return to the Job Manager and place a check in the box located to the left of the words “Interview Scheduled.”

REMEMBER…Make sure you update your Candidate Cover Sheet!

You may only use interview questions provided by Human Resources. This is to insure that you stay within the guidelines of acceptable hiring practices.

Reference Checks

Human Resources will also provide you with a list of acceptable reference check questions should you need them.

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Interviewing Tips

Remember, hire slow, fire fast! The key to selecting a good candidate is to take your time during the interview process. Goodwill requires that you have at least 2 people conducting the interview. Refer to the following tips:

Tip

1 Prior to the interview: Print a copy of the application for any applicants to be

interviewed. Schedule enough time for each interview. Set up an appropriate area for the interview. Arrange the interview area so that you are seated across from

the candidate. Make sure there will be no interruptions. This will be the candidate’s first impression of Goodwill -

make it a good one - be professional. 2 Let the Interview begin!:

Greet the candidate when they arrive. Start a conversation as

your taking them to the interview location (ex. You found us OK? How about that weather). This is to help them relax and start them talking, but you would not want to get into any areas that might prejudice your decision (they are a REDS fan and so am I - they must be OK).

Tell candidate how the interview will be laid out: You will tell them about the job and the company, then you will be asking them questions. Be sure to let them know that they can ask any questions they might have. Tell them you will be taking notes during the interview and not to feel uncomfortable about this.

Only use interview questions approved by the Human Resources Department. It is O.K. to ask for clarification questions in some instances.

Before asking any questions, have them review and sign the job description.

DO’s

Do ask only work related questions. Do keep control of the interview – don’t let them spend

your time interviewing you. Do ask the same questions of each candidate. Do listen to what they are saying - be interested. Do make eye contact. Do make notes of the interview - this is your documentation

for your selection.

Management Onboarding Management Guide

Developed by: C Scarborough Confidential & Proprietary to Goodwill Industries of LSC Rev: 08/22/12/02 HR BASICS - EMPLOYEE SELECTION Page 15 of 19

Tip DON’TS

Don’t ask about personal things. Family & children

Age Religious affiliations Political affiliations Disabilities or Medical issues

Don’t ask questions that can be answered with a Yes or aNo.

Don’t do all the talking. Don’t ask what kind of transportation they have - your

interest is can they get to work, not how. The main thing you are trying to determine at the interview - IS THIS PERSON THE BEST QUALIFIED FOR THE JOB? You are trying to determine this from the candidate’s responses. Don’t let them use generalities like; I always, or I usually. Find out about one time and how they handled it. Ask for specifics. From their responses you will find out how they have dealt with problems in the past. Was their past performance what you would expect from a qualified candidate or did it indicate a problem?

3 Interview Wrap Up:

Allow the applicant opportunity to ask questions about the job at the end of the interview. Answer the questions as completely as possible. If they ask about pay and you know what the rate will be you could let them know at that time or explain that would be discussed upon a job offer.

You should not commit yourself to a decision while the

candidate is at the interview (you will need to do reference and background checking). Tell the candidate that you are interviewing several candidates and will get back to them within a week (or whatever your time frame is). Don’t leave the candidate with any false impressions.

HAVE ALL INTERVIEWED APPLICANTS

COMPLETE THE BACKGROUND CHECK AUTHORIZATION FORM WHILE IN THE OFFICE. Advise them that should a job offer be made, it will be contingent upon the background check.

Note: A copy of the Background Check Authorization form is located on the HR Website

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Tip within the Management Resources Page as well as in Tab #3 of your Management Onboarding Manual.

Immediately after the interview, complete your notes. Note

the valid reasons for your decision to hire, not hire or second interview. If there was a second interviewer, compare notes. This is a great way to get a second opinion!

4 Make your hiring decision based on job specific reasons. Remember: We want to hire the most qualified individual consistent with the requirements of the position and our principles of equal employment opportunity. Once the decision is made, first check the candidates' references using the form supplied by Human Resources. Confirm as much information as the reference source will divulge. Probe for as much job related information as possible, but at a minimum, confirm the dates and position from their work history.

5 After completing the reference checks, you are ready to make your hiring decision! Contact the applicant you have selected and extend the job offer advising them that the offer is contingent upon the background check!

Note: It is against the law to run a background check prior to extending a job offer.

6 Fax the background check to the Loss Prevention department. Upon

notification that the applicant’s background check is clear, you may contact the applicant and let them know the job offer is confirmed.

Management Onboarding Management Guide

Developed by: C Scarborough Confidential & Proprietary to Goodwill Industries of LSC Rev: 08/22/12/02 HR BASICS - EMPLOYEE SELECTION Page 17 of 19

Lesson 4 – New Hire Paperwork

Learner Benefits

After completing this lesson the student will be able to…

Identify the components of a New Hire Packet

Understand the timeframe for submitting a New Hire Packet

Locate the New Employee Orientation schedule

Completing New Hire Paperwork

Congratulations on your New Hire! Now it is time to contact the New Hire and have them complete the New Hire Packet!

In order to have the employee set up in Goodwill’s system, it is imperative that you complete the New Hire Packet in its entirety. Once the packet has been completed, you may scan the packet to Betsy Mioduch. All originals must be sent to Human Resources with the next mail run.

Note: Remote site Managers must include the signed Employee Handbook Acknowledgement of Receipt form with the New Hire Paperwork Packet.

Note: Sample copies of the New Hire Packet and I-9 are located on the HR Website within the Management Resources Page as well as in Tab #4 of your Management Onboarding Manual.

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Direct Deposit Policy

As a condition of employment, all employees must comply with Goodwill’s mandatory direct deposit policy and enroll in the direct deposit feature. It is understood that employees must remain enrolled in the direct deposit feature during the tenure of their employment. Employees will be allowed to make changes to their bank information no more than once in any six month period. Employees are limited to two accounts for payroll deposits at any given time. All changes must be submitted to Human Resources by no later than the Tuesday prior to the end of the payroll period. If an employee’s account is closed for any reason without providing updated banking information to Human Resource in a timely manner, the employee will be required to complete a BB&T Pay Card application for depositing of payroll funds. After six months, employees may elect to cancel the Pay Card account, provided they are able to provide appropriate replacement account documentation.

If an employees pay is deposited into an overdrawn or closed account, due to employee’s failure to follow proper Direct Deposit procedures and timelines, the employee will take full responsibility for any loss of funds. Employees are expected to take personal responsibility in their financial matters, and Goodwill’s Employee Assistance Program is available to provide financial counseling to employees who needs coaching in this area. You may contact our EAP services at 1-866-327-7845 or ask your manager for a referral. Referral is not needed to set an appointment and all meetings with EAP are confidential.

Note: Sample copies of the Direct Deposit forms are located on the HR Website within the Management Resources Page as well as in Tab #4 of your Management Onboarding Manual..

Submitting New Hire Paperwork

Our pay periods begin on Sunday and run for two weeks ending on Saturday of the following week. For example, if the pay period begins on Sunday, August 23rd, the pay period would end on Saturday, September 5th. In order to for an employee to get entered into the system and to be assigned an employee ID, all New Hire Packets must be received by close of business on the Wednesday prior to the end of the pay period. Using the above example, the New Hire Packet would need to be received by close of business on Wednesday, September 2rd.

Incomplete, late or missing New Hire Packets will delay your New Hire from attending New Employee Orientation (NEO)!

Management Onboarding Management Guide

Developed by: C Scarborough Confidential & Proprietary to Goodwill Industries of LSC Rev: 08/22/12/02 HR BASICS - EMPLOYEE SELECTION Page 19 of 19

Main Office: New Employee Orientation (NEO)

The final step in your Hiring phase is to inform your New Hire of the next upcoming NEO session. Your New Hire’s official start date will be the first day of the NEO. NEO is held every 2 weeks at the Main Office. For the remote locations, NEO will be scheduled by the Facilitator in your area. ALL EMPLOYEES MUST ATTEND NEO PRIOR TO REPORTING TO THE WORKSITE.

Remote Locations: New Employee Orientation (NEO)

For the remote locations, NEO will be scheduled by the Facilitator in your area. Since NEO is scheduled on an as-needed basis, YOU MUST GIVE THE NEW HIRE A COPY OF THE EMPLOYEE HANDBOOK DURING THE TIME YOU ARE COMPLETING THE NEW HIRE PAPERWORK. Although it is not necessary to review the entire handbook, it is the Managers responsibility to review the key topics of the handbook (see topic list below). After reviewing the handbook, have the employee sign and date the Acknowledgement of Receipt form. This form MUST ACCOMPANY the New Hire Paperwork.

Topics List:

Code of Ethics

Customer Relations

FMLA

Accidents

Confidentiality Policy

Termination

Attendance and Tardiness Policy

Non-Discrimination Anti-Harassment Policy

Sexual Harassment

Workplace Violence