HOW CODESP CAN ASSIST YOU IN IMPROVING YOUR

HOW CODESP CAN ASSIST YOU IN IMPROVING YOUR SELECTION PROCESS March 2003

WHAT IS CODESP? Cooperative Organization for the Development of Employee Selection Procedures • In 1973, a consortium of public school districts combined resources to form an agency to develop classified test materials. • Currently CODESP operates as a self-supporting joint powers agency consisting of over 250 public school districts in California and one in Nevada. • The Board of Directors consists of nine members elected from and by the members.

CODESP GROWTH • From 1984 -1993 average membership was 56 • C-CIB became operational in the 1992 – 1993 program year • 1993 – 1994 92 members • 1996 - 1997 121 members • 1999 – 2000 146 members • 2000 – 2001 164 members • 2001 – 2002 188 members • 2002 – 2003 251 and growing

WHAT IS C-CIB? CODESP’s Computerized Item Bank. Par. Test software allows us to create instructions, item banks, objectives, questions, tests, and generate item analysis reports.

HOW WILL CODESP’S C-CIB IMPROVE OUR DISTRICT’S SELECTION PROCESS? • Members no longer need to spend time assembling/word processing tests. • Most test materials can be delivered over a secure internet connection. • CODESP’S Computerized Item Bank, (C-CIB), contains over 17, 000 items covering most job classes found in public school districts. • A test can be easily updated or several versions of the same test can be developed.

C-CIB GROWTH • During the first 14 months of operation, beginning in June of 1992, the average C-CIB Requests per month were 43. • During August – September 2002, the average C-CIB Requests per month were 473.

“RECRUITMENT AND SELECTION STRATEGIES THAT WORKED YESTERDAY MAY FAIL TO SELECT THE PEOPLE YOU NEED TO BE SUCCESSFUL TOMORROW”

WHY IS THE RECRUITING PROCESS IMPORTANT? n. To reduce poor work performance and morale, training costs and turnover. n. To increase the quality of employees which directly affects the quality of services provided. n. To distinguish superior applicants from adequate ones.

WHAT ARE THE RESULTS OF A SUCCESSFUL RECRUITMENT? • Qualified applicants. • List of superior candidates. • Administrators impressed with quality of individuals on list. • No complaints from candidates. • Job applicants and employees treated in a fair and legally-defensible manner. • Excellent employees.

THE COST OF A POOR HIRE • Recruiting costs, including ads, printing and staff time. • Employer tax contribution. • Insurance and benefits. • Training costs. • Potential threat or risk to the safety and security of the district.

TYPICAL SELECTION METHODS n. Sit back and wait for applicants. n. Minimal or ineffective advertising. n. Post outdated/wordy job bulletins. n. No job analysis. n. Require minimum qualifications that do not match the position.

OPPORTUNITIES FOR IMPROVEMENT n. Improved validity. n. Improved acceptance. n. Decreased turnover. n. Faster turnaround. n. Reduced costs. n. Increased diversity/fairness. n. Easier resolution of complaints.

WHAT’S STOPPING US? n. Lack of staff resources. n. Size of candidate pool. n. Lack of staff training. n. Concerns for defensibility. n. Traditions and union/rules constraints. n. District politics.

THE NEED TO STREAMLINE Public school district hiring process is: n. Time-consuming. n. Cumbersome. n. Discouraging. n. Confusing. n. Requires too many district visits.

EXAM PLANNING PROCESS • Job ReviewAnalysis • Job Description EditDevelopment • PostingAdvertisingRecruiting • Examination Planning • Test ConstructionAdministration • Item AnalysisRecruitment Review

WHY TEST? Tests can be extremely helpful when used properly and counterproductive when used inappropriately. This is usually caused by not having a clear understanding of what you want to measure and why you want to measure it.

HOW CAN CODESP HELP? • Test development and preparation assistance for supplemental application forms, and written, interview, simulation, and performance exams. • Copier-ready test preparation including a cover page, directions and key. • Most materials can be requested online or quickly emailed to your district. • Free training and other services listed on our webpage.

WHAT CAN MEMBERS DO TO IMPROVE THEIR DISTRICT’S EMPLOYEE SELECTION PROCESS?

KNOW THE JOB

CONDUCT A JOB REVIEWANALYSIS • Ask questions of employees and supervisors. • Identify job related essential skills, knowledges, abilities and personal characteristics.

INFORMATION FROM JOB ANALYSIS IS USED TO: • Write job descriptions/announcements. • Determine test methods. • Validate tests (determine job relatedness of job qualifications). • Determine accommodations for disabled applicants/employees. • Determine rating criteria.

LEGAL REQUIRMENTS UNIFORM GUIDELINES STATE: • ALL selection processes are tests. • Must consider “adverse impact”. • Validation requirements. • Documentation required. • Alternative selection procedure consideration.

JOB RELATEDNESS Unfair practices can occur when: • employment practices and selection criteria are not valid predictors of an individual’s ability to perform the job. • or when practices and criteria are not demonstrably related to actual job requirements.

VALIDITY Validation is the process of establishing the job-relatedness of a test. It is the cumulative and ongoing process of giving meaning to test scores.

CONTENT VALIDITY Requires a demonstration that the content of the test represents important job-related behaviors. In other words, test items should be relevant to and measure directly important requirements and qualifications for the job.

DEVELOP/EDIT JOB DESCRIPTIONS • Needed for job-related testing, ADA accommodations, safety training, workers’ comp, and return to work decisions. • Determine if it is up-to-date. • State clearly and concisely the essential functions, tasks or work behaviors. • State clearly the required minimum qualifications.

DEVELOP A JOB ANNOUNCEMENT

JOB ANNOUNCEMENT FORMAT • Should be eye-catching. • Color should be light enough to read. • Reading level should match the job. • Font size no smaller than 12 pitch. • District employment advantages should be highlighted.

POST POSITION • Positions should be posted on your district’s website and through other sites such as ED -JOIN, which is free for school districts.

DETERMINING TEST METHODS • Have employees hired using the same test methods been successful? • Which job content areas should be measured? What will determine pass/fail? How should the job parts be weighted? • Are there subject matter experts available to help develop and review examination material?

PRIOR CONSIDERATIONS • Number of qualified applicants. • Number of openings. • Time and cost to develop. • Time and cost to administer and score. • Staff availability. • Applicant acceptance of method. • Amount of adverse impact. • ADA.

SELECTION METHODS • Supplemental Application (T & E) Form • Multiple Choice Written Test Items • Interview Questions • Simulations • Written Exercises • Performance Exams

HOW DO I ORDER MATERIAL? • Members log on to our website at www. codesp. com and complete a CCIB Request Form (see next slide). • Test materials are sent to our members through password protected email.

SUPPLEMENTAL APPLICATIONS (T & E) ADVANTAGES • Clearly identifies qualified applicants. • Narrows the field of applicants. • Self-screens unqualified applicants. • Provides candidates with more information about the job. • Harder to exaggerate about qualifications.

POSITIONS WITH LIMITED MQs • Willingness to perform a job is more important than knowledge and experience if tasks are easily learned. • Use checklists describing typical job duties to determine willingness to perform tasks.

The Custodian we are seeking MUST be willing to perform ALL of these REQUIRED TASKS AND BE ABLE TO WORK UNDER THE FOLLOWING CONDITIONS. If you are unwilling to do any of these you WILL NOT be invited to the test. Please place a check in the box of the duties described below if you ARE willing to perform them. Your signature indicates your promise to perform these duties if you are hired. � Operate shampooer, vacuums, buffers and other machinery. Ƅ Clean and maintain lavatories/restrooms including sinks, walls, urinals, mirrors and sweep and mop floors. Ƅ Work alone during the night shift. Ƅ Use industrial chemicals and cleaners which may have strong odors and require safe handling. Ƅ Unplug toilets and sinks. Ƅ Clean up vomit, blood and other unpleasant substances which may have a strong odor.

SUPPLEMENTAL APPLICATION FORM Willingness to Perform Duties

POSITIONS WITH CLEARLY DEFINED MQs For technical positions: • Use self-rating checklists. For supervisor/management: • Use essay format to learn more about candidate’s qualifications and written skills. Remember, due to the chance of exaggeration, and subsequent low validity, a supplemental application or T & E should not be used as the only testing method.

Without careful attention, during any stage of the recruitment process, qualified candidates can be screened out and/or unqualified candidates can be screened in.

WRITTEN TEST ADVANTAGES • Efficient for large groups. • Narrows applicant pool. • Quick, easy to administer. • Can be machine scored. • Can assess a wide variety of topics.

WRITTEN TEST PRIOR CONSIDERATIONS • Subject matter expert availability • Old test appropriateness – Job analysis current and accurate – Reading level appropriate • Time to developacquire new test – Call CODESP • Test facilities and proctor availability • Possible group test administration

WRITTEN TEST DISADVANTAGES • Can produce adverse impact if not carefully developed. • Time consuming to develop. – (That’s why there is CODESP) • Relies on reading skills. • Cannot determine ability to actually perform the duties of the position.

REVIEW TEST ITEMS • Is the question current and job related? • Does the question call for knowledge that is not necessary for job entry? • Is the reading level appropriate? • Is the terminology correct? • Is the problem clearly stated? • Is the keyed response clearly correct? • Are the distractors too weak, too strong, or also correct?

SAMPLE MULTIPLE CHOICE TEST ITEMS

21. Using the Custodian Tools figure, which one of the following is a push broom? 22. A. B. C. D. 5 6 9 10 Using the Custodian Tools figure, which one of the following is a dolly? A. B. C. D. 1 2 3 8

With the help of SME’s members select the test items for the exam. After the form is completed it is faxed or emailed to the CODESP office where a printer-ready test is produced and emailed back.

DEVELOPING INTERVIEW QUESTIONS • Define the areas to be measured. • Select job related questions. • Construct a rating scale that would determine what would be unacceptable, acceptable and highly qualified job related behaviors.

COMPLETE INTERVIEW QUESTION Elicit sufficient information for each factor to permit accurate evaluation n. Describe a job-related situation. n. What tasks were involved? n. What actions were taken? n. What were the results? n. What was the candidate’s role in the process?

INTERVIEW ADVANTAGES • Easy to develop: – Call CODESP for samples. • Accepted well by candidates. • Measures communication skills. • Can look candidate in the eye.

INTERVIEW DISADVANTAGES • Unless the interview is standardized it can have low reliability and validity. • Time consuming for large groups. • Problem for less articulate candidates who may be highly qualified. • Rater availability, bias and competence.

SIMULATION EXAMS • Simulations mimic an actual job situation to determine how applicants would handle the situation on the job. • Simulations simply require a verbal description of how candidates would respond on the job.

SIMULATION ADVANTAGES • Past behavior in a situation typically reflects future behavior in similar circumstances. • Require less money and time than standard performance exams. • High “face validity” because all questions are job-related. • Can be combined with interview.

SIMULATION FORMATS • Situational interview questions: “Suppose you are alone when a fight breaks out between two students. How would you handle the situation? ” “Describe for us the steps you would take to determine the cause of waving lines on a monitor”

WRITTEN EXERCISES Examples: • Memos/letters • Budgets • Proposals • In-baskets Can be administered with the interview.

DEVELOPING PERFORMANCE TESTS • Vary tasks so that they cover different skills. • Prepare rating scale. • Pretest. • Provide full instructions. • Obtain waiver of district liability. • Set and enforce time limits and standardization. • Ensure equipment is working and safety procedures are followed.

PERFORMANCE EXAMS ADVANTAGES • Generally accepted to both entry-level and promotional applicants. • Offer immediate feedback to the applicant. • Little or no adverse impact. • Highly realistic job preview.

PERFORMANCE EXAM DISADVANTAGES • Difficult to standardize test situations. • Time consuming to develop and administer. • Can be costly if actual job parts are performed. • May require special facilities, equipment and highly qualified raters.

TEST RESULTS Let CODESP score your Scantron sheets and provide your district with a detailed item analysis at no extra cost.

WHY DID THEY ALL FAIL? • Was the applicant pool unqualified or too few in numbers? • Were the test items reviewed carefully and/or is the subject matter expert unqualified? • Was the reading level too high? • Were the selection tools appropriate? • Did the item analysis show a problem with the questions?

WHY DID THEY ALL SCORE SO HIGH? • Were there a large number of qualified applicants? • Were the test items reviewed by a subject matter expert, or did HR pick only the items they could answer? • Is the job description complete? • Are there few minimum qualifications? • Were the selection tools appropriate?

MORE ON TESTS n. By using one or more tests in combination with other screening devices, the quality of final selection can be greatly improved. n. Each test tends to focus narrowly on only one of the many factors that determine job success.

VISIT OUR WEB PAGE AT www. codesp. com • General Information About Services • C-CIB Request Form • Updated Information on the No Child Left Behind Act • Training Meeting Schedule • Newsletter • Message Board • HR Job Posting • Access to Sample Job Descriptions • Presentations/Tutorials such as Tips to Increase Test Taking Skills

TO BECOME A MEMBER • Copy the necessary forms posted under Join CODESP on our website. • Return a completed Application, Membership and Security Agreement with a Purchase Order. • Districts with an ADA of less than 1, 000 receive services at no extra cost if their county office of education is a member. • Services will begin as soon as we receive the paperwork.

CODESP www. codesp. com