Guide Sheet #6

The County Extension Director is responsible, in collaboration with appropriate educators and staff in the unit, to hire individuals for Extension support positions such as program assistants, program coordinators, and office assistants and associates. All positions are employees of The Ohio State University, regardless of funding sources. Extension Human Resources and your Regional Director can be useful resources to the process.

The employment process can often take a month or more to complete. It should not be rushed or forced because selecting employees has an important impact on the work environment.

1. Job Analysis – A review of the job duties and responsibilities is essential to determine workload and time commitments. The individual leaving the position may offer useful information. Members of the staff should have opportunity for input also.
2. Development of Position Description – A thorough position description should be written based on the analysis. Use the position description to determine required and desired qualifications. Use guidelines from the Extension HR employment process web page in developing the position description. New positions must be reviewed by OSU Human Resources prior to advertising. (Extension Human Resources will facilitate this process).
3. Advertising and Recruitment – Equal Employment Opportunity/Affirmative Action guidelines require that positions be announced to the public. County positions must be posted through the Extension HR office. They can also be advertised in local newspapers, newsletters, or other appropriate sources. The ad must include the phrase “An Equal Opportunity Employer”. The ad should include position title, brief description of position, and minimum qualifications. Local employment services can be a resource in identifying prospective employees. Resumes and/or applications must be required.
4. Screening – Pre-screen resumes or applications. Develop a scoring check list based on the qualifications stated in the job description. Complete a score sheet on every resume or application and rank them into groups: interview, possible interview and not qualified. Contact applicants in the “interview group” to offer interview and arrange for time.
5. Interviewing – Conduct interviews using consistent questions that address job responsibilities and qualifications. Involve more than one interviewer in the process. You may want to offer each candidate a tour of the office, etc. to help them become acquainted with the job and work environment. Following the interviews, the interviewers discuss each applicant based on job qualifications, rank candidates, decide on reference contacts and make tentative decision to hire based on reference check outcome. The group may also decide to re-start the process if no acceptable candidates were identified. Check the attached guidelines for additional information related to legal issues to be aware of in asking questions.
6. Reference Checks – Following the interviews and before making a final decision, it’s a good idea to contact references listed by the final candidates. Briefly describe your position and qualifications and ask for their assessment of the individual’s skills for the specific position. Some employers may be hesitant to share any information beyond employment dates, especially if the information is negative. They may be more willing to do this in a phone interview than in writing.
7. Final Selection – The final selection will be based on a combination of objective and subjective factors. Don’t ignore “gut” feelings regarding potential candidates. There may be a good reason for your perceptions. HOWEVER, EEO/AA requirements must be fulfilled so “gut” reactions cannot be the sole basis for candidate selection. You MUST use job qualifications as reasons for denial or acceptance.
8. Job Offer – As soon as you have selected the top candidate, he/she should be notified of the selection preferably by phone. Review pertinent job information (i.e. work hours, salary, benefits, starting date, etc.). Assuming your have acceptance, follow with a written offer letter confirming the conditions of employment. Notify Extension HR immediately using the New Employee Notification Form to assure payroll details and confirm starting date.
9. Notifying Unacceptable Candidates – Notify all other applicants that the position has been filled and thank them for their interest. A written letter is appropriate for applicants who were not interviewed while a personal phone call may be courtesy for those who participated in actual interviews.
10. Complete Reasons for Non-selection – Indicate reasons for non-selection for each applicant. Maintain copies of records documenting the hiring process in order to respond to inquiries and dispose of according the OSU Records Retention and Management Guidelines.

Tips to Consider in Interviewing…

• Ask questions based on the job description and qualifications. Keep all questions job related. It is your responsibility to insure that questions do not abridge an interviewee’s civil rights (please refer to: http://hr.osu.edu/policy/policy110.pdf).
• As much as possible, ask each applicant the same questions. Ask open-ended questions to encourage the applicant to speak rather than answer “yes” or “no”.
• Ask for examples of work experiences that relate specifically to the job you are interviewing for example: “Share an experience you encountered in your previous jobs where you had to deal with a difficult customer. What did you do?” Remember that past performance is generally the best predictor of future performance. You may wish to borrow the video, “More Than a Gut Feeling” to use in orienting the interview committee. It is available from the OSU Leadership Center.
• Provide the applicant with straight answers and realistic perceptions of job expectations. Don’t “sugarcoat” the job. It’s best for both parties to discover if an applicant doesn’t like some aspects of the job before employment rather than after. The interview process is a way for the applicant to determine their match with the job also.
• Offer opportunity for the applicant to ask questions. You should control the interview but the candidate should do most of the talking. Be sure all of your important questions are answered.
• Develop rating scale based on the job qualifications and complete the scale as soon as the interview is completed. When all candidates have been interviewed, total scores, rank candidates and proceed in discussion.

Written by Dr. Gail Gunderson, Organization Development
Reviewed by: Dr. Nikki Conklin, Dr. Garee Earnest, Bill Owen, Lou Fourman and Linda Kutilek
2003 Revisions by: Dr. Bill R. Haynes
2005 Revisions by: Toni Bahnsen
2009 Revisions by: Elizabeth Merkowitz (HR Intern), Dr. Garee W. Earnest, Marge Hall