RECRUITMENT DATA

During the last cycle of bargaining, agencies/HE institutions had asked for resource documents to assist them in gathering
the necessary data for their proposals, as well as providing consistency in the information being requested from State HR.

This document has been created to provide the requested resource to capture and track the necessary data to further
review a proposal based on recruitment difficulties. It is being provided as a tool only, it is not a requirement for agencies
and HE institutions to use this tool when documenting and tracking the necessary information and data that will be
required by State HR.

As part of the proposal process, for those submitted based on recruitment difficulties, the information outlined in this
document will need to be summarized and provided to State HR. The template summary report form and sample
summary form are being provided to give agencies and HE institutions an idea of a summary document which can be
submitted along with a proposal based upon recruitment difficulties.

The tabs below will assist you in identifying the type of information/data you may need to provide during the proposal
process. The explanation of each tab is found below.

Recruitment: When employers experience substantive recruitment difficulties, recruitment efforts are unsuccessful or
failing as a direct result of compensation. Data needs to show ongoing unsuccessful and/or failed recruitment efforts
where there are no applicants, applicants aren't meeting the required qualifications, and applicants are turning down job
offers due to low salary. All of this documentation must be captured in order to help substantiate recruitment challenges.

In order to support a salary increase, there must be documented recruitment difficulties. You need to show that
recruitment efforts are failing because of low pay. You also need to show the hardship this is causing. You will need to:

1.       Explain the issues caused by the recruitment issues. Recruitment difficulties must be documented.
2.       Provide recruitment data or a summary of your data.
3.       Explain the extent of the problem. Are recruiting issues being experienced statewide or are they
primarily limited to specific geographic areas or agency/HE Institution locations?
4.       What is the current source of recruitment? This information will be needed to ensure the recruitment
base being utilized is adequate.
5.       Consideration of factors, other than salary, that may be causing recruitment difficulties such as:
a.       lack of sufficient candidates in the workforce,
b.       job located in undesirable environment,
c.       overly restrictive qualifications/skills not essential to the performance of the work. What is
absolutely the bare minimum required as opposed to “nice to have” or desirable.

6.       Describe efforts made to mitigate the recruitment issues (other than salary adjustments).

Tab 2-Data Spreadsheet – Identifies standards and specific recruitment information that State HR will be requesting
consisting of:
1.       Job posting information
2.       Screening/Interview process information,
3.       Job offer information,
4.       Time to fill, and
5.       Other information helpful in showing recruitment efforts and difficulties.

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 RECRUITMENT DATA
Tab 3-Tracking Spreadsheet – This worksheet is being provided to assist agencies/HE Institutions in tracking the
information necessary to support a salary increase based upon recruitment difficulties. This will need to be summarized
and provided to State HR.

Tab 4-Sample Summary – This is being provided to give agencies an idea of a summary document which can be helpful
when submitting a proposal based upon recruitment difficulties. To look at the sample on Tab 4 in its entirety just double
click on the icon and the sample document will open up.

To use this format when submitting your summary, the template word document has been imbedded below.

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 RECRUITMENT DATA
Data to request from Agencies
Job Posting Information
Job Class Code
Job Class Title
Requisition # or Agency/HE Institution specific identifier
Open Continuous Requisition?
# positions filling (list all position numbers)
Geographic Location of position(s) (County(s))
Date Position Vacated (if multiple will need this information for each position vacated)
Date Job Posting Opened
Date Job Posting Closed
How long was Job Posting open (specify number of days)
Recruitment Efforts (Where/frequency – NeoGov, Trade Periodical/web-sites, diversity sites, WorkSource, JBLM, Other__, etc.)
Outreach Efforts (job fairs, referrals, cold-calls, emails, listservs, etc.)
Screening / Interview Process Information
Total # of Applicants:
Total # Applicants met required Qualifications:
Screening (additional tools used to narrow down candidate pool prior to interviews)
Round 1 Screening process:
# candidates remaining:
Round 2 Screening process:
# candidates remaining:
Round 3 Screening
# candidates remaining
Round 4 Screening
# candidates remaining
# candidates offered interview:
# candidates declined interview (give reason for each decline- Example: 1-declined due to salary; 3 declined due to location;
etc.):

# candidates accepted interview and reason given:

# candidates interviewed:
Job Offer Information
# job offers made:
# job offers declined and reason for each (Example: 1-declined due to salary; 3 declined due to location; etc.).
Were negotiations conducted as part of the job offer process? (Y/N)
If yes, list all types (Salary, relocation pay, higher A/L accrual, Other, etc.):
Salary offered to candidate (range/step & salary amount)
Final salary accepted by candidate (range/step & salary amount):
Start Date of New Hire:
Days to fill from opening of Posting to start date of New Hire.
Days to fill from vacancy to start date of New Hire.
Other information helpful in showing recruitment difficulties and efforts:

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 JOB CLASS CODE _ JOB CLASS TITLE
FY 2015, 16, 17 -- Recruitment Data

Total # Total # Job What

Date Time to Fill Candidates Offers range /
Job Geographic Recruitment Date # of days Total days to Total # Total Who Met Total # Total # Total # Declined/ or Were salary step was
Class Title Req'n # Pos'n Location of Opened Recruitment Recruitment Appt Fill (went Recruitment Candidates candidates required Candidates Candidates Job withdrew negotiations accepted Notes
Code #s Position(s) (posting Closed was open Date live to appt. Sources that applied referred to Quals as Offered Interviewed Offers interest and conducted? by
went live) date) hiring sup screened by Interviews Made Reason (Y/N) candidate
the hiring Declined ?
supv.

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This is being provided to give agencies an idea of a summary document which can be helpful when submitting a
proposal based upon recruitment difficulties. To look at the sample just double click on the icon and the sample
document will open up.

Document