Interview Process

1. Interview Process ASC of SUNY Cortland Manager and Supervisor Training

2. Sam’s last day • An employee must put in writing that they are resigning their position • Sign a status sheet that a manager or supervisor prepares with the last day of employment • Sign a letter that includes the last day of employment • Notify Human Resources as soon as possible • “I, Sam Smith, will be resigning my position at the Dragon’s Court Grill. My last day will be 1/15/05.”

3. Evaluation of Position All positions should be evaluated when a vacancy occurs: -Changes in the schedule -Change in the job description, duties, or skills -Is the position needed -New positions, not included in the annual labor budget, must be approved by the Executive Director

4. Sam’s Grill position • The hours were changed to arrive one half-hour later because another employee can perform that prep work • Skills needed were reviewed in the job description

5. Internal Posting • Bargaining Unit Positions must be posted according to the CSEA/ASC union contract • Non-Bargaining Unit Positions will usually be posted unless reorganization is needed • No external candidates may be offered employment until the end of the Union posting period is completed • A manager/supervisor may begin interviewing external candidates, before the posting period ends (time spent may be unnecessary if there is an internal candidate)

6. Sam’s position is posted and there are no internal applicants

7. Equal Opportunity Employment • ASC does not discriminate on the basis of race, religion, national origin, age, sexual orientation, disability, marital status color, creed, military status, genetic predisposition, carrier status, or veteran status. • Hire for Skills, Aptitude, and Attitude • Hire the best person for the job

8. Preparing for selection without discrimination • Check your biases at the door • “He is the right man for the grill job.” The right person maybe a woman. • “Someone in a wheelchair will be distracting to customers.” The person in the wheelchair maybe the best person for the job. • “ Those people are trouble. Be sure to check that one out carefully!” Stereotyping means you will over look talented employees.

9. Confidentiality • All applicant information should we share only with those who have a need to know such as selection committee members, Human Resources, or those involved in the hiring decision. • Federal and State law make it illegal to share applicant and employee medical information, DMV, Criminal History, and Social Security numbers with those who have no need to know • Significant harm can be done to an applicant’s career if their current employer find out about their employment search

10. Hiring the best person • The goal of any selection process is to hire the best person to do the job • You are not hiring a best friend • Often looking for someone like you, or that you like to socialize with, is discriminatory

11. Consistency • Consistency is the best defense to claims of discrimination and is helpful when making useful comparisons • Treating all candidates (internal/external) the same • Same criteria for interview – education and experience • Same planned questions • Phone/ in person interview • Tour • Tests

12. Applicant Tracking • You must review all applications in the pool • A pool would be a web search • Here is one for applications applying for grill work since July 1, 2009 • A search for the last 30 days for entry-level positions will usually result in those who are still interested in employment

13. Applicant Pool

14. Application Red Flags • Holes in work history that are not well explained • Many jobs in a short period of time • Leaving a career choice and coming back to it • Not listing former supervisors as references • Leaving employment without a position to go to • Referring to past employers, supervisors, coworkers as problems • Leaving a position to take a large cut in pay • Sloppy or spelling mistakes • Out of order telephone numbers

15. Application Red Flags • Salary rather than title is usually a better indicator of responsibility • Questions are left blank • Resume is not up to date

16. Criminal History • ASC has a liquor license and must comply with the Alcohol Beverage Control Act which states we may not hire someone with a felony conviction that does not have a document showing relief • Other criminal convictions must be carefully explored to determine if there is a “direct relationship between the offense and employment” • It is illegal to automatically disqualify an applicant based on a criminal conviction

17. Criminal History • If they have been convicted of a Felony applicants should contact their lawyer, Probation Officer, or the Alcohol Beverage Control Board for information on a Certificate of Relief • All other crimes and Felonies with relief should be reviewed based on: • Fitness to perform the job duties • Supervision and access to money, vehicles, residence halls, etc. • Time that has lapsed since the crime • Age at the time of the crime • Seriousness of the offense • Any rehabilitation information or documents • Interest of ASC in protecting property and the safety and welfare of a vulnerable population such as young adults away from home for the first time • Contact HR for any questions about Criminal History

18. Applicant List • Government agencies or upper-level management may request to review your list of all applicants considered for any particular opening. • List why did or did not interview • List why you did or did not hire after an interview -You can create your own list with required skills or education (see next slide) -You can print the search list from the website

19. Example of an Applicant List

20. List of applicants from Sam’s Grill Job • Joe Johnson – 5 years grill exp. - Interview • Sue Sunshine – 4 Years food service exp., no grill- Interview • Mary Johnson – 5 years grill exp., last job fired for lateness - No interview • Sally Enrique – 2 Years food service exp., won’t work evenings – No interview

21. Review Legal Interviewing Questions • Do not ask discriminatory/illegal questions • There is never an “off the record” time – Beware of small talk • Safe topics – sports, weather, traffic, campus facts • You are always the interviewer: • Giving a tour • lunch or dinner • Walking to the parking lot • Open sessions

22. Interview Questions • Please use the standard interview questions developed for entry-level positions • Any unique positions that require new questions must be reviewed by Human Resources before using them. • Any tests must be reviewed by Human Resources before using them

23. Behavioral Questions • Candidates can bluff you in an interview by preparing answers or giving hypothetical answers • In 2003 Fox Channel had a reality show called “Joe Millionaire”, and a $19,000 bulldoze operator convinced 20 women that he was an heir to $50 million dollars. He learned to ride a horse and play polo, he studied wine and etiquette. He practiced to become a convincing liar. • Is your applicant “Joe Millionaire”?

24. Behavioral Questions • Use Behavioral questions • These are questions about how the candidate reacted in a real-life situation • They will often give you the first thing that comes to mind, which is a truthful, accurate answer • It is harder to prepare for these questions • Give them time to come up with an answer – allow silence

25. Behavioral Questions • Tell me about a time when you were late to work? What did you do? What was the outcome? • Tell me about a time when you …….. • What did you do or say? • What was the outcome?

26. Behavioral Questions • The best indicator of future performance is past performance

27. Prepare for the interview • Set up a quiet space • Make sure the space is accessible for people with disabilities or have a plan to accommodate on short notice • Be prepared with questions and review application • Have the applicant do most of the talking • Allow for silence and time to think • This is good time to add notes to your question sheet

28. Sam’s Grill Job - Interview Interview Questions Ice breaker question: Why are you interest in this position? Behavioral question: Tell me about a time when… Technical questions: What is cross-contamination? Tour grill area and coolers Give them the food preparation test

29. Sam’s Grill Job • Tell me about a time when you were overwhelmed with orders. What did you do or say? What was the outcome? • Joe Johnson’s Answer: I had a day like that Friday when a bus pulled in to my current job. I turned the second burner on the grill. I began making burgers as soon as I saw them pull in. I asked the cashier to pull the buns and wrap the burger, while I just kept cooking. • The answer shows Joe can problem solve, do things without being told, and can work well with others to gain their assistance.

30. Sam’s Grill Job • Tell me about a time when you were overwhelmed with orders. What did you do or say? What was the outcome? • Sue Sunshine’s Answer: I don’t know if I ever had that happen. I guess I would just hurry up. • The answer shows Sue may not have real experience dealing with volume cooking, she may not be truthful because she has handled it poorly in the past and does not have a good example.

31. Interview Notes • Keep notes and test results from all interviews • Attached them to the person’s application • Send your applicant list and your interview notes to Human Resources

32. Objective vs. Subjective • Research has proven that a face-to-face interview is not as accurate at predicting successful performance as simply a review of the application. • Selection tools such as questions or tests that are objective and not just a “gut feeling” is a better predictor of future performance • Have a chef cook from a recipe • Have an accountant perform at debit/credit exercise (T accounts) • Have a data entry person use Excel or Word • Have a cashier count money or make change

33. Tests • All tests must be approved by Human Resources • Review this MSDS for the chemical name and the safety equipment needed • Create a spreadsheet to track daily customer counts at breakfast, lunch and dinner. Use a formula to total the meal counts for the day. • If you are replacing a floor, figure out the square footage you will need for a room 4.5 feet by 10.6 feet. • Here is a recipe for 25 customers. Explode it and calculate the amount of ingredients needed for 225 customers.

34. Benefits • Be sure to highlight to the applicant all the benefits such as health, dental, and vision insurance, safety shoes, free meals, generous pension – a full-time benefit list is available on the website • Human Resources can do an example benefit summary for supervisor and management positions if needed • Review academic calendars for layoff and collecting unemployment

35. References • Remember: Past behavior is the best indicator of future behavior • References can tell you about past behavior • References have the answer to: Is this person going to be successful in my job? • 1 in 3 candidates lie on their resume • This is a very important task take time and care to do it well – contact HR for assistance • Remember: The cost of hiring the wrong person

36. References - Discrimination • You must be consistent in checking references • Wrong: only check references on African- Americans • Wrong: only requiring transcripts from older applicants • You may not ask references questions that you are unable to ask the applicant • Wrong: ask the reference if the applicant is married or how old they are

37. Reference Form

38. References- Transcripts • Get transcripts for all positions that require a degree or where someone was granted a position based on their education and experience • This can take some time so ask the applicant for these when inviting them for an interview.

39. References – DMV record • If someone will be driving a ASC vehicle HR will need to check their driving record before they are offered employment • DO NOT ask for or make a copy of a Driver’s License as that contains information that may be used to discriminate • DMV REQUIRES that an application be on file before accessing the records. Please send one with all requests. • NY State law requires that you give the applicant a copy of the Labor Law regarding convictions (It is attached to the permission slip)

40. Employees at Raquette Lake • Due to the access or living quarters and under age campers, all applicants going to Raquette Lake (including existing ASC employees) must have a criminal history performed

41. References • Checking references protect you and ASC from a lawsuit of negligent hiring – failure to perform due diligence in protecting customers or coworkers • Don’t you want everyone hiring your coworkers to make sure they are not a violent individual or a thief? • Document even attempts to contact references

42. References • Do not limit yourself to only calling those they list as references. • Contact the past employers • Use the internet and phone book for telephone numbers • Ask for the department where they worked first • Only use HR as a last resort

43. References • What if the employer won’t give any information? • Document you tried to obtain it –Due diligence • Get what you can – dates; eligible for rehire • Use the 1 – 5 Trick • “My HR department says I really need to get this reference. Can you just rate her as an employee 1 thru 5. 1 being poor and 5 being great? (Pause after they give you a number, they will feel compelled to fill the empty sound)

44. Offer of employment • Do not make an offer of employment contingent on waiting for any items such as transcripts, DMV check or references • Do not make any promises regarding job security • Wrong: Do a good job and you will not be fired • Wrong: Show up and you can work here forever • Do not discuss wages, salary, or benefits unless you are 100% sure your answer is accurate • HR is the only office that may put offers in writing with the exception of a completed status sheet that may be given to a candidate

45. Status Sheet • This is a legal document that may be reviewed by government agencies or union arbitrators • Only use the title listed on the job posting • Please be accurate with the number of hours and employment status

46. Complete status sheet

47. Eligible to work documentation • Federal Law requires everyone to prove they are who they say they are with picture ID issued by a government agency • Federal Law requires everyone to prove they are legally able to work in the U.S. most commonly Birth Certificate, US Passport, and Social Security Card will prove this • NY state law requires everyone under the age of 26 to provide proof of age • NY state law requires everyone under the age of 18 to produce working papers

48. Eligible to work documentation • A complete list of legally acceptable documents is available in HR • Employers may not require which of the legally acceptable documents an new employee must produce

49. Complete the checklist