In part 1 we talked about recruiting for the best applicants; in part 2 we talked about making the right selections and now, in this 3rd and final part, let’s talk about defending the selection. By doing the work upfront that defines how the selection process will be handled, you have already laid the foundation to defend it.
The first component is to ensure the process is followed consistently. As soon as a manager doesn’t do what the plan says they are going to do, they are placing the organization at risk. As soon as a manager doesn’t follow the same process as the rest of the managers, the organization is at risk. The best thing about a good crediting plan is that, when done correctly, it is designed prior to anyone knowing who the applicants were. It’s difficult for someone to prove discrimination, when the process was pre-defined and merit-based. Sometimes managers want to change things up in the middle of the process. Doing so undermines the process, and and will place the organization at risk.
The next component is breaking down the process. HR will make qualification determinations based on OPM qualification standards and the position description before sending the manager a certificate(s). Next, if there is more than one candidate, a best qualification (BQ) most be determined, I recommend a panel to determine the BQ applicants using scoring defined in the crediting plan. Once the BQ list has been determined, HR should send an alphabetized list to the selecting official. Do not include the BQ scores. Once determined, BQ, those applicants are considered equally capable of being successful for the position.
Once the selecting official has the alphabetized BQ list, the crediting plan should indicate how the selecting official differentiates between individuals on the BQ list. This can be accomplished by a review of the applicant resumes or applicant packets, or have the BQ determination not include interviews. Let the selecting official complete the interviews and scoring. Whatever manner your managers feel comfortable with. The key again though is to have this pre-determined and indicated in the crediting plan. Many selecting officials just want to look at the applications and make a selection. Although not improper, it does make it difficult to show why one person was selected over another.
With a good performance based interview with some technical questions included, the selecting official should be able to identify the applicant that best meets the needs of the position and the organization. This also gives ownership of the selection to the selecting official. Yes, interviews can be time consuming, but a proper selection is worth the time and effort. And being able to defend the selection could avoid large cost in a discrimination case down the road.
Other considerations:
- Keep HR off the BQ panel unless it’s an HR related position. HR should own the process, ensure it’s followed consistently by all managers and defend it in front of any third party.
- Keep diversity in mind when forming the BQ panel.
- Keep as much personal information such as birthdates, race, etc out of the packet as possible.
- A supervisor that fully understands the skills needed to be successful in the position should write the crediting plan. HR should help.
- The crediting plan is a living document and should be updated after each recruitment and make any adjustments that may be needed.
- Train the selecting officials on the process. Also have a briefing with each BQ panel prior to them meeting to ensure they understand their role and to ensure consistency.
- If the BQ panel meets on more than one day, do not change members. The same members of the panel should review each packet. This also ensures consistency.
- Have lunch and learns for employees on the merit promotion process. The process should be transparent. Also offer training to employees on KSA writing and interviewing techniques. This can help reduce complaints.
- Make sure the union is involved at the proper points of the process that is defined by the collective bargaining agreement.
- Crediting plans are confidential and should never be shown to potential applicants.
By using the ideas in the three parts and ensuring consistency throughout your process, you can be confident you are making bullet proof selections.
