Free Recruiter Training Manual

22.08.2019

Free Recruiter Training Manual Download
Free Recruiter Training Materials

Leadership Training Manual. The Recruiting Process Page 12. This free service allows you to receive text reminders of conference calls.

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Good___________everyone. I am Corene Samerson the Recruiter Training & Compliance Specialist at ACS Staffing in the Dallas Corporate Office. We will embark together in a 3 part guide through the ACS______________________Training. If you have any questions please ask them during our question and answer period at the end of each segment. Although this training will act as a guide into our recruitment processes and procedures you will have the opportunity to use several resources that will support this training. You will have the ACS Staffing Reference Guide, your assigned buddy, the InfoBank which we will discuss later, and you will also have the support of your Recruiting Manager or Director.

Read Slide

Read slide: Are there any questions before we begin?

In our next few slides we will look at:

Read slide- The picture on the right is our Dallas Corporate Office.

Every employee contributes to the success of our mission statement especially Recruiting because we help represent the face of ACS and refer high quality candidates for employment consideration.

Here is the ACS Organization Chart….. Our Executive Team is made up of the best and the brightest. This group of experts, along with every member of the ACS team, is committed to delivering the highest quality service, the latest technological advancements and a level of personal attention that each and every client expects and deserves. Mark King, President and Chief Executive Officer John Rexford, EVP, Corporate Development Lynn Blodgett, Executive Vice President and Chief Operating Officer Bill Deckelman, EVP, General Counsel John Brophy, EVP Warren Edwards, EVP, Chief Financial Officer John Rexford, EVP, Corporate Development Gladys Mitchell, VP - Ethics Keenan Delaney, VP – Public Relations David Jarrett, SVP, Workplace Solutions Lesley Pool, SVP, Chief Marketing Officer Lora Villarreal, SVP, Chief People Officer Paul Ryan, Chief Privacy Officer Karen Wilson, Chief Compliance Officer Tom Burlin, Group President – Government Solutions Lynn Blodgett, Acting Group President – Commercial Solutions Brad Martin, President – Education Solutions

Government solutions impacts over ½ of the states in the USA including Washington D.C. Government solutions processes medical claims from public and private healthcare systems.

These logos represent our more significant clients. Our clients include such industry leaders as General Motors, American Express, UPS, General Electric, MetLife, American General, Anthem, as well as just about every state and major city in the nation. ACS boasts an extraordinary client list, and we’re proud to continue expanding our service scope to major clients, particularly in the BPO area.

Let’s take a look at our Staffing Organization Leadership. Clint Jaynes is the VP of Staffing and his focus is on: Scott Waters our Assistant Vice-President has the main focus of : Michael Wise a Director in Staffing focuses on: Ellen Pickle is also a Director in Staffing and her focus is:

Now we’ll take a look at our ACS New Hire process starting with an understanding of the “ACS Definition of an Applicant” all the way through to Quest Drug Testing.

The definition for the types of employment at ACS can be found in your Employee Guidebook that you received as a new hire. Pay attention to your e-mail for updated information that relates to the: Corporate Approval Matrix, Compensation ACS P1 Job Titles, and the Hiring Manager’s List. This information will usually come from a representative in Staffing from the Dallas Corporate office. The Recruitmax Tutorial is specifically designed for the Hiring Manager as a guide to opening and managing a requisition with the recruiter. You can review this information on InfoBank with a Hiring Manager’s access to Infobank. We will talk more about Recruitmax and the InfoBank in more depth a a later point in our training.

Recruiters should make the Hiring Manager aware of any underutilized positions as appropriate, and contact their Recruiting Manager/Director and/or Governance for clarification. For access to Job Boards the recruiter should discuss the need for these tools for the objective of souring for their particular requisitions. As you will see in our contact list at the end of our presentation you can contact Leta Smith for access to these job boards.

Let’s take a look at an example of a Pre-screen used by a current recruiter in search of a Web Developer. The recruiter should contact their Recruiting Manager for Pre-screens that would be applicable for their candidate search. Review Prescreen Continuing on with #6 In our upcoming slides we will look at the Internal Candidate Process and the Rehire Policy in more depth.

Internal Candidate Process We are going to move away now from the new hire process for the next 2 slides to look at the internal employee candidate process. Internal Candidate Application has 4 sections: the Employee, Current Supervisor, Recruiter, and Hiring Manager. Each section should be completed to allow for needed information for processing as well as compliance. On this form the recruiter should note the employee’s signature and date are located in the Current Supervisor’s section of the form. The Recruiter should also note that an ESCN is not always required with an internal application since ACS has moved to the Hiring Managers online-tool MSS or Managers Self Service. We’ll learn more about MSS in our next slide. Offer Letter Transfer/Promotion This example of an approved offer letter shows in red where appropriate information should be inserted. As we will discuss further in our presentation, only the approved offer letter templates should be used. The Pre-Employment Drug Testing Form is needed for an internal transfer if the employee transfers to a business unit that requires drug testing. The recruiter should ensure that the internal employee is aware that if drug testing is applicable to that business unit the employee will need to review the drug testing policy and complete the pre-employment drug testing form.

Interview Evaluation/Offer Letter Request Form This document reflects the hiring manager’s evaluation of the considered/interviewed applicants. This hiring manager will determine his final decision to do one of the following with the candidate: let the recruiter extend an offer to the applicant, not to consider the candidate, or consider the candidate in the future. The recruiter should carefully review and contact the hiring manager about any missing information that is needed for this form. Specific review of the fields in bold are critical to the processing of the selected candidate. It is the recruiter’s responsibility to verify that all appropriate fields on this form are completed. (Ex. Project One Job codes, cost center, GL Code, FEPS (if applicable), and salary information). The recruiter must also get the hiring manager’s signature and/or e-mail approval for the extension of an offer to a candidate . The recruiter should note that 2 people must be engaged in the hiring process. This is reflective in the Hiring Manager’s authorization (signature on the document), and the recruiter’s signature on the offer letter. ACS Application -This document is given to a candidate that is interviewed either by the hiring manager and/or the recruiter. It is the recruiter’s responsibility to carefully review and check for gaps in employment, and all responses by the applicant. The recruiter should address periods of time between employment, and determine if the cause is one that is acceptable. If the recruiter notices any boxes are not checked or fields not filled out, bring it to the attention of the candidate and address what is lacking. It may also bring attention to any error or omission in filling out the application. In reviewing the completed and signed application, the recruiter should observe if the words ”see resume” have been placed in the section for “Work Experience.” The recruiter should request that this section must be filled out completely. The explanation that the recruiter can provide is that ACS uses the data provided to validate dates of employment and previous salary. A signed and completed application puts them on record that the information they provide is accurate. Once completed the recruiter sends the original application with the new hire paperwork for processing, and a copy of the completed/signed document is kept for the recruiter’s job file. The originals for the non-selected candidate is also kept in the job file. The recruiter should review the application and verify that the date and signature of the candidate have been signed. Affirmative Action Survey The recruiter will encourage the voluntary completion of this document by the new hire and send for processing. Although this document is currently included with the New Hire Paperwork, the completed form is sent directly to Dallas, Texas and is processed separately from the New Hire Paperwork. 8850 ACS is a participant in “The Work Opportunity Tax Credit program, (WOTC)” which “provides incentives for companies to hire individuals from specific “target groups.” The Form 8850 is the government form that must be completed by the applicant and the employer to apply for hiring credit. The Management Insights Survey/Release form is “designed to provide specific information to MII to assist them in obtaining the necessary documentation for the WOTC tax credit.” This document that is part of the application and must be completed by all applicants on or before the job offer is extended due to government regulations . These documents are sent to Dallas Corporate as original documents. If your site does not input these documents at the site The recruiter should forward these to Dallas keeping in mind that a received in Dallas in less than 20 days deadline is related to the completion and submittal of these documents to MII. Although this document is currently included with the New Hire Paperwork, the completed form is sent directly to Dallas, Texas and is processed separately from the New Hire Paperwork. Again, we get tax credits based on reasons other than those that are obvious on the form (i.e. geographically depressed areas that have been restructured may still carry tax credit eligibility). On no form should it state that the 8850 is an “optional” document. Notification and Authorization for Background Investigation This document authorizes the recruiter on behalf of ACS Staffing to complete a background check for all new hires. The recruiter should insure that the document has been filled in completely with the applicant’s signature and date. The recruiter should do a complete background check through ChoicePoint for all new employees. When ordering a background check it will be necessary for the recruiter to place in the Client Identification Field: Project Code/GL Code/ First Initial and Last Name of the Hiring Manager. Please note that the recruiter should give a copy of the signed/dated document to the applicant. Agreement not to Use Former Employers’ Confidential or Trade Secret Agreement Prior to offer extension recruiter should discuss the following questions: See Recruitmax This document relates to the new hire‘s agreement that they do not have any confidential or trade secret information of a former employer. The recruiter should verify that the new hire has completed their signature and date on this document. The recruiter should have a verbal discussion with the candidate prior to completion of this form. If the candidate has a previous signed confidentiality agreement that was completed with a former employer the recruiter should request a signed copy of this form from the candidate. DRP ITS PURPOSE IS TO GIVE YOU AN IMPROVED PROCESS AND FLEXIBLE OPTIONS FOR AIRING AND SETTLING ALMOST EVERY KIND OF WORKPLACE CONFLICT … FROM MINOR, EVERYDAY MISUNDERSTANDINGS TO VIOLATIONS OF LEGALLY PROTECTED RIGHTS. Coverage What is Covered The DRP applies to all disputes except claims for workers compensation benefits or unemployment compensation benefits including claims under the ACS On The Job Injury Plan (OJIP) (Texas employees only). *Pre-Employment Drug Testing Consent Form The applicable applicant will receive this form along with the ACS Drug and Alcohol Policy. We will take a more in-depth look at the Drug and Alcohol Policy later in the presentation. The recruiter will ensure that this document is signed and dated by the applicant and the steps required for drug testing are adhered to. You should note that this document does require a witness to sign and date this consent form. Let’s look in more detail within our New Hire Process at the Interview and Selection of Candidates-Later we will take an in-depth look at the ACS “Definition of an Applicant.” Now we’ll review the documents that make-up the Application Packet. The application packet consists of the following: Application, AA Survey, 8850, Background Investigation, Confidential Trade Secret, DRP, and if applicable the Pre-Employment Drug Testing Form)

REFERENCE CHECK GUIDE: 1. Don’t ask questions that can be answered yes or no. Ask open ended questions. 2. Ask for examples of behavior and performance. 3. Ask strengths / weaknesses. 4. Ask how employee dealt with conflict. 5. Ask how employee worked as a team member. 6. Were they a leader or follower? 7. Did they have good attendance? 8. Were they honest and had integrity? 9. Ask if they would hire them back. 10. Verify position and salary if possible.

Effective 1/17/2006, the following approvals are required: Managing Director and/or Group President AND Lora Villareal must approve all new employment offers The Managing Director and/or Group President approval should be obtained and then forwarded to Scott Waters, Michael Wise, or Ellen Pickle by 2 p.m. CST for consideration that day Approval requests will be bundled and sent to Lora once each day Scott, Michael, or Ellen will then forward the request to Lora Villareal for her approval, and forward that approval or rejection back to you so that the verbal offer can then be extended NOTE : The only positions that do NOT require this additional approval are “Customer Care Specialists” and “Transaction Processors” which are the most common billable positions. If you have any questions regarding the approval process, please contact your manager. ALL stock options MUST be approved by the appropriate Group President and VP of Human Resources and then forwarded to Lora Villareal for further approval before an offer letter promising a stock option grant can be issued. There are NO EXCEPTIONS to this exception approval process. Please contact your staffing manager or director if you have questions regarding the attached approval process. please direct exceptions approvals (including requests for stock options, extra vacation and miscellaneous bonuses) to your Recruitment Director and they will forward to Michael Wise for final approval.

Only some ACS employees are required for drug testing.

New Hire Paperwork can consist of 26+ documents including the application. While all documents are imperative to the new hire getting processed there are 5 documents that are referred to as the” 5 critical documents” for new hire processing. We’ll now take a look at these documents beginning with the mandatory Offer Letter Templates. Necessary components needed to make the offer letter are the following: “ Personal and Confidential ”. Offer letters should be stored in protected employee files and never stored on shared or public drives. Date of Offer Letter . The offer letter date should always precede the date of the I-9. Contact Information . Name and Address should be consistent with the resume, Recruitmax entry and the offer letter request form. Position Title . Should be consistent with the title written on the requisition, offer letter request form and match the ACS P1 job code and title written in the offer letter request form. Hiring Manager . Should always be the new employee’s immediate supervisor. Work Location . Should be consistent with the offer letter request form to indicate to data operations the location (include remote locations) of the employee for payroll. Start Date . Should be consistent with the three (3) day requirement for I-9 compliance. End Date . Important field if employee is project based. Base Pay . Either described as an hourly amount, incentive pay calculation or as a salary amount to be paid each pay period (annual salary divided by 26 pay periods paid bi-weekly). Terms of the Offer. Includes benefits eligibility, stock purchase and 401K participation, performance bonus and vacation. These components should be standard language and any exceptions (such as bonus for miscellaneous purposes, extra vacation and stock options) and any other modifications to standard language require additional approvals (please see approval matrix) and must accompany offer letter request form prior to sending offer letter. “ At Will” and Contingency Clauses. Standard language describes employment as “at will” and requires completion of background investigation and execution of other agreements as applicable. Orientation . Can either be taken in person or web based. I-9 Compliance . Required within three (3) days of start date. Background Investigation Notification . Authorization must be provided by new employee. “ Drop Dead” clause. Makes offer letter invalid if not executed and returned within three (3) days. Recruiter’s Signature . Required before offer letter is valid. Employee’s Signature . Required before offer letter is valid. We already reviewed in an earlier part of our presentation the Interview Evaluation/Offer Letter Request Form. So, up next let’s take a look at the Employee Data Form. One of the most critical documents in all of our new hire paperwork is the Form I-9. This document that establishes and employee’s identity and eligibility to work must be completed within 3 day of the new hire’s start date. For example, if the new hire started on Monday then the Form I-9 should be completed by Wednesday.

New Hire Paperwork Checklist-send this document with the new hire packet so that the candidate is aware of our need for each document to be completed. This checklist is not only for the new hire, but also for the Recruiter/Recruiting assistant, whoever audits the completed document before it is sent to Tempe. Approximately 2 full pay periods before the direct deposit is active.

Continuing on with our review of new hire paperwork I have included an example of an “if applicable form,” the State Withholding” document for the state of Georgia. This type of document will be included with your new hire paperwork depending upon the state of where the candidate resides. Please check with your Recruiting Manager to see which states are applicable. A note about Background Check Results from Clint Jaynes: Background check results: Not only are background checks required on EVERY new hire, but you are also required to print the results and mail them to Records Retention in Dallas, not Tempe. These results must be in every employee file for audit purposes, so please send them on a weekly basis.

Now we’ll take a look at

Access and Login to Recruitmax Go to the Recruitmax Web address: http://acsg.recruitmax.com / Creating a Domestic Requisition The online RecruitMax system is divided into five sections to collect information into the online database. Job Requisition Profile Job Title To select a job title, click the not to the right of the field. Once you have the selected the title, other fields on the form will auto populate. The system wildcard is the percent sign (%). Job Code Will auto populate based on job title selected. Openings Capture the number of openings for the requisition. Only put in multiple openings if there is no variance (including location) in position requirements. FLSA Status This field will auto populate based on the job title selected. Job Family This field will auto populate based on the job title selected. EEO Job Group Code This field will auto populate based on the job title selected. Grade This field will auto populate based on the job title selected. Category/Sub Category Pick most appropriate options available. Min: Mid: Max: Will auto populate based on the job title selected. This will not be visible then posted. Posting Title This is the job title that will be visible when publicly posted. Functional Description This field will auto populate based on the job title selected. Education & Typical Years of Experience This field will auto populate based on the job title selected. Specific Requirements Enter additional requirements for consideration. (Travel, on call status, shift differential, etc.). Benefits Specific benefits associated with the position. Example…Cost of living adjustment (COLA), relocation eligibility, incentive based schedule of pay, etc. City City where position is located. State State where the position is located. Country Country where the position is located. Status Will default to open Status Date Will default to date requisition opened. Search for candidates Add Candidates to a Requisition Complete the following procedure to add candidates to a requisition: 1. Access the Candidate Search Results page. 2. Click the check box next for each candidate you wish to add to the requisition. 3. Ensure that to Requisition is selected from the Send marked candidates drop-down menu. 4. Click the Go button to go to the Requisition Search Results page. 5. Click the check box next to the requisition you wish to add the candidates to. 6. Ensure that the candidates is selected from the Send marked req field. 7. Click the Go button. 8. The Confirmation page displays the requisition you selected along with the candidates you added to that requisition. 9. Click the Return to Main Menu link

Data Operations handles many Human Resource Processes that include: