Introducing H 2 R Hire to Retire Hiring

Introducing H 2 R = Hire to Retire Hiring: Setting the Stage By Kurt Chapman Human Resource Senior Consultant

AGENDA 1. Hire to Retire (H 2 R): Program Background 2. Why Should I Care? 3. First H 2 R Step: Setting the Stage A. Recruitment Process I. Job Announcement II. Advertisement B. Application Review C. Interview Process

Hire-to-Retire (H 2 R): Program Background

• • • Legal hiring practices Employee handbook Job descriptions Post-offer testing Background checks Hire • Succession planning • Termination: • pre-loss services • potential severance agreements, • managing layoffs & avoiding discrimination in them • Exit interviews • Retirement transitions & contracting back with the employer Retire/ Transition Orientation Retention • New Hire docs • Probationary period evaluations • Training on employer policies, procedures • Onboarding • Mission, Vision, Values, Culture • Organization benefits • What do I do? How do I do it? • Performance management (evaluation, discipline) • Skill building training • Career Planning • Supervisor training • Ergonomics/safety • Investigation, documentation of complaints • Mediation of disputes • Illness & injuries – FMLA/OFLA, return to work, disability management, ADA accommodation, fit-forduty exams • Personnel file maintenance

H 2 R – Why Should I Care? Extent & Severity of Claims How to Change the Claims Trends

Hire-to-Retire (H 2 R): Why Should I Care? What is the extent of the problem? Police 25% Storm and Sanitary Sewers 12% Streets and Roads 6% Premises 5% Employment 40% Jails 5% Water 4% All Other Losses 2%

Hire-to-Retire (H 2 R): Why Should I Care? Severity by Claim Type (Top 10) $ 5, 019, 037 $ 3, 495, 465 $ 1, 882, 756 $ 1, 716, 459 $ 1, 728, 831 $ 1, 578, 585 er m l. T gf u ro n W hi st le bl ow er tio n R et al ia W D ue Pr o ce s s AD A en t ss m ar a de r G en xu al H Se LA FM ac e R Ag e $ 1, 165, 663 $ 946, 344 $ 795, 628 $ 823, 492

Hire-to-Retire (H 2 R): Why Should I Care? How to Change the Claims Trend: § H 2 R webinar series § H 2 R consultant “tools” q HR Best Practices Review q Job description Development/Analysis q Employee Handbook Review q Recruitment Advice q Performance Management q Leave Management Guidance

Hire-to-Retire (H 2 R): Setting the Stage First Step Know Your Organization Recruiting and Interviewing

Hire to Retire: What is the first step? § Setting the stage…

Setting the Stage: Know your Organization § Mission/Vision – To Deliver TRUST-worthy results in a TRUSTworthy way….

Setting the Stage: Know your Organization § Values – What does your organization recognize as the best way to deliver services to the community?

Setting the Stage: Know your Organization § How does Mission/Vision/Values impact recruitment & hiring? – Helps guide the recruitment process – Defines how the top candidate “fits” into your team and becomes successful

H 2 R : Hiring Practices Recruitment Job Announcement Application Process

H 2 R : Hiring Practices § First Opportunity to explain what it is like to work in your organization § First Opportunity to Grab Attention of Top Talent

Recruitment starts with… § The Job Description – The only tool that identifies the employee from beginning… to end…. q Essential functions q Mandatory requirements q Preferred qualifications q Review for changes in the organization q Knowledge, Skills & Abilities

Job Announcement § Internal/External – Does it matter? § Where do you post? § Why would someone want to work for your entity?

Application Process

Application Process § Identify what documents you will require ‾ Application ‾ Resume ‾ Cover Letter ‾ Veteran’s preference documentation ‾ Supplemental Questions ‾ Certifications

Application Process § Identify how and when application materials are to be received ‒ Online only? – NEOGov ‒ Email? – identify email address ‒ Fax? – clearly identify fax number ‒ Mail? – delivered or postmarked ‒ Set a clear deadline

Application Process § Veteran’s Preference in Public Employment – Oregon ‒ ORS 408. 230 • Initial screen for minimum qualifications • After, add points at each measurement stage o Qualified Veterans 5 points o Qualified Disabled Veterans 10 points

Advertisement § Posting internally – Check CBA and follow – Check current policy and follow § Posting externally – Professional organizations – Local paper – Internet (Craigslist, State, Monster, Linked. In) – Non-traditional populations – Direct email

Recruitment: Application Review

Application Review § Review for minimum qualifications ‒ Who does that? ‒ Individual or team ‒ Consistent application of defined requirements from Job Announcement ‒ Document - did not meet minimum qualifications of….

Application Review § Follow veterans preference ‒ Veteran’s Preference in Public Employment ‒ ORS 408. 230 • Initial screen for minimum qualifications • After, add points at each measurement stage o Qualified Veterans 5 points o Qualified Disabled Veterans 10 points

Application Review § Look for green and red lights ‒ Green Lights • Recognized programs of excellence • Quantifiable results • Promotions, increased responsibilities ‒ Red Lights • Gaps in Employment • Incomplete, vague answers on application • Diploma Mills

Application Review § Use job description to match strengths of candidate – KSA ‒ From Essential Functions ‒ Minimum Qualifications ‒ Desired Experience ‒ Similar experience, transferable skills

Application Review - Summary ü Review for minimum qualifications ‒ Who does that? ü Follow veterans preference ü Look for red and green lights ü Use job description to match strengths of candidate ü Look for transferable skills ü KSA

Interview Process

Interview Process § Decide on Interview Steps ‒ Telephone screen ‒ Internet based (Skype, webcam, Go. To. Meeting) ‒ Onsite (individual/panel) ‒ Finalists Scenarios, presentations ‒ Facility Tours

Interview Process § Interview from prepared questions developed from desired qualifications and experience ‒ Be clear on what you are looking for in answers • Why are they the best responses? ‒ Take notes? Keep them! ‒ Legitimate and non-discriminatory

Interview Process § Finalists Determination ‒ At conclusion let candidate know next steps ‒ Give approximate timeline ‒ If things change; let candidates know ‒ Insure they connected with your organization

Interview Process § Preferred Candidate(s) ‒ Conditional Offer Letter ‒ At Will Language ‒ Introductory Period

Interview Process – Follow up § Candidates not selected ‒ Notification; professional and genuine ‒ Reinforce the culture ‒ Remember to keep door open ‒ Maintain candidate dignity

Interview Process – Follow up § Preferred Candidate Accepts! § Congratulations § Determine start date

Questions? “. . . you can either ask the question or experience the answer. . . ” - Author unknown (source: http: //www. gaia. com/quotes/topics/questions)

Next Month’s Webinar “Onboarding & Orienting” 10/30/14 with Sharon Harris

Contact Information Kurt Chapman CIS Senior HR Consultant – Law Enforcement Phone: 503 -763 -3842 Email: kchapman@cisoregon. org

CIS UPCOMING EVENTS: Training Safe Driver Training: Distracted Driving Oct 13 th – John Day/Prairie City 1: 00 – 3: 15 pm Oct 14 th – Burns 8: 00 – 10: 15 am Oct 14 th – Vale/Ontario 1: 00 – 3: 15 pm Oct 15 th – La Grande 8: 00 – 10: 15 am Oct 15 th – Pendleton 2: 00 – 4: 15 pm Oct 16 th – Condon 9: 00 – 11: 15 am Oct 29 th – Bandon 8: 30 -10: 45 am or 1: 30 -3: 45 pm Nov 4 th – Rogue Valley COG 9: 00 -11: 15 am or 2: 00 -4: 15 pm Nov 5 th – Cave Junction 9: 00 -11: 15 am

CIS UPCOMING EVENTS: Training Sewer Backups – Risk Management Techniques Oct 28 th – North Bend 2: 00 – 4: 30 pm Winter Driving Nov 5 th – Josephine County 2: 15 – 3: 45 pm Nov 19 th – Mc. Minnville 8: 45 – 10: 15 am Hazard Identification Nov 12 th – Tillamook 2: 00 – 3: 30 pm

CIS UPCOMING EVENTS: Training Mental Illness Crisis Intervention Nov 3 rd – Baker City 8 am – 5 pm Nov 10 th – Bend 8 am – 5 pm Force Response Civil Liability Prevention Nov 10 th – Albany 8 am – 5 pm Nov 14 th – Philomath 8 am – 5 pm

Upcoming Webinars CIS Hire-to-Retire Series 10: 00 – 11: 00 am Pre register online October 30 Topic: “Orientation - Best Practices” November 13 Topic: “Retention - Best Practices” December 16, Tuesday Topic: “Retire/Transition Best Practices” Upcoming Conferences LOC Fall Conference AOC Conference CIS Annual Conference September 25 -27 November 17 -20 February 25 -27, 2015 Eugene Portland PLAN AHEAD: AHEAD http: //learn. cisoregon. org -> Upcoming Events (in the Quick Links box)

Employment issues? Wh you gonna call? • CALL CIS - When considering employee discipline or termination. • CALL both CIS Pre-Loss and LGPI www. lgpi. org - If you are considering discipline or termination of a union employee, and your entity is a member of LGPI.