RECRUITMENT DATA

This document has been created to provide a 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 (embedded as a
Word document below) and sample summary form (Tab 4 - Sample Summary) are being provided to give agencies and HE
institutions an idea of a summary document, which should be submitted along with the Needs Assessment Form if the
proposal is based upon recruitment difficulties.

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

Ultimately, agencies and HE institutions will be responsible for providing State HR with the raw data and a summary of the
data substantiating their recruitment issues.

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 difficulties.

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 (ex. NeoGov, newspaper, journals etc..)? 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.

d. overly restrictive or subjective screening tools.

6.       Describe efforts made to mitigate the recruitment issues (other than salary adjustments). Such as
a.       extensive recruitment outreach and marketing strategies,
b.       relocation packages,
c.       placing the starting salary above step A.

Tab 2-Data Spreadsheet – Identifies standards and specific recruitment information that State HR will be requesting when
Agencies and HE Institutions submit a proposal based upon Recruitment difficulties. Such as:

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 RECRUITMENT DATA
1.       Job posting information - where was the job posted and how long was it open
2.       Screening/Interview process information - this helps to identify any potential gaps that may need to be addressed
3.       Job offer information - Salary offered and other benefits such as relocation packages or accelerated vacation leave

4.       Time to fill - this is calculated from the time the requisition is posted (or the day approval is given to post) and the
candidate physically begins the job. It is important to be consistent in this tracking.

5.       Other information helpful in showing recruitment efforts and difficulties.

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. We recognize agencies may have to collect this data from several different locations statewide.
We recommend the tracking spreadsheet be shared with all locations within an agency/HE institution for tracking
purposes for all recruitments.

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 also been imbedded below.

Document

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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 (for open continuous this would be the same date as date approved to fill)
Date Job Posting Closed (for open continuous, this would be the date the candidate list was pulled)
How long was Job Posting open (specify number of days)
(for open continuous, this would be the # of days between the date the vacancy was approved to fill and the date the
candidate list was pulled)

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 as listed on job posting:
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:

# 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:
Time to fill from opening of recruitment job posting to start date of New Hire.

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 RECRUITMENT DATA

Time to fill from vacancy "approval-to-fill" to start date of New Hire. (this would be for open continuous postings)

Other information helpful in showing recruitment difficulties and efforts (include any relocation packages,
vacation accrual accelerations or other approved recruitment strategies offered):

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

Time to fill Total # of Reasons Total # Total # job

Date total days candidates Total # candidates interviews offers Were salary What range /
Job Class Pos'n #s Geographic Recruitment Date # of days to fill meeting meeting Total # declined/ or Total # Job declined/ or
Class Req'n # (list Location of Opened Recruitment Recruitment Appt (went live Recruitment Total # required candidates quals, not Candidates withdrew Offers withdrew negotiations step was Notes
Code Title separately) Position(s) (posting Closed was open Date to start sources applied quals as offered offered Interviewed interest and Made interest and conducted? accepted by
went live) date) identified in interviews interviews, if reason reason (Y/N) candidate?
posting applicable declined declined

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This sample summary document is being provided to give agencies an idea of what is required 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