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LegalPitfallsoftheHiringProcess
SeanO’Donnell- MBA,SPHRSeniorHRAdvisorG&APartners
AgeDiscrimination
• TwoElectriciansDeniedJobsBecauseTheyWereDeemedtoBe'TooOld’– 4/2013
• ALBUQUERQUE,N.M.- WesternEnergyServicesofDurango,Inc.(WESODI)hasagreedtopay$90,000 andfurnishotherrelieftosettleanagediscriminationlawsuitfiledbytheU.S.EqualEmploymentOpportunityCommission(EEOC)…
• …twojourneymenlinemenelectricians,DennisThomas(thenage61)andEricCamron(thenage72),werereferredforWESODIjobopeningsinnorthernNewMexicobytheIBEWlocalunioninAlbuquerque,butthecompanyrejectedthereferralsbecauseofthemen'sages.
• Ineachinstance,afterthereferralswererefused,twomenintheirmid-twentieswereawardedthejobs. CamronandThomas,aswellasthelocalunion'sdispatcher,allegedthatWESODI'slinesuperintendentstatedthathewasrejectingthereferralsbecauseoftheirages.
NegligentHiring
• Reaganetalv.DunawayTimberCompanyetalNov.2011• Ajuryin anArkansasFederalCourtrecentlyawarded$7millionindamages tothefamilyofanArkansastruckdriverkilledina2008accidentinawrongfuldeathlawsuitbroughtagainstatimbercompanyanditstruckdriverwhocausedtheaccident.
• Inthecase,agroupoflawyersservingascounselforthefamilyarguedthatthetimbercompanyhadnegligentlyhired thetruckdriverwhocausedtheaccidentwithoutconductingabasicbackgroundsearchthatwouldhavequicklyrevealedahistoryofunsafedrivingthatincludedhavinghislicenserevokedtwice.Thedrivernevershouldhavebeenpermittedtodriveatractortrailer,thelawyersforthefamilyargued.
CriminalRecordDiscrimination• TransportationCompanyAgreestoMaintainRevisedPolicyConsistentWith
RecentEEOCPolicyGuidelines;Some14,000EmployeesAffectedNationwide• LOSANGELES- J.B.HuntTransport,Inc.,oneofthelargesttransportation
companies inNorthAmerica,hasagreedtosettle aracediscriminationchargefiledbytheU.S.EqualEmploymentOpportunityCommission(EEOC)…
• …overclaimsthatanAfrican-AmericanjobcandidatewasdeniedatruckdriverpositionataJ.B.HuntfacilityinSanBernardino,Calif.,in2009basedonacriminalconvictionrecord,whichtheEEOCcontendswasunrelatedtothedutiesofthejob.
• Thefederalagencyalsoreviewedthecompany'sbroaderpolicywithrespecttothehiringofjobapplicantswithconvictionrecords. Blanketprohibitions arenotinaccordancewiththeagency's policyguidance onthesubject,whichwasreissuedonApril25,2010.
• Aspartofthefive-yearconciliationagreement,J.B.Huntagreedtoreview,reviseifnecessary,andprovideadditionaltrainingconcerningitshiringandselectionpoliciesandpracticestocomplywiththeEEOC'sguidance. TheEEOCwillmonitorcompliancewiththeconciliationagreement. TheallegedvictimalsoenteredintoaprivatesettlementagreementwithJ.B.Hunt.
ImmigrationCompliance• UnitedStatesv.Nebeker,Inc.d/b/aAire Serv ofNorthernUtah– Fine$22,627
• Nebeker,locatedinLayton,Utah,employssevenemployees.AfterreceivingaNoticeofInspectioninSeptember2010andprovidingtheI-9formsforthelastthreeyears,ICEissuedaNoticeofSuspectDocumentsinformingNebeker thatthreeemployeesappearedunauthorizedforemployment. (ThoseemployeeswereterminatedaftertheywereunabletosupplyNebeker withappropriateemploymentauthorization.)
• ICEalsoissuedanNIFchargingNebeker with12violationsoftheImmigrationReformandControlAct,includingdeficienciesinSections1and2,acceptanceofaninvalidListCdocument;backdatingI-9forms,andfailuretoretainI-9formsforsevenformeremployees. ICEsoughtpenaltiesof$22,627($1,028.50perviolation)butdidnotexplainhowitreachedthefineassessment.
LegalPitfalls
• Discrimination• Negligenthiring• Compliance
TheSolution
• Developahiringprocessthatis:• Consistent• Objective• Job-related• Well-documented
• Traineveryoneinvolved:• Onthehiringprocess• Onrelatedbackgroundknowledge
• Usetheprocessconsistently
HiringProcessOverview
• Jobdescription• Jobposting/applications• Applicationscreening• Interviews• Referencechecks• Contingentoffer• Onboarding• Drugtest• Backgroundcheck• I-9/E-Verify
JobDescription
• Usedfor:• Settingpayrange(andbudget),• Hiringprocess,• Managingperformance
• HelpsyouinADA,discriminationandequalpaysuits
• Useatemplate
JobPosting/Applications
• Publicposting• Detersomeapplicants,attractothers• Helpswithdiscriminationissues
• Applicationform• Easiertocompareapplicants• Nomissinginformation• Askcrucialquestions• Providedisclaimers
ApplicationScreening
• Compareapplicationstojobdescriptionforminimumqualifications
• Screenbyconsistent,job-relatedcriteria• Don’tcheckGoogle/Socialmedia(yet)• Considerusingapre-employmentscreeningtest:• Personality• Skills
• Keepallapplicationsfor3years
Interviews
• Havetwoormoreinterviewerspresent,and/or:• Domultiplerounds:phone,supervisor,second-levelsupervisor
• Preparequestionsaheadoftime• Asksamecoresetofquestionstoeachapplicant• Avoidquestionsaboutprotectedclasses
• Holdinanaccessiblelocation(ADA)• Whenscheduling,bepreparedtomakeaccommodationsasneeded(ADA)
LegallyProtectedClasses
• Race• Color• Nationalorigin• Sex/Orientation• Pregnancy
• Disability• Religion• Age(40+)• Geneticinformation• Veterans/Military
ReferenceChecks
• Forfinalist(s)• Providedreferencesarebiased– checkanyway• Contactformeremployers• Contactcurrentemployer(onlywithwrittenpermission)
• UseaReferenceCheckForm• Isitworththetime?
ContingentOffer
• Eitherwaituntilallthetestsareback,ormaketheoffercontingentonpassing:• Drugtest• Backgroundcheck• Employmenteligibility(I-9)
• Useanofferletter• Havethecandidatesignit• Retaininemployeefile
Onboarding
• Onorbeforethefirstdayofworkthecandidateshould:• Sign:
• Drugtestform• Criminalcheckform• I-9(section1)
• Receive/signEmployeeHandbook
DrugTest
• Initiateattimeofonboarding• Especiallyforsafety-sensitivepositions
• Authorizationform• Controlwhoseestheresults– keepconfidential
• Positivetestorrefusaltotest,groundsforrescindingoffer
BackgroundCheck
• Initiateattimeofonboarding• Google/socialmediacheck(nopasswords)• Criminalcheck:basic+county
• Creditcheckonlyforfinancialpositions• DMVcheckonlyifdrivingforjob
• Signedauthorizationanddisclosureform• Assessresultsoncase-by-casebasis• Adverseactionprocedure
• SendPre-NoticeAdverseActionLetter,copyofreport,FCRArights
• Ifnotsatisfiedin8businessdays,sendAdverseActionNotice
AssessingaCriminalRecord• Factorstoconsider:
• Thenatureandgravityoftheoffense• Thefactsorcircumstancessurroundingtheoffense• Thetimethathaspassedsincetheoffenseand/orcompletionofthesentence
• Thenatureofthejobheldorsought• Thenumberofoffensesforwhichtheindividualwasconvicted
• Ageatthetimeofconviction,orreleasefromprison• Theindividual’semploymenthistorybeforeandaftertheoffenseincludingthelengthandconsistencyofemployment
• Rehabilitationefforts,e.g.,education/training• Employmentorcharacterreferencesandanyotherinformationregardingfitnessfortheparticularposition
I-9/E-Verify
• Initiateattimeofonboarding• Providelistofacceptabledocumentsandallowthemtochoose
• Documentreview/section2mustbedonewithin3businessdaysofstart• TriggersE-Verify
• E-VerifydonebyG&A• ChecksSSAandDHSrecords• TentativeNon-Confirmations
INTERVIEWQUESTIONS
InterviewStrategy
Ability
ManageabilityWillingness
Train
March2016Unemployment
USA5.0%Texas4.3%Utah3.5%
ReviewResumewithCandidate• Learnmoreaboutpreviouspositions
• Iftheapplicantwasadirector:• Howbigwasthecompany?• Howbigwasthedepartment?• Howmanydirectreports?• Budgetaryauthority?
• Askapplicanttoexplaingapsinemploymentandshorttimeinpositions
• Findthepastemployerthatismostsimilarorthepastjobthatismostliketheoneyouarefilling• Askwhatitwaslikeworkingthere• Didtheapplicantlikeit?• Didtheapplicantfeelsuccessfulthere?
BehavioralQuestions
• Pastperformancepredictingfutureresults• “Tellmeaboutatimewhenyou…”
• Listen(andaskfollow-upquestionstofind):• Situation – whathappened?Pressforaspecificexample.
• Action – whatdidtheydo?• Results – howdiditturnout?
• “We”didthisand“we”didthat…• “Towhatextentwereyoupersonallyinvolvedinthatdecision/project/situation?”
• “Whatwasyourpersonalcontributionto…?”
SituationalQuestions
• “Howwouldyoudealwith…?”• Notusuallyaspowerfulasbehavioralquestions
• Mayrevealapplicant’sthoughtprocess• Role-plays
WillingnessQuestions
• Whatinterestsyoumostaboutthisjob?• Whatinterestsyoumostaboutthecompany?• Whyareyoulookingforachangeinemploymentatthistime?
• Whydidyouleaveyourlastposition?• Caution:Itcouldbeforaprotectedreasonsuchasdisability,pregnancyetc.
• Whatmotivatesyou?• Howdokeepyourselfmotivatedwhiledoingrepetitivetasks?
• Howdoesthispositionfitintoyourcareergoals?
ManageabilityQuestions
• Tellmeaboutyourpreviousmanagers.Whowasyourfavoriteandwhy?
• Howdidapreviousmanagergetthebestoutofyou?
• Ifyoucouldgiveapreviousmanagersomefeedbackonsomethingtheydidnotdowell,whatwouldyoutellthem?
• Whatdoyouexpectfromamanager?• Haveyoueverhadtoworkonaprojectthatyoudidnothaveanyexperiencewith?Howdidyougoaboutit?
OtherQuestionTips
• Open-ended• “Areyoupunctual?”vs“Howisyourattendance?”
• Impliedfollow-up• “Whatwouldyourlastsupervisortellmeaboutyourattendance?”
• Values• “Whenisitokaytobelatetowork?”
• Silence– it’sokaysometimes• LouAdler’smostimportantquestion
• “Whatsingleprojectortaskwouldyouconsiderthemostsignificantaccomplishmentinyourcareersofar?”
ConducttheInterview
• Greetapplicants• Introduceyourself/otherinterviewers
• Breaktheice• Describetheworkplace• Giveanoverviewofthejob
• Showinterestintheapplicant
• Askquestionsandlistenactively
• Observeclosely• Askfortheirquestions• Explainnotificationprocedure
• Giveanexpectedstartdate
• Describethenextsteps• Thankcandidates• Escortthemout
BadHabits
• Answeringforthecandidate• Talkingtoomuch,notlisteningenough• Stereotyping• “Halo”effect• “Likeme”effect
InterviewNotes
• Notesshouldbefactual• Avoidopinionsorpersonalbiases• Includejob-relatedinformationonly• Keepnotesonfileforatleast2years
HRCICertificationCredits:
"Thiswebinarhasbeenpre-certifiedfor1hourofgeneralrecertificationcredittowardPHR,SPHRandGPHRrecertificationthrough theHRCertificationInstitute.
Wewillsendoutaconfirmatione-mailtoallthosethatareconfirmedasattendedwiththeprogramIDcodetonoteonyourHRCIrecertificationapplicationform.
Theuseofthissealisnotanendorsement bytheHRCertification Institute ofthequalityoftheprogram.ItmeansthatthisprogramhasmettheHRCertification Institute'scriteria tobepre-approvedforrecertification credit."
QUESTIONS?G&APartners
[email protected](800)253-8562
*This webinar has been recorded and will be posted on the G&A website by Friday.