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Diversity Recruitment with Rice University
- 1. | 1 Diversity Recruitment The view from Rice University
- 2. | 2 Brought to you by… Wayne Robinson DIRECTOR OF RECRUITMENT AND OPERATIONS Human Resources I’m a 25-plus year member of Rice University’s staff. The majority of my tenure at Rice has been in campus administration: six years as a department administrator in physics and 18 years as a division administrator for development and alumni relations. Both of these previous positions included responsibilities for personnel budgets, position management, recruitment, and performance management. I moved to human resources in December 2016, and I am bringing decades of campus administration experience to my new role in HR.
- 3. | 3 Examining diversity recruitment from the higher ed perspective – What is it? Overall campus diversity is derived from these populations: faculty, staff, students, visitors, community at large Workforce diversity focuses on the employees: faculty and staff Elements of diversity include: gender, race, color, national origin, religion, sexual orientation, gender identity, veteran status, disability status
- 4. | 4 Why are colleges and universities interested in managing diversity workforce recruitment? General compliance with laws – especially in regard to state/federal funding Organizational reasons • AA/EEOC • OFCCP: Office of Federal Contract Compliance Programs • Americans with Disabilities Act • Veterans Preference Act • Age Discrimination in Employment Act, and others • Compliance with institutional policies • The organization’s Affirmative Action Plan • The progressive culture tendencies of higher education • Standards of the surrounding community • Public relations goals (“street cred”)
- 5. | 5 How PeopleAdmin solutions can help Position Management Applicant Tracking Analytics SelectSuite modules and tools can be used to enhance diversity workforce recruitment effectiveness
- 6. | 6 High-level view SelectSuite modules can be used to enhance diversity workforce recruitment effectiveness Start off on the right foot by establishing standards for job classifications to minimize implicit bias
- 7. | 7 High-level view SelectSuite modules can be used to enhance diversity workforce recruitment effectiveness Raise awareness of AAP goals, train recruiters and managers to avoid bias during applicant reviews, use the department EEO report to monitor diversity of pools, tweak the applicant portal Start off on the right foot by establishing standards for job classifications to minimize implicit bias
- 8. | 8 High-level view SelectSuite modules can be used to enhance diversity workforce recruitment effectiveness Look backward to plan forward Start off on the right foot by establishing standards for job classifications to minimize implicit bias Raise awareness of AAP goals, train recruiters and managers to avoid bias during applicant reviews, use the department EEO report to monitor diversity of pools, tweak the applicant portal
- 9. | 9 Position Management Modifying job classifications for inclusion and flexibility Reword job classifications* to avoid implicit bias in describing required and preferred education, experience and skills. Use the standard job classifications to source the data to new and existing job descriptions based on that job classification. Import AAP targets* into the job classifications with each plan update. As with the skills and requirements that flow into job descriptions through sourced data, populate job descriptions with the AAP data so that class of job is tagged to alert the hiring manager with each posting. Note applicants who fail the supplemental question screen because the requirements are written in a way that is too narrow. Use the results to refine job classification language over time. Careers at Rice is an in-the-works project to redesign our job and pay structure, support employee and supervisor development, develop world-class employees, and achieve other goals that include expanding diversity. For more information, visit http://people.rice.edu/careersrice. *Examples to follow
- 10. | 10 Current requirements • Experience: Two years supporting a corporate manager or executive • Hard skills: Intermediate to advanced knowledge of MS Word and Excel • Soft skills: Portrays mature and cooperative demeanor • Soft skills: Has a good phone voice Revised requirements • Experience: Two years providing administrative support in an office setting • Hard skills: Competence in MS Word and Excel at a level to produce routine letters and memos, and to maintain an inventory of supplies and mailing lists • Soft skills: Ability to effectively contribute as a member of a diverse team • Soft skills: Ability to speak effectively by phone Position Management Wording job classifications for inclusion and flexibility
- 11. | 11 Classification Title Data Analyst Classification Title Data Analyst Classification Code 50015 Grade 13 Salary Range Min: $17.07 - Mid: $22.63 - Max: $27.60 Hiring Range $17.07 - $22.63 FLSA Non-Exempt Classification Summary Maintains records and ensures integrity of data. Typical Duties Processes and verifies data. Performs detailed data analysis and checks for errors. Validates accuracy of data. Performs data-integrity audits. University Job Duties Serves as a representative of the university, displaying courtesy, tact, consideration and discretion in all interactions with other members of the Rice community and with the public. Future Use Classification Title Data Analyst Classification Title Data Analyst Classification Code 50015 Grade 13 Salary Range Min: $17.07 - Mid: $22.63 - Max: $27.60 Hiring Range $17.07 - $22.63 FLSA Non-Exempt Classification Summary Maintains records and ensures integrity of data. Typical Duties Processes and verifies data. Performs detailed data analysis and checks for errors. Validates accuracy of data. Performs data-integrity audits. University Job Duties Serves as a representative of the university, displaying courtesy, tact, consideration and discretion in all interactions with other members of the Rice community and with the public. AAP Goal Female, Black, Hispanic, >40, IWD, Veteran Position Management Importing AAP targets into job classifications Current job classification (hypothetical) Revised job classification (hypothetical)
- 12. | 12 Current postings requisitions • Recruiters manually enter AAP goals when reviewing posting requisitions • AA/EEOC office manually monitors new postings for those with AAP goals; sends an alert email to the hiring manager and offers to assist with a targeted recruitment strategy • Department EEO reports are used only in faculty searches Future posting requisitions • AAP goals will be sourced from the job description via the job classification • Posting will trigger an email to AA/EEOC office and hiring manager alerting both to a new posting’s AAP goal • Enable department EEO report access for hiring managers on staff searches, as well Applicant Tracking AAP goals in posting requisitions
- 13. | 13 Current applicant review/interview • Offline applicant review process as defined by each hiring manager or functional area and uses supplemental questions in varying degrees • Optional training in Interviewing 101 is offered on request • Guidance about managing applicant statuses is available, but not monitored as closely as it should be Future applicant review/interview • Standardized applicant review process should be developed using AT tools (supplemental questions, evaluative criteria) • Interviewing 101 should be required, including annual reviews. It can be made available as a link under My Links on the SelectSuite home page • Annual review of applicant status management standards should be required for all hiring managers/applicant reviewers Applicant Tracking Applicant reviews and interviews
- 14. | 14 Applicant Tracking The applicant portal Keep diversity in mind when designing the applicant portal • Include site announcements related to diversity • Remember – after login, the portal home page can display more info Use the snippet editor • Edit left menu to include photos/links about diversity on campus • Design the EEO statement or diversity information boxes for more prominent display, rather than as footnotes • Size pictures to complement the overall size of the page • Format for maximum device mobility
- 15. | 15 Analytics – Home dashboard Keeping score of diversity recruitment effectiveness The Analytics home dashboard can be used to visually analyze seated employees for diversity based upon high-level views of these numbers: • Open postings • Time-to-fill • Female hires • Minority hires • Veteran hires • Disabled hires Parameters can generally be edited to focus on specific criteria: • Position type • Division • Department • Dates (quarters or custom periods)
- 16. | 16 Analytics – Diversity & inclusion dashboards Keeping score of diversity recruitment effectiveness The Analytics diversity and inclusion dashboards can be used for more focused reporting but still looking at the campus as a whole with respect to seated employees: • Overview • Gender distribution • Race & ethnicity distribution • Veteran distribution • Disability distribution Use the Analytics reports to create customized reports for distribution to campus authorities: Campus view - Division view - Department view Each of these focus areas can be drilled into for more detail as described next…
- 17. | 17 GENDER • Number of Applications • Position Type Distribution • Diversity & Inclusion Breakdown by Division • Workflow Detail VETERAN • Number of Applications by Veteran Status & Quarter • Number of Applications by Position Type • Diversity & Inclusion Breakdown • Workflow Detail DIVERSITY & ETHNICITY • Number of Applications • Position Type Distribution • Diversity & Inclusion Breakdown • Minority Distribution by Position Type • Race & Ethnicity Distribution by Position Type DISABILITY • Number of Applications by Disability and Quarter • Number of Applications by Position Type • Diversity & Inclusion Breakdown • Workflow Detail Analytics – Diversity & inclusion dashboards Keeping score of diversity recruitment effectiveness
- 18. | 18 Summary • Raise awareness of AAP goals • Train recruiters and managers to avoid bias during applicant reviews • Use the department EEO report to monitor diversity of pools • Tweak the applicant portal SelectSuite modules can be used to enhance diversity workforce recruitment effectiveness • Establish standards for job classifications to minimize implicit bias • Include AAP targets in job classifications to alert hiring managers • Look backward to plan forward • Harness the data-crunching power of SelectSuite Analytics and Google Analytics
- 19. | 19 Download “Becoming part of the solution: Building diverse, equitable and inclusive learning environments” for more tips from higher education diversity experts. Want to learn more?
Editor's Notes
- What is diversity recruitment? An intentional recruitment effort designed to produce a diverse overall population across the higher education organization. Faculty Staff Students Visitors and guests Community-at-large Diversity workforce recruitment would focus on the population of employees: Faculty Staff What elements make up the diversity of a workforce? Gender Race Color National origin Religion Veteran status Disability status Generational status (employees < and > 40) Sexual orientation Gender identity
- Why are colleges and universities interested in managing diversity workforce recruitment? General compliance with laws, increased by accepting state/federal funding AA/EEOC OFCCP: Office of Federal Contract Compliance Programs American with Disabilities Act Veterans Preference Act Age Discrimination in Employment Act and others Organizational reasons Compliance with institutional policies The organization’s Affirmative Action Plan The progressive culture tendencies of higher education Standards of the surrounding community Public relations goals (“street cred”)
- Fortunately, SelectSuite modules and tools can be used to enhance diversity workforce recruitment effectiveness. At Rice, we have implemented Position Management and Applicant Tracking since 2XXX. Analytics has been available to use for less than a year. Here’s a high level look at how these modules come into play with diversity recruitment:
- What SelectSuite products does Rice currently use to enhance diversity workforce recruitment goals and provide measurable results? Position Management – start off on the right foot by establishing standards for job classifications to minimize implicit bias
- Applicant Tracking – many opportunities to directly influence diversity recruitment by: raising awareness of AAP targeted positions training HR recruiters and hiring managers to maintain objectivity when reviewing applications using the dept EEO report during the open posting to monitor the level of diversity as that applicant pool develops tweaking the applicant portal to display the diversity of Rice’s workforce and reinforce commitment to inclusion
- What SelectSuite products does Rice currently use to enhance diversity workforce recruitment goals and provide measurable results? Position Management – start off on the right foot by establishing standards for job descriptions to minimize implicit bias Applicant Tracking – many opportunities to directly influence diversity recruitment by raising awareness of AAP targeted positions, training HR recruiters and hiring managers to maintain objectivity when reviewing applications, using the dept EEO report during the open posting to monitor the level of diversity as that applicant pool develops, tweaking the applicant portal to display the diversity of Rice’s workforce. INFOGRAPHIC Analytics – Looking backward in order to plan forward - or, how effectively did our efforts toward diversity recruitment work out in the real world? INFOGRAPHIC A closer look at each SelectSuite product’s potential for diversity workforce recruitment enhancement…
- Position Management (PD) INFOGRAPHIC WHAT RICE DOES: Takes care with position description wording to avoid implicit bias in describing required and preferred experience and skills. This can be accomplished in PD on a more global basis by editing targeted position classifications with more attractive language for diversity recruiting WHAT RICE WANTS TO DO: Tag PDs with AAP goals of underrepresented jobs or job groups; proactively brings targeted positions to the hiring manager’s attention, especially when updating a PD prior to posting. Create a field in job classification form to house the AAP goal data SCREEN SHOT When a new AAP plan is released, update PD job classifications to reflect underrepresented groups. SCREEN SHOT PDs should be automatically modified with sourced data when the AAP plan fields are updated. IN THE WORKS: We’re currently engaged in a major multi-year project to re-design our entire job and pay structure. We call it “Careers@Rice”. INFOGRAPHIC With PD, we have the platform to build our new career profiles (formerly job descriptions) from carefully crafted job classifications and design a logical set of profiles with clear requirements and skill sets, as well as indicating how a career progression plan could look. Our goal is to demonstrate that a diverse workforce will be attracted to an employer that shows how one can progress along a career path by clearly defining the education and skills required, and opportunities to enhance both through professional development supported by the university.
- Position Management (PD) INFOGRAPHIC WHAT RICE DOES Takes care with position description wording to avoid implicit bias in describing required and preferred experience and skills. This can be accomplished in PD on a more global basis by editing targeted position classifications with more attractive language for diversity recruiting Review requirements and preferences to make sure they are appropriate for the position, for example, consider a typical staff assistant job classification: PD experience requirement - Instead of: requires two years of experience working supporting a corporate manager or executive, ask for experience providing administrative support in an office setting. SCREEN SHOT PD skills requirement - Instead of: Requires intermediate knowledge of MS Word and MS Excel, ask for competence with word processing at a level to produce routine letters and memos, and spreadsheet competence at a level to maintain an inventory of supplies or mailing lists. SCREEN SHOT Skills vs Traits – If there is a goal to avoid hiring only “good fits”, then identify subtle or implicit biases, like “mature and cooperative demeanor”. Instead, try “ability to effectively contribute as a member of a diverse team”. It might help to avoid seeking people with training and experience that is essentially all the same. Instead of “good phone voice”, use “ability to speak effectively by phone”. SCREEN SHOT
- Position Management (PD) INFOGRAPHIC WHAT RICE DOES Takes care with position description wording to avoid implicit bias in describing required and preferred experience and skills. This can be accomplished in PD on a more global basis by editing targeted position classifications with more attractive language for diversity recruiting Review requirements and preferences to make sure they are appropriate for the position, for example, consider a typical staff assistant job classification: PD experience requirement - Instead of: requires two years of experience working supporting a corporate manager or executive, ask for experience providing administrative support in an office setting. SCREEN SHOT PD skills requirement - Instead of: Requires intermediate knowledge of MS Word and MS Excel, ask for competence with word processing at a level to produce routine letters and memos, and spreadsheet competence at a level to maintain an inventory of supplies or mailing lists. SCREEN SHOT Skills vs Traits – If there is a goal to avoid hiring only “good fits”, then identify subtle or implicit biases, like “mature and cooperative demeanor”. Instead, try “ability to effectively contribute as a member of a diverse team”. It might help to avoid seeking people with training and experience that is essentially all the same. Instead of “good phone voice”, use “ability to speak effectively by phone”. SCREEN SHOT
- Applicant Tracking (AT) Posting requisition includes any AAP goals for that job class, if applicable Currently: Rice recruiters enter those manually when reviewing the posting requisition Future: source the info into each posting req from an AAP goal table that gets updated with each new AAP. SCREEN SHOT Currently: AA/EEOC office monitors new postings for jobs with AAP goals; sends email to hiring manager to alert him to that fact; offers to assist with planning a recruitment strategy to encourage applications from the underrepresented group into that pool Insert story about campus users need for AA/EEOC guidance Future: Posting will trigger an email to both AA/EEOC office and hiring manager to collaborate on a recruitment advertising and outreach plan (per above) SCREEN SHOT Use department EEO reports to monitor applicant pool as it develops Currently: our faculty search committees are doing this now; it is probably passive observation at this point, but at least an awareness of the pool demographics is part of the process. SCREEN SHOT Future: employ the dept EEO reports for staff searches as well; probably limited to hiring managers since Rice doesn’t use the search committee function for staff
- Applicant Tracking (AT) Use of evaluative criteria by hiring manager/applicant reviewer or search committees if they are involved SCREEN SHOT Training and annual refresher training about what Rice calls, “Interviewing 101” – in other words, guidance for hiring managers and search committees about what to ask, as well as what not to ask. Access to this training can be added to the “My List” section for ease of access. Eventually, it could be automated in Onboard/Records as an annual assigned tasks. The role of the hiring manager/applicant reviewer in managing the applicant status workflow by assigning accurate status updates, especially rejection reasons. *“Earlier, I mentioned a complaint of discrimination filed against the university. The story is that an agency of the Dept of Defense called to advise that a complaint had been filed alleging discrimination against a protected veteran who applied for a GIS position. The veteran perceived that an initial interview “turned south” when the applicant revealed his veteran status and that the remainder of the interview was dismissive. In fact, the interviewer recommended the applicant for inclusion in the next round of review which included submission of a portfolio of GIS to be compared against the final five applicants. The final ranking of the veteran was 2nd choice for hire. Because of SelectSuite’s applicant tracking, this had all been documented in the applicant workflow history.”
- Applicant Tracking (AT) The applicant portal: Site announcements related to diversity; remember that logging in can display more info than home page before login SCREEN SHOT Snippet editor Edit left menu to include photos, links about diversity on campus: Design the EEO statement or Diversity info boxes for more prominence Size pictures to complement the overall size of the page, and allow for reformatting on mobile devices. SCREEN SHOT
- SelectSuite analytics Home dashboard (analyze seated employees to determine if lack of diversity is actually present as segregated teams, even though teams viewed in aggregate may look diverse.) Open postings Time to fill Female hires Minority hires Veteran hires Disabled hires Home dashboard view parameters can generally be modified by position type, division, department, dates (quarters or custom) through “quick click” settings on the right menu.
- Diversity & inclusion dashboards Overview SCREEN SHOT Gender distribution Race & ethnicity distribution Veteran distribution Disability distribution Using the analytics reports to create customized reports for distribution to campus authorities: Campus view SCREEN SHOT School/unit view SCREEN SHOT Department view SCREEN SHOT
- Gender SCREEN SHOT # of Applications Position Type Distribution Diversity & Inclusion Breakdown by Division Workflow Detail Diversity & Ethnicity SCREEN SHOT # of Applications Position Type Distribution Diversity & Inclusion Breakdown Minority Distribution by Position Type Race & Ethnicity Distribution by Position Type Veteran SCREEN SHOT # of Applications by Veteran Status and Quarter # of Applications by Position Type Diversity & Inclusion Breakdown Workflow Detail Disability SCREEN SHOT # of Applications by Disability and Quarter # of Applications by Position Type Diversity & Inclusion Breakdown Workflow Detail
- TO REVIEW:
- TO REVIEW: