March 09, 2008
The Promotions policy seeks to hire or promote the individual best qualified for the position. The supervisor will review and update the job analysis and job description for the open position and recommend the salary range. If none exist, they will be created in accordance with the policy on job analyses, job descriptions, and compensation. HR will review the material prepared by the supervisor, applications will be accepted for at least a 2-week period, interviews will be scheduled, two or three interviews will take place, candidates will be rated, and hiring will occur in compliance with EEO guidelines.
Example of: Standard Policy
The company seeks to hire or promote the individual best qualified for the position. To achieve that goal, the following procedures are used:
The supervisor will review and update the job analysis and job description for the open position and recommend the salary range. If none exist, they will be created in accordance with the policy on job analyses, job descriptions, and compensation.
The Human Resource Department will review the material prepared by the supervisor and make any needed corrections in consultation with the supervisor.
The job opening will be posted for current employees and advertised in the media most likely to be read by persons qualified for the job.
Applications for the position will be accepted for at least a 2-week period.
The supervisor and the human resource recruiter will review the applications and schedule interviews. Generally, applicants will be interviewed unless their applications show objectively that they are not qualified for the position. For example, if the position requires a person with spelling skills and the application contains misspelled words, the person can be rejected without an interview. For current employees, either their current supervisor will be asked for a recommendation or their past performance evaluations will be reviewed.
The supervisor, the next level of management, and the recruiter will interview the candidates.
Generally, applicants will be interviewed by at least two of the three. Again, if the first interview reveals facts that show the person is not qualified, the person can be rejected after the other two interviewers are consulted and agree. For example, if the position requires a clean and neat appearance and the individual appears for the interview unbathed and in dirty clothes, the person can be rejected.
The interviewers will use the same questions and the same rating sheets. The questions and rating sheets will be based on the job analysis. If necessary, the questions and rating sheets will be updated. If any changes are made, the new questions and rating sheets are to be reviewed by the manager of EEO compliance.
Once candidates have been interviewed twice, the three interviewers will rank the candidates on the basis of the objectively observed qualities. If there is a clearly preferred candidate, that person will be interviewed by the third individual. If that person’s objective evaluation agrees with the previous ranking, an offer will be extended. If there is not a clearly preferred candidate, the top five candidates will be interviewed by whichever person has not yet interviewed the candidate. The ranking process will be repeated. If there is still not a clearly preferred candidate, the manager of EEO compliance will be consulted to ensure that there is not any appearance of unlawful discrimination. If there is not any such appearance, the position will be offered to the top-ranked candidate. If it appears there may have been unlawful discrimination, appropriate corrective action will be taken.
For employees, compensation will be reviewed to ensure that the new position is truly a promotion. Ordinarily, an employee will expect additional compensation with a promotion. If the range of compensation for the old position and the new position is such that a raise is not available, the change in position should not be viewed as a promotion. Rather, it should be explained to the employee as a lateral transfer.
The manager of human resources, the manager of affirmative action, and the manager of EEO compliance will audit the promotion system to ensure that supervisors and recruiters are not unlawfully rejecting candidates. The audit will include:
1. Review of all job analyses for accuracy.
2. Confirmation that all tests used are validated.
3. Confirmation that all interviewers have been trained and attended required refresher courses.
4. Confirmation that all interview questions are job-related.
5. Random review of rating sheets for each interviewer sufficient to detect any unlawful bias.
6. Random review of rating sheets for each interviewer sufficient to detect errors in completion.
7. Review performance reviews of persons promoted to determine if unqualified persons were promoted and why.
8. Compare the number of persons who were promoted who belong to a protected group with those who applied.
9. Compare the number of persons who applied who belong to a protected group with the number who should have applied on the basis of the applicant pool.
10. Review discrimination claims for any indication of bias in promotions.
The manager of human resources, the manager of affirmative action, and the manager of EEO compliance may review other matters as they deem necessary.
The vice president of operations, the vice president of human resources, the manager of human resources, the manager of affirmative action, and the manager of EEO compliance will take such action as is necessary to correct any bias or other problems.
Generally, applications will be accepted until the applications reflect the applicant pool. All applicants will be given the written tests.