Guide for Recruiting Classified Staff

BCN Human Resources

70 Artemesia Way Rm#2, MS240
Reno, NV 89557
November 2010
http://www.bcn-nshe.org/downloads/hr/hiringcompensation/guideforrecruiting.pdf

Nevada System of Higher Education

BUSINESS CENTER NORTH
Human Resources/240
Reno, Nevada 89557-0055
(775) 78-6844 TDD #784-1706 FAX (775) 784-1143

BCN HUMAN RESOURCES

CLASSIFIED RECRUITING

Hiring a new employee is one of the most important decisions a college/department

hiring official will make. BCN Human Resources wants to help you find the most
qualified candidates for your department. As your partner in recruiting, BCN Human
Resources is committed to providing you outstanding service toward your hiring goals.
This manual outlines the process for recruiting classified staff. You can count on support
from knowledgeable and responsive staff when you have a question or problem. Just call
775-784-6844 or send us an email at HR@bcn-nshe.org.

Dec 2010
Business Center North:
NSHE System Administration University of Nevada, Reno Dessert Research Institute Great Basin College
Truckee Meadows Community College Western Nevada Community College
http://www.unr.edu/hr/bcn

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Table of Contents
(Each item has a link.)

Section

Topic

Page

Initiate a Recruitment
Recruiting Actions
Employment Requisition Form

Job Announcement and Advertising

Evaluating Applicants
Application Process
Examination Process
Certified List of Applicants
Interview Process
Skills Assessment
Reference Check

Pre-Employment Screens
Background Check
Drug Test

13

Offer and Acceptance of Employment

Document the Interviews
Affirmative Action Approval
Accelerated Salary
Make the Offer
Finalize the Hiring Process

15

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Initiate a Recruitment
This section contains the information you need to initiate recruitment for a classified job.
All recruiting actions require completion of an Employment Requisition form. Some
recruiting actions also require an updated position questionnaire.
The Employment Requisition (form VPAF202) serves as budget approval for expenditure
of salary funds and as notification to BCN HR that you wish to open a recruitment.
The Position Questionnaire (form NPD19) is used to establish or update the duties and
responsibilities of a classified job.
Both forms are accessible at the BCN HR forms page. The forms page can be accessed
through the BCN HR website (www.bcn-nshe.org/hr) or through the UNR website home
page (www.unr.edu). Note that forms are listed in alphabetical order by title of form.
A BCN HR Recruiter is available to support you through each step in the hiring process.
One will be assigned to every recruitment to guide the process. When you have a
question or problem, just call 784-6844. We are here to help.

Recruiting Actions
Recruit for Existing Position
To recruit for an existing position that is currently or soon to be vacant, complete an
Employment Requisition form. See instructions below: The Employment Requisition
Form.
Establish a New Position
All classified positions must be established through BCN Human Resources. Prepare two
documents to begin this process: an Employment Requisition and a Position
Questionnaire. Once complete and signed by the appointing authority and budget
authority, forward both documents to BCN HR. Your BCN HR recruiter will work with
you to review the job and determine job classification, title and pay grade. Once job
classification is finalized, the recruitment process can begin.
Duty Update and Recruitment
The official duties of an existing classified position are those described on the most
recent Position Questionnaire. If you wish to update the duties of a vacant job, are not
proposing a classification change, and wish to open a recruitment for the job, prepare an
Employment Requisition and a Position Questionnaire.
Once complete and signed by the appointing authority and budget authority, forward both
documents to BCN HR. Your BCN HR recruiter will contact the Recruitment Contact
shown on the Employment Requisition form.

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Duty Update Only

The official duties of an existing classified position are those described on the most
recent Position Questionnaire. If you wish to update the duties of a job and are not
proposing a classification change, you need only prepare an updated Position
Questionnaire.
Once complete, obtain appointing authority and employee (if applicable) signature(s) and
submit the Position Questionnaire directly to BCN HR for review (no budget approval
required).
Reclassify and Recruit
The official duties of an existing classified position are those described on the most
recent Position Questionnaire. If you wish to update the duties of a vacant job, are
proposing a classification change and wish to open a recruitment for the job, prepare an
Employment Requisition and a Position Questionnaire.
Once complete and signed by the appointing authority and budget official, forward both
documents to BCN HR. Your BCN HR recruiter will contact the Recruitment Contact
shown on the Employment Requisition form.
Hybrid/Reclassify
This action opens competition among existing classified employees for reclassification
upward. In effect, you will recruit one of your current staff members to be reclassified.
This action has a narrow application. It is used to provide competition for a
reclassification as opposed to recruiting for a vacant position. Prepare an Employment
Requisition and a Position Questionnaire NPD19. The position number and employee
name on both forms will be To Be Determined.
Once complete and signed by the appointing authority and budget official, forward both
documents to BCN HR. Your BCN HR recruiter will contact the Recruitment Contact
shown on the Employment Requisition form.

Employment Requisition Form

The Employment Requisition form is found on the BCN HR website, Forms page. The
form can be prepared electronically on-line. At this time, the form is not available for
electronic signature, routing or submission. After you complete the form, print it out,
obtain the signatures required and submit it to your budget authority. The form is then to
be submitted to BCN HR.
Upon receipt of your employment requisition, a BCN HR recruiter will contact the
Recruitment Contact you listed on the form. Discussion with your recruiter will cover
type of recruitment, selective criteria and any other recruitment conditions or questions.

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Automatic Advancement
For positions at or below the journey level of a classification series, you have the option
of hiring an employee below the authorized level of the permanent position.
Journey level means the level of performance that requires proficiency sufficient to
perform work independently with little or no additional training. For example, the
Administrative Assistant series consists of levels I through IV. The Administrative
Assistant II level is considered the journey level of the series.
The authorized level of a position is the grade and classification level at which the
position is permanently allocated in your budget.
Your department can benefit from Automatic Advancement because salary funds are
preserved (reduced initial salary level). Automatic Advancement also provides a period
of time during which the incumbent gains job-specific training.
Lets say you have a vacant position at the Administrative Assistant II level. Although
the fully authorized level is Administrative Assistant II, grade 25, you may recruit and
hire an employee at any level below Administrative Assistant II in the series:
Administrative Assistant I, Administrative Aid, or Clerical Trainee.
Select the levels you wish to create an Automatic Advancement for in Section II.5 on the
Employment Requisition. If youd like more information concerning Automatic
Advancement, your BCN HR recruiter is here to assist you.
Emergency Hire
If you need a temporary employee on the job while you are recruiting for the permanent
employee, check yes to Do you need an emergency hire? The Employment
Requisition form serves as your request to initiate a temporary hire. Your BCN HR
recruiter will facilitate the emergency hire process for you.
Selective Requirements
Experience and skills beyond the classifications minimum requirements are the
selective requirements. You can list your selective requirements on the employment
requisition or you can leave this line blank. It is standard procedure for BCN HR to
discuss selective criteria with you on every recruitment.

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Type of Recruitment
Discussion with your BCN recruiter will cover several topics: recruitment timeline,
selective criteria, advertising and interviewing. All of these considerations will form a
basis for determining the type of recruitment.
The type of recruitment determines the group of individuals eligible to apply. The types
of recruitment are:
Open Competitive
All individuals are eligible to apply.
Campus Promotional
Current employees of your institution with six months of full time service will
be eligible to apply. Promotional applicants may be at the same grade, a
higher grade or a lower grade than the vacant position to which they are
applying. Depending on the grade of the person selected, the appointment
may be a promotion, a transfer or a voluntary demotion.
System-Wide Promotional
Current employees of any campus within NSHE who have 6 months of full
time service will be eligible to apply. Promotional applicants may be at the
same grade, a higher grade or a lower grade than the vacant position to which
they are applying to. Depending on the grade of the person selected, the
appointment may be a promotion, a transfer or a voluntary demotion.
State-Wide Promotional
Current employees of any State of Nevada agency who have 6 months of full
time service will be eligible to apply. Promotional applicants may be at the
same grade, a higher grade or a lower grade than the vacant position to which
they are applying to. Depending on the grade of the person selected, the
appointment may be a promotion, a transfer or a voluntary demotion.
Transfer Only
Current State of Nevada employees in the same or comparable classification
as the vacant position will be eligible to apply. Transfer Only is a noncompetitive recruitment.
Reinstatement
Former employees of the State of Nevada who terminated within the previous
two years, who held permanent status and who were separated without
prejudice are eligible to apply.

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Job Announcement and Advertising

Job Announcement
The formal notice of recruitment is the publicized job announcement. Your recruiter
will develop a job announcement containing a description of the duties, minimum
qualifications, pay and grade level, and any special conditions of employment.
Each job announcement is posted on the BCN HR website and the Department of
Personnel website through the NVAPPS system.
The posting period will vary depending on recruitment needs.
Advertising
At your request, BCN HR will post your job on HigherEdJobs.com; a specialty internet
job board catering to job seekers looking for employment in higher education. There is
no cost to the hiring department for this service.
Your recruiter can also assist you in writing and placing a print ad in a specific
newspaper or publication, as well as posting on a specialty website. The cost for print or
specialty advertising is the responsibility of the hiring department.

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Evaluating Applicants
Application Process
Job seekers, both internal and external, apply for jobs through the Nevada Applicant
Processing and Placement System or NVAPPS. This system permanently resides on the
State of Nevada, Department of Personnel website, but can be accessed through a link on
the BCN HR website.
Job seekers can attach their resume and cover letter to the state job application in
NVAPPS.
In NVAPPS, you will view job applications, cover letters and resumes for eligible
candidates. Your recruiter will assign you viewing access and help you navigate through
the system. Job applications can be printed from NVAPPS to your local printer; you will
want copies for reference at the job interview.
Important: NVAPPS is compatible with Internet Explorer. Using other browsers
(FireFox, Netscape) will limit functionality of NVAPPS.
Examination Process
The Examination refers to the State of Nevadas mandatory tool used to test applicant
knowledge. The examination tool for each job classification is pre-determined by the
State of Nevada. Exams come in several formats:
written test;
evaluation of application; and
evaluation of job-specific training and experience
For many state job classifications, the exam will be used to rank your applicants.
Applicants are placed in score order and the hiring department is required to interview
applicants in the top five positions.
Some job classifications that utilize a written exam are unranked. In this case,
applicants take the written exam on a pass/fail basis. Those who pass are placed on the
hiring list. The hiring department is required to select and contact a minimum of any five
applicants for interview.
An exam is not the same as a skills assessment; please see section below on skills
assessment.
Your recruiter is always available to explain the examination process that applies to your
particular recruitment. Exam scheduling, administration and scoring will be done by
BCN HR.

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Certified List of Applicants

Once the examination process is complete, a list of your applicants will be prepared for
you. The list is formally titled: Nevada State Personnel Certification List.
The certification list serves several purposes. It is your working document for
interviewing and selecting your applicant. You will document your contact with and
comments about each applicant on this form. Signature of your appointing authority on
this list indicates compliance with recruiting rules. The list is your Affirmative Action
approval form.
Instructions for working the certification list accompany each form. Your recruiter will
guide you through this process and answer all of your questions.
Important: A job offer cannot be made until the certified list has been completed, signed
by the appointing authority, and reviewed and signed by your BCN HR recruiter.
Interview Process
Your first impression of the candidates who apply for your position will come from the
employment application, resume and other written materials submitted by the candidate.
Interviews provide the opportunity to focus on the candidates specific background and
experience. Interviews are a critical step in hiring the best person for your job.
You will view job applications, cover letters and resumes in NVAPPS. Your recruiter
will assign you viewing access and help you navigate through the system. Job
applications can be printed from NVAPPS to your local printer; you will want copies for
reference at the job interview.
An interview panel will provide you different perspectives and lend validity to your
hiring process and selection. Use of an interview panel is optional. If using a panel, a
minimum of three members is required.
Take time to prepare for the interview. Review the job description. Develop a list of jobrelated interview questions. Use it consistently for all applicants for the same position.
Interview questions must be submitted to your BCN HR recruiter for review. If you are
using an interview panel, your BCN HR recruiter is available to participate on the panel.
Sample interview questions are included at the end of this section.

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Skills Assessment
Your applicants have been screened for the requirements listed on the job announcement.
A skills assessment is a supplemental tool to help you evaluate and select from among
your top applicants. Spelling, grammar, Word and Excel are common subjects of skill
assessments.
All pre-employment skill assessments must be approved by BCN Human Resources in
order to ensure uniform test administration and evaluation standards. Departments are
prohibited from administering skills tests that have not been previously approved by BCN
HR.
BCN HR can provide skill assessments through the TapDance web-based electronic
program. TapDance offers skill assessments in Word, Excel, PowerPoint (MS Office
2003) timed typing, grammar, spelling and more. Once the applicant completes the tests,
results are sent to you immediately via email. The test results break down the applicants
responses in detail, providing you insight into strengths and weaknesses. There is no
cost for use of TapDance. Your BCN recruiter is ready to help you with TapDance test
selection and set up.
Reference Check
Reference checks are a critical part of the selection process. The information from the
application, interview, and skills assessment contain an inherent bias it was supplied by
the applicant and applicants typically only tell you what they want you to know. Hiring
decisions should not be made without a diligent effort to check references.
Ask your applicant for a minimum of three reference sources. Preferably, one of those
references should be from the applicants current or most recent supervisor. It is strongly
recommended that the hiring supervisor make the reference check phone calls. Let your
applicants know during the interview that references will be checked.
Reference information supplied by a human resource office is usually limited to dates of
employment, eligibility for hire-back, and reason for leaving. While you may not be
provided the in-depth performance information that you would prefer, confirmation of
basic information provides validation of your applicants honesty in representing his/her
work history.
If you are considering an applicant already employed by NSHE, you are encouraged to
review their personnel file located at the BCN HR Records Department. If you are
considering an applicant currently employed by another State of Nevada agency, you can
arrange to view their personnel file in Carson City. Please call your recruiter for
assistance.
Applicants have noted on their job application if they do not wish prospective employers
to contact their current place of employment. Prior to contacting references, obtain your
applicants permission.
A sample reference check list is provided at the end of this section. All questions must be
job related. Do not ask reference questions that pertain to disability, health, marital
status, children or child care arrangements. Responses should be documented.

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Sample Interview Questions

1. Tell me about a time when you had to use your written communication skill in order
to get a point across that was important to you.
2. How would your last supervisor rate your ability to deal effectively with the public?
3. What steps do you follow to study a problem before making a decision?
4. Give me an example of a time when you took the initiative to get others going on an
important issue and played a leading role in achieving the desired results.
5. How do you determine priorities in scheduling your time? Provide examples.
6. What supervisory style do you find most effective from a supervisor?
7. What did you do in your last job to contribute toward a teamwork environment?
Please be specific.
8. Tell me about some of your experiences in organizing. (For example, setting up
meetings, conferences, etc.)
9. What kind of experience have you had in handling confidential materials?
10. How do you define effective communication?
11. In a past job, when did you find it necessary to disagree with your supervisor? How
did you approach him/her and what was the result?
12. How do you typically handle yourself in a fast-paced environment? Please provide
an example.
13. What should a manager do to motivate others?
14. If we hired you, what could we count on you for without fail?
15. How do you monitor tasks that need your attention?
16. Would you rather work on a team or on your own?
17. Describe your background in making group presentations.
18. Describe how you would notify the people you supervise about a new procedure that
you were responsible for implementing. It would mean that these people would be
learning a new technical skill.
19. What role do you usually take in a group meeting or discussion?
20. What was the most unpopular stand you have taken? Please describe.

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21. Describe a challenging situation or misunderstanding with a coworker and how you
dealt with the situation.
22. How do you handle a heavy workload with many strict deadlines?
23. Give an example of a work situation when you have had to keep up with changes in
technology specific to your field.
24. In your last job, if something wasnt due for several weeks, when and how did you
approach getting it done?
25. Which problems do you believe are appropriate to bring to your manager? Give an
example. How do you usually approach a manager with a problem?
26. How do you think your staff would describe your delegation style?

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Reference Check Form

Conduct the reference checks on your final candidates. Make sure your finalists have
provided permission before conducting reference checks.
Candidate ______________________________

Date: _________________________

Reference Name _________________________

Title: _________________________

Company Name __________________________________________________________

Introduce yourself and the purpose for the call.
I am considering __________________ for employment. He/she has reported previous
employment with you.
Provide a short description of the position you are filling.
Dates of Employment:
From: _____________________________ To: ______________________________
Position(s) Held__________________________________________________________
Salary History ___________________________________________________________
Reason for Leaving _______________________________________________________
1. Please describe the type of work for which the candidate was responsible.
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
2. How would you describe the applicant's relationships with coworkers, subordinates (if
applicable), and with superiors?
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
3. Did the candidate have a positive or negative work attitude? Please elaborate.
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
4. How would you describe the quantity and quality of output generated by the former
employee?
________________________________________________________________________
________________________________________________________________________

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________________________________________________________________________
5. What were his/her strengths on the job?
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
6. What were his/her weaknesses on the job?
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
7. What is your overall assessment of your former employee?
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
8. Would you recommend him/her for this position? Why or why not?
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
9. Would this individual be eligible for rehire? Why or why not?
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
10. Other comments?
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Thank you for your time!

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Pre-Employment Screens

Your offer of employment to the selected applicant is contingent upon the applicant
successfully completing the required pre-employment checks. The required preemployment checks will be determined by the nature of the position.
Background Check
A background check is required of the selected applicant. Current employees selected as
a result of transfer, promotion, etc., are also required to undergo a background check.
The background report is obtained through a fingerprint check of the selected applicant.
The background check contains criminal history from the Federal Bureau of Investigation
and the State of Nevada Department of Public Safety. Upon receipt of the background
report, BCN HR will notify the hiring department. The selected applicant may begin
employment prior to receipt of the report, however, continued employment is contingent
upon a successful background report.
BCN HR will work directly with your selected applicant to obtain his/her fingerprints.
Some positions (e.g. police officer, child care worker, shuttle bus driver) may require a
more comprehensive background check in accordance with external laws and regulations.
In this case, the background check is coordinated by the hiring department.
The cost of the background check is the responsibility of the hiring department. You will
be asked to prepare a Request for Payment form payable directly to Nevada Department
of Public Safety.
Depending on the geographic location of your selected applicant, there may be a charge
for fingerprinting as well. Fingerprinting cost is also the responsibility of the hiring
department and payable directly to the vendor.

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Drug Test
The State of Nevada requires pre-employment drug testing only for jobs that have been
determined to affect public safety. The list of positions and classifications that have been
approved for pre-employment drug testing is located at: www.dop.nv.gov/TS-128.pdf.
Pre-employment drug testing occurs after the job offer is made and before employment
begins. Employment is contingent on passing the screening test.
The job announcement must include notification to all applicants that drug testing will be
required for safety sensitive positions. Post-offer, your BCN HR recruiter will work
directly with your selected applicant to arrange for the drug testing. Your applicant will
be supplied a consent form for his/her signature, a control form that he/she will present to
the testing laboratory (the forms originate from the contracted laboratory and are not
available electronically) and the addresses of contracted laboratory sites. The laboratory
will forward the test results to BCN HR within one to two days. The results will be
communicated to the hiring department as soon as they become available.
Some positions (e.g. police officer, child care worker, shuttle bus driver) may require a
drug screen in accordance with external laws and regulations. In this case, testing is
coordinated by the hiring department.
The hiring department is responsible for the cost of the drug screening test. BCN HR
will pay the laboratory and seek reimbursement from the hiring department.
If you are interested in adding a position or job classification to the list for preemployment drug testing, please contact a BCN HR recruiter for assistance.

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Offer and Acceptance of Employment

Document the Interviews
Hiring departments are required to document interview information on the Nevada State
Personnel Certification List provided by your BCN HR recruiter. Minimal, but very
specific information is required. Instructions on how to complete and code your
certification list accompany each list. Your BCN HR recruiter is always available for
consultation.
Once you have supplied all of the required interview information on the certification list,
submit the list to your BCN HR recruiter for review. After reviewing the certification list
to confirm compliance with recruiting rules, your recruiter will quickly communicate to
you approval to proceed to the next step.
After review and approval by your BCN recruiter, obtain your appointing authoritys
signature in the space provided on the list. Signature of the appointing authority indicates
compliance with recruiting rules.
Affirmative Action Approval
All BCN institutions are required to provide comments that speak to each applicants
strengths and weaknesses. The instruction page of your certification list contains a set of
candidate comment codes. Select the comment(s) that apply to each candidate and enter
the corresponding number of the comment(s) onto the certification list.
NSHE institutions follow Affirmative Action procedures specific to their organization.
For UNR classified hires, your BCN HR recruiter will provide Affirmative Action review
and approval. UNR classified hires must be approved by your BCN HR recruiter prior
to making the job offer. The certification list is your Affirmative Action approval
form. Submit your signed and coded certification list to your BCN HR recruiter for
review and approval. Your recruiter will sign the list indicating approval to make the job
offer.
At GBC, WNC, TMCC and System Administration, please contact your institutions
human resource office for information on processes and approval.

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Accelerated Salary
If you propose to offer a starting salary above step 1, complete the Request to Accelerate
Salary form (available on the website forms page) and submit it to your BCN recruiter.
Include written justification for your proposal. By state regulation, the request must be
approved in advance of the offer.
Make the Offer
Contact your candidate and make the offer. Confirm the offer and acceptance in writing.
Once a candidate accepts an offer, the hiring department is responsible for notifying all
other interviewees the results of the recruitment. Personal contact with interviewed
applicants is encouraged.
Finalize the Hiring Process
Complete the appropriate hiring documents and submit to BCN HR. A one-stop web
link will open all the required documents you need. The link is on the BCN HR forms
page and is titled UNR/NSHE Classified Hiring Packet.
You are required to keep written records of the recruitment process and hiring decision
for a period of three years, plus the current year. Interview questions, interview notes and
reference check notes are part of your hiring documentation and are subject to audit.

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