Adopted by Spokane Public Library Board of Trustees on July 31, 2013.
1. GENERAL
1.1 This document outlines library procedures regarding employee recruitment and selection and supplements library policy on the same topic. It is divided into the following sections:
- SECTION 1 – GENERAL
- SECTION 2 – PURPOSE
- SECTION 3 – DEFINITIONS
- SECTION 4 – ADMINISTRATIVE PROCEDURES, REPRESENTED CLASSIFICATIONS
- SECTION 5 – ADMINISTRATIVE PROCEDURES, NON-REPRESENTED CLASSIFICATIONS
2. PURPOSE
2.1 The Spokane Public Library’s mission is to strengthen our community by promoting literacy and providing access to words, images and information through respectful, professional service. We fulfill our mission through our employees. We have, therefore, developed uniform selection procedures as a means to ensure that we treat all candidates fairly, and so that we might identify those candidates who are best qualified to perform the work and who are eager to join us in fulfilling our mission.
3. DEFINITIONS
Represented Classifications – Those classifications that are represented by a bargaining unit that negotiates wages, hours, and other terms and conditions of employment with the library on the employee’s behalf.
Non-Represented Classifications – Those classifications that are not represented by a bargaining unit. Terms and conditions of employment are specified by adopted policy or by action of the Library Board of Trustees. The Library Board of Trustees reserves the right to adopt or revise policies applicable to non-represented staff at any time.
Senior Administrative Classifications – Terms and conditions of employment are specified in a written agreement signed by the employee and the employer. Contractual terms will take precedence over any conflicting policy. Positions classified as exempt are generally at the highest levels in the organization, such as library director and deputy or assistant directors.
Probationary Period – A one-year trial period for newly hired or promoted employees during which performance is evaluated. Promotional probationary employees may be returned to their former classification and entry probationary employees may be discharged anytime during the probationary period without rights to grieve the decision.
Regular Employee – An employee who has successfully completed their probationary period.
Temporary or Seasonal Employee – An employee who is regularly scheduled to work less than twenty hours per week, or who is employed on an on-call or project basis. This is considered provisional employment that may be terminated at any time.
External Candidate – An applicant for any currently open position within the library who is not currently employed by the library, or who is employed on a temporary or seasonal basis.
Internal Candidate – An applicant for any currently open position within the library who is currently a regular or probationary employee.
Lateral Transfer – The movement of an employee to a position within the same classification, with the same number of regularly scheduled work hours, but at another location or within another library department.
Promotion – The movement of an employee to a position with a higher classification.
4. ADMINISTRATIVE PROCEDURES, REPRESENTED CLASSIFICATIONS
4.1 When it is determined that a represented position will be filled, the human resources manager will prepare a recruitment announcement that will include at least the following information: job title, a brief description of the job, a list of typical duties and responsibilities, a list of necessary or preferred skills and abilities, minimum qualifications for the position, and, in most cases, a cutoff date and time after which applications will no longer be accepted. The position may also be advertised as “open until filled.” The announcement will be posted for at least five days at all library facilities. Open positions may be advertised elsewhere at the same time that they are advertised internally. All job announcements and job advertisements will state that the library is an equal opportunity employer. Whenever outside applicants are solicited for an open position, the announcement will be sent to a list of recruitment resources per the library’s equal opportunity in employment policy and procedures.
4.2 Both internal and external candidates must submit a completed Spokane Public Library application for each position for which they wish to be considered. The position announcement may also specify that other materials must or may be submitted with the application, such as a cover letter, resume, or a supplemental questionnaire. Applications may be eliminated from consideration if the applicant does not specify the position for which they are applying, fails to provide requested information, or if the application is not timely received.
4.3 Applicants will be considered in the following order:
- Non-probationary employees applying for a lateral transfer, provided that the most current evaluation reflects successful performance.
- Non-probationary part time employees currently holding a position in the same classification as the available full time position, provided that the most current evaluation reflects successful performance.
- Non-probationary represented employees applying for a promotion, provided that the most current evaluation reflects successful performance.
- All other represented employees.
- Outside applicants.
4.4 Positions will be filled in-house unless no qualified represented employees have applied (per section 2, above), or there is a valid reason to pass over an applicant or applicants.
4.5 The selection process may include written or performance tests. The human resources manager will ensure that all testing is conducted in a manner that is fair and in compliance with legal requirements.
4.6 The selection process will include formal interviews with the top candidates. Ideally, at least three candidates will be interviewed. However, the number of candidates selected for interviews will be dependent upon the candidate pool. Each candidate will be asked the same questions, and interviewers will take notes regarding their responses. Interviewers should work in teams in order to more objectively evaluate the candidates and to provide corroboration should questions about the process arise.
4.7 Following interviews, the top candidate’s current and past employment and job performance will be verified by conducting a reference check prior to preparation of a hiring recommendation. The library’s approved reference check form will be used for external candidates. References contacted may be internal or external, and may include supervisors, peers, subordinates, or other work-related references listed by the candidate. If it is not possible to contact three references, or if references will not supply the requested information, the candidate may be asked to supply copies of past performance evaluations. Performance evaluations of internal candidates may always be referenced when evaluating candidates.
It is illegal in Washington State for employers to require current or potential employees to provide access to their personal social media accounts. While nothing prohibits an employer from viewing electronic information that is publicly available, or that is willingly made available (such as accepting a “friend” request sent by an employee), caution in doing so is urged as information may be found there that could be unreliable or inaccurate, should not be considered in making employment decisions, and which could become the basis for allegations of illegal discrimination. Managers should be very cautious about extending “friend” requests or the like to employees, as they may feel that they must accept.
4.8 A hiring recommendation will be prepared by the hiring manager, signed by both the hiring manager and their supervisor, and sent to the human resources manager. The recommendation will include at least the following information: the names of all candidates who were interviewed, the name of the top candidate, the reasons the candidate was chosen (relevant work experience, understanding of the job and its requirements, demonstrated customer service orientation, etc), the preferred start date, and the work schedule for the position. If no candidate is recommended, the write-up will state the reasons for that recommendation. The recommendation should specifically call out how the relevant information was obtained, how it was evaluated, and how it relates to the job requirements. All application materials, test materials and scores, and written notes from interviews and reference checks will be sent to human resources together with the recommendation.
4.9 The human resources manager will review the hiring recommendation, and if everything is in order, will offer the position to the top candidate. If the offer is accepted the H.R. manager will facilitate the hiring or transfer process and will communicate with the hiring manager concerning status. If the offer is not accepted the H.R. Manager will return the applications and accompanying materials to the hiring manager for review and possible recommendation of another candidate. The process, described above, will be followed by the hiring manager. If another candidate is not recommended the hiring manager will return all materials with a recommendation to that effect.
4.10 Responsibilities of the parties involved in the hiring process are as follows:
The human resources manager will:
- screen all applications to ensure that applicants meet the minimum qualifications for the position and, in some cases, to assist in identifying the top candidates
- sort applications according to the order in which they may be considered, if any
- forward applications to the hiring manager as appropriate
- provide performance reviews of internal candidates to the hiring manager upon request
- work with other staff to design and administer any and all tests used in the selection process
- work with the hiring manager to develop effective interview questions for use in the selection process
- ensure compliance with Spokane Public Library’s hiring policies and procedures, and with relevant employment law
- review hiring recommendations to ensure that decisions are fair, equitable, and legally defensible
- keep applicants informed of their status throughout the process
- offer the position to the successful candidate and see that all paperwork is completed to facilitate the hire, transfer or promotion
- negotiate the date of hire with the hiring manager and employee and, for lateral transfers or promotional placements, with the releasing manager
- make arrangements for pre-employment physicals, if necessary
- conduct a pre-employment criminal background check, if necessary
- notify the non-selected candidates of the placement
- keep records of all hiring decisions, including all original application materials; test scores of all candidates who are tested; a listing of candidates who are interviewed; the interview questions asked of all candidates; any written notes or records made by testers or interviewers during the hiring process; and a record of all references contacted that includes the interviewer’s name, the date, the contact’s name and position, the name of the company, and written notes regarding responses
The hiring manager will:
- select interview questions from an approved list of questions developed for the position to be filled, or if no list is available, develop relevant interview questions and submit them to the human resources manager for review
- review application materials and set up interviews with selected candidates
- check references and/or other relevant materials regarding the top candidate
- prepare a recommendation for hire, sign the recommendation and obtain the signature of their supervisor
- submit a hiring recommendation to the human resources manager
5. ADMINISTRATIVE PROCEDURES, NON-REPRESENTED CLASSIFICATIONS
5.1 When it is determined that a non-represented position will be filled, the human resources manager will prepare a recruitment announcement that will include at least the following information: job title, a brief description of the job, a list of typical duties and responsibilities, minimum qualifications for the position, and, in most cases, a cutoff date and time after which applications will no longer be accepted. The position may also be advertised as “open until filled.” The announcement will be posted at all library facilities and may be advertised elsewhere at the same time it is advertised internally. All job announcements and job advertisements will state that the library is an equal opportunity employer. Whenever outside applicants are solicited for an open position, the announcement will be sent to a list of recruitment resources per the library’s equal opportunity in employment policy and procedures. The human resources manager will also identify other recruitment vehicles appropriate to the position being filled and will place advertisements or send announcements as necessary.
5.2 Both internal and external candidates must submit a completed Spokane Public Library application for each position for which they wish to be considered. The position announcement may also specify that other materials must or may be submitted with the application, such as a cover letter, resume, or a supplemental questionnaire. Applications may be eliminated from consideration if the applicant does not specify the position for which they are applying, fails to provide requested information, or if the application is not timely received.
5.3 The selection process will be based upon job requirements and may include telephone or in-person interviews, questionnaires, an assessment center, or other means of assessment tailored to evaluate the requisite skills and abilities. Ideally, at least three candidates will be invited to participate in the final selection process, however, the number of candidates selected will be dependent upon the candidate pool and the position being filled. In any interview process each candidate will be asked the same questions, and interviewers will take notes regarding their responses. Interviewers should work in teams in order to more objectively evaluate the candidates and to provide corroboration should questions about the process arise.
5.4 Responsibilities of the parties involved in the hiring process are as follows: The human resources manager will:
- screen all applications to ensure that applicants meet the minimum qualifications for the position and to assist in identifying the top candidates
- forward applications to the hiring manager as appropriate
- in some cases, contact applicants and set up interviews or make other arrangements regarding the selection process, depending on the position being filled
- provide performance reviews of internal candidates to the hiring manager upon request
- work with the hiring manager or other staff to design and administer any and all tests or other screening instruments used in the selection process
- work with the hiring manager to develop effective interview questions for use in the selection process
- ensure compliance with Spokane Public Library’s hiring policies and procedures, and with relevant employment law
- review hiring recommendations to ensure that decisions are fair, equitable, and legally defensible
- keep applicants informed of their status throughout the process
- offer the position to the successful candidate, negotiate the beginning date and starting salary, and see that all paperwork is completed to facilitate the hire, transfer or promotion
- make arrangements for pre-employment physicals, if necessary
- conduct a pre-employment criminal background check, if necessary
- notify the non-selected candidates of the placement
- keep records of all hiring decisions, including all original application materials; test scores of all candidates who are tested; a listing of candidates who are interviewed; the interview questions asked of all candidates; any written notes or records made by testers or interviewers during the hiring process; and a record of all references contacted that includes the interviewer’s name, the date, the contact’s name and position, the name of the company, and written notes regarding responses
The hiring manager will:
- review application materials and select the candidates to be interviewed
- select interview questions from an approved list of questions developed for the position to be filled, or if no list is available, develop relevant interview questions and submit them to the human resources manager for review
- in some cases, contact candidates and make arrangements for interviews or other selection processes, depending on the position being filled
- check references and/or other relevant materials regarding the top candidate
- prepare a recommendation for hire, sign the recommendation and obtain the signature of their supervisor
- submit the hiring recommendation to the human resources manager
