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Human Resource Selection, 8e

Gatewood

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SELECTION MEASURES

Each of the chapters in this section treats a major selection approach in detail

Hiring high performers depends on three factors described in Chapter 8:

1. Validity coefficient

2. Selection ratio

3. Base rate of success

See Table 9.1, an excerpt of the Taylor and Russel tables

Table 9.1 – Summary of Major Steps…Concurrent & Predictive…

Application Forms and Biodata Assessments, Training and Experience Evaluations, and Reference Checks

Chapter 9

Application Forms and Biodata Assessments

Nature and Role of Application Forms in Selection

An application form consists of a series of questions regarding suitability for the job

The application makes it possible to

(a) decide whether applicants meet minimum requirements

(b) assess and compare the people making application

Application Forms… Nature & Role of Application Forms, Selection (2)

But application forms can provide information that unfairly discriminates

Title VII and other laws prohibit discrimination

What application data are most helpful in choosing successful job applicants?

Here, we refer to application information empirically developed and scored in a way to maximize prediction: biodata, separate from personality, interests, abilities

Application Forms… Nature & Role of Application Forms, Selection (3)

Biodata consists of scoring keys noting specific individual items on the application that distinguished between successful and unsuccessful employees

Indicators are weighted as to importance

Effective for a variety of lower-skilled jobs

Biodata categorized 2 ways:

(a) response type

(b) behavior-type

Table 9.2 – Classification … by Response Type

Table 9.3 – Classification … by Behavioral Content

Evaluating Application Blanks as Predictors

Information from applications can be useful, but the form must either:

rely on an empirical analysis to identify items that predict the outcome of interest; or

begin with a job analysis to ensure that only job-related questions are posed

Biodata can predict performance, productivity, promotion, etc. but only when the criterion is taken into account when identifying which items to rely on

Table 9.4 – Summary of Biodata Validation Studies for…Criteria

Evaluating Application Blanks as Predictors (2)

Self-reported application information may be distorted or embellished; to reduce this:

Warn applicants that false information may be grounds for dismissal, even if hired

Warn applicants that information will be checked

Have applicants sign a statement certifying the accuracy of the information

In employment-at-will states, include an employment-at-will disclaimer

Evaluating Application Blanks… Legal Implications of Application Forms

More questions on the application may not be better

Federal and state laws affect the kinds of information that can be requested

Assumed that all questions are used in making a hiring decision

Burden of proof on employer to prove questions are fair and not discriminatory

Table 9.5 shows the rating criteria for examining the appropriateness of application questions

Table 9.5 – Questions to be Asked in Examining Appropriateness…

Evaluating Application Blanks… Composition of Application Forms

Most job applications consist of two major parts:

Instructional information for completing and submitting the application

Questions whose answers are used in deciding applicant suitability for a position in the organization

Evaluating Application Blanks… Composition of Application Forms (2)

Instructions for Applicants

Should be clear and understandable

Should prohibit giving unsolicited information

Should state that disabled applicants can request reasonable accommodation in completing the application

Should state that the form has been reviewed to make sure it is fair and job-related

Should address privacy concerns

Should be attractive, fair, easy to use

Evaluating Application Blanks… Composition of Application Forms (3)

Questions for Applicants

Should not request information other than that necessary for initially judging qualifications

Should ask job-related questions only

Should not ask for personal information

Should avoid discriminatory questions

Applicants less likely to accept an offer

Evaluating Application Blanks… Selecting Application Form Content

Essential in all forms:

(a) name

(b) current address

(d) work experience

(e) level of education and training received

(f) skills possessed

(g) social security number

Evaluating Application Blanks… Selecting Application Form Content (2)

The lower the job level, the shorter, less- detailed the application should be

Job analysis will identify other possible questions, but each must be reviewed for fairness and usefulness

Research the fair employment practice laws in all states in which you do business

Consult the Commerce Clearing House Employment Practices Guide, State FEP laws

Evaluating Application Blanks… Developing and Revising Application Forms

Employers should study carefully the development or revision of their biodata forms

Several steps are involved:

1. Because there are many types of jobs, more than one application form may be needed

2. Job analysis data should serve as one basis for choosing employment application questions

3. Develop a pool of biodata items

Table 9.6 – Examples of Appropriate & Inappropriate Questions…

Table 9.6 – Examples of Appropriate & Inappropriate Questions… (2)

Table 9.6 – Examples of Appropriate & Inappropriate Questions… (3)

Table 9.6 – Examples of Appropriate & Inappropriate Questions… (4)

Evaluating Application Blanks… Developing and Revising Application Forms (2)

Guidelines for biodata items on applications:

1. Biodata items should deal with past behavior

2. Items re family or other personal matters are usually viewed as offensive

3. Specificity and brevity of items and response options are desirable

4. Numbers should be used to define a biodata item’s options or alternatives

Evaluating Application Blanks… Developing and Revising Application Forms (3)

Guidelines for biodata items on applications:

5. All possible response options and an “escape option (other) should be given; where possible, use response options that form a continuum

6. item options should carry a neutral or pleasant connotation

7. items dealing with past and present behaviors and with opinions, attitudes and values are ok

Evaluating Application Blanks… Developing and Revising Application Forms (4)

Guidelines for biodata items on applications:

8. Items should reflect historical events important in shaping a persons’ behavior and identity

9. To lessen the effect of individuals faking, biodata items should reflect external events, be limited to firsthand recollections, be potentially verifiable, and measure unique, discrete events (such as age when first licensed to drive)

Evaluating Application Blanks… Developing and Revising Application Forms (5)

Prescreening and Pilot-Testing Biodata Items

The biodata items developed should be reviewed by a panel of judges who remove items that are objectionable

Ideally, these biodata will be tested on a large group representative of the applicant of employee population which will use it

Sample analyses should be developed to choose the most useful items

Biodata should be scored

Evaluating Application Blanks… Resumes; Internet-Based Screening

Resumes are the first impression firms have of applicants, but they are subject to the same kinds of distortions as applications

Internet-Based Resume Screening

Receipt of unsolicited resumes has skyrocketed

Firms may automate review by scanning and scoring using keywords

2 legal issues:

Lack of internet access may have disparate impact

Privacy concerns of applicants

Table 9.7 – Resume Items Used by Recruiters to Infer Abilities & Skills…

Evaluating Application Blanks… Using Application Forms in HR Selection

Research shows that the information managers say they rely on to make the initial screening decision often differs from what they actually use

Some relied on gender rather than qualifications

The methods demonstrated to provide valid information from application data are either based on an overall score or on multiple job-relevant constructs with separate scores

Training & Experience (T&E) Evaluations

Nature and Role of T&E Evaluations in Selection

T&E evaluations are a way to rationally assess previous experience, training and education information given by job applicants

Scores from the evaluations can be used:

(a) as the sole basis for deciding qualification

(b) as a means for rank-ordering individuals

(d) in combination with other predictors

Training & Experience (T&E)… Nature & Role of (T&E) Evaluations…

Examples of T&E Evaluations

Figure 9.1 – The brief check; used when only a brief check is needed of relevant portions of a job application for minimal qualifications

Figure 9.2 -When a more thorough review of minimum qualifications is being made

T&E calculations are based on ratings rather than using empirically keyed life history responses

Figure 9.1 – Brief T&E Evaluation Used for Appraising Applications...

Figure 9.2 – An Example T&E Experience Evaluation Form…

Figure 9.2 – An Example T&E Experience Evaluation Form…(2)

Figure 9.3 – An Example Rating Form…Evaluating T&E…

Training & Experience (T&E)… Reliability & Validity of T&E Evaluations

Reliability – T&E evaluations tend to reflect rather high interrater reliability estimates

Validity – Although most firms use prior training and work experience as a first cut in selecting applicants, few studies examine the validity of these predictors

One study found that the validity of T&E ratings varied with the type of procedure used

Behavioral consistency method highest with 0.45

Training & Experience (T&E)… Legal Implications

The T&E qualifications organizations rely on for initial selection decisions should be fair and not discriminatory

Avoid collecting information that disproportionately screen out members of one sex or minority group, particularly when that information:

(a) does not predict successful performance

(b) is not related to the requirements of the job

Training & Experience (T&E)… Recommendations for Using T&E…

1. Use T&E evaluations to set specific minimum qualifications job candidates should hold, rather than using a selection standard such as a high school diploma

2. T&E evaluations are subject to the Uniform Guidelines

3. T&E should be used only as rough screening for positions where previous experience and training are necessary

Training & Experience (T&E)… Recommendations for Using T&E…(2)

4. Forms and procedures for collecting and scoring T&E evaluations should be standardized as much as possible

5. Data verification should be made of self-reporting by applicants

6. Where distortion of self-evaluation information is a likely problem, final hiring decisions based on other selection measures (ability, etc.) can minimize risks

Reference Checks Nature and Role of Reference Checks

The collection of information about prospective job applications from people who have had contact with the applicants

The information is used:

(a) to verify information given by the applicant

(b) as a basis for predicting job success or screening out unqualified applicants

Reference Checks Types of Reference Data Collected

Four types of information solicited through reference checks:

(a) employment and educational background

(b) appraisal of character & personality

(d) willingness of reference to rehire the applicant

Table 9.8 shows the usefulness of information collected by reference checks

Figure 9.8 – Getting Adequate Employment Information on Applicants

Reference Checks Usefulness of Reference Data

Reliability and Validity of Reference Data

Surprisingly little research on its reliability

Studies report 0.26 & 0.29 validity

Multiple factors affect validity

Applicant Acceptability

Applicant reaction to credit checks likely different than verifying employment dates

References are viewed more favorably by applicants than cognitive ability evaluations, personality tests, biodata, integrity tests

Reference Checks Legal Issues Affecting…Reference Checks

Discriminatory Impact and Defamation of Character

A few cases have dealt with discriminatory impact through reference checks

Defamation claims can be brought against the former employer, the one giving the reference

Reference Checks Legal Issues Affecting…Reference Checks (2)

Elements to prove discrimination

1. a written or oral defamatory statement

2. a false statement of fact; to defend, the employer must prove the statement was made in good faith, and believed to be true

3. injury must have occurred to the referee, such as the inability to get another job

4. the employer does not have absolute or qualified privilege

Reference Checks Legal Issues Affecting…Reference Checks (3)

Elements to prove Negligent Hiring:

1. injury to a third party caused by a person employed by the firm

2. Employee was unfit for the job (criminal background, violent, untrustworthy, etc.)

3. Employer knew or should have known applicant was unfit (failed to check references?)

4. Injury received by 3rd party was foreseeable

5. Injury is a reasonable and probable outcome of what employer did or did not do in hiring

Reference Checks Legal Issues Affecting…Reference Checks (4)

How to encourage former employers to provide information:

Submit a written request for information on specific questions relevant to the decision

Include a release form signed by the applicant stating:

(a) applicant has read and approves the information requested; and

(b) applicant requests that the information be given

Reference Checks Legal Issues Affecting…Reference Checks (5)

If previous employer refuses, then:

Call the person in charge of HR and ask why

Ask how a request should be made so they will honor it; If they still refuse

Inform person that failure to cooperate is being documented with date, name, etc.

At a minimum, verify the applicant’s statements about the position held, years there, etc.

If information so relevant that applicant will not be hired without it, tell them applicant will be told that previous employer’s refusal was the reason

Reference Checks Methods of Collecting Reference Data

Telephone checks – relatively fast, relatively high reference return rate, allow the caller to ask follow-up questions, inexpensive

sometimes elicits information that would not be put in writing

Internet & E-Mail Reference Checks – fast, inexpensive, not as interactive; privacy concerns; may be necessary when searching public records; references submitted electronically as binding as mail

Table 9.9 – Some Example Questions… Asked in a Reference Check

Reference Checks Methods of Collecting Reference Data (2)

Mail checks – use a written questionnaire or letter; send with applicant’s release form giving former employers permission to release information without liability; but low return rate

Letters of Recommendation – probably restricted to high-skill or professional jobs; may provide greater depth of information; rare negative information; disadvantages

Figure 9.4 – Example of a Mail Questionnaire Reference Check

Figure 9.4 – Example of a Mail Questionnaire Reference Check (2)

Reference Checks Methods of Collecting Reference Data (3)

In-Person Check – face-to-face personal contact with a reference giver; high levels of interaction which may lead to more useful information; often part of background investigations re jobs with potential security or financial risk; expensive, time-consuming, often impractical; not frequently used

Reference Checks Sources of Reference Data

For their data to be useful, reference givers must meet four conditions:

(a) must have had a chance to observe the candidate in relevant situations

(b) must have knowledge of the candidate

(d) must want to give frank and honest assessments

Reference Checks Sources of Reference Data (2)

Former Employers – an important source for verifying past employment and evaluating the applicant’s work performance; data from personnel office; information from previous supervisors particularly valuable

Personal References – most applicants chose those they believe will give a positive reference; important to ask how long and in what capacity reference knows applicant

Reference Checks Sources of Reference Data (3)

Investigative Agencies –will conduct background checks; focus on resume and application information; education; credit ratings, police & driving records, personal reputation, lifestyle, more; expensive;

Consumer reports – report re credit standing character, general reputation

Investigative consumer reports – based on personal interviews with applicant’s friends, neighbors, acquaintances

Reference Checks Sources of Reference Data (4)

Public Records – use caution to ensure non-discrimination, and justified by nature of job

1. Criminal records – first, likely to discriminate? Business necessity? Often required for jobs with high degree of public contact, limited supervision, working at private residences or businesses, involving personal care of others, or with access to others’ belongings

2. Motor vehicle department records – only when driving is an essential function of the job

Reference Checks Sources of Reference Data (5)

Workers’ Compensation Records – show the type and number of claims for job injuries; ADA prohibits an employer from asking about workers’ comp claims during selection, but job offer can be contingent on candidate passing a medical exam, which can include information re workers’ compensation history

Reference Checks Sources of Reference Data (6)

Federal Court Records – civil, criminal and bankruptcy federal court case information; search where applicant has lived or worked; other systems for use of governments only

Educational Records – always verify degrees, etc. ; may need an authorization signed by the applicant authorizing the release of educational records

Social Media

Many employers using Facebook LinkedIn, Twitter to conduct their own informal “reference checks”

This information used to screen out a candidate as often as to hire the candidate

Employer should be sure that the information solicited does not discriminate against a protected group, and that it can be justified by the nature of the job for which applicant screening is being undertaken

Reference Checks Recommended Steps for… Reference Checks

1. Reference data are most properly used when the data involve job-related concerns

2. Because we are tailoring the content of our reference check to the content of a specific job, we will likely need more than one general form for all positions in an organization

3. Reference checks are subject to the Uniform Guidelines

Reference Checks Recommended Steps for… Reference Checks (2)

4. A more structured reference checking system rather than an unstructured system is less likely to be open to charges of discrimination

5. Applicants should be asked to give written permission to contact their references

6. Reference takers collecting information by telephone or in person should be trained in how to interview reference givers

Reference Checks Recommended Steps for… Reference Checks (3)

7. All reference check information should be recorded in writing

8. If a job applicant provides references but reference information cannot be obtained, ask the applicant for additional references

9. Check all application form and resume information

Reference Checks Recommended Steps for… Reference Checks (4)

10. Before negative information, is employed:

(a) verify its accuracy with other sources

(b) be sure that disqualification on the basis of the information will distinguish between those who will fail and those who will succeed on the job

Summary

Application forms, resumes, reference checks, and ratings of training, education and experience are relatively inexpensive and easy to collect

Collecting basic background information ensures applicant has the minimal skills and qualifications

At this point, one must screen out 70 to 90%

After these initial cuts, more expensive, time-consuming devices like interview, tests

Even if the predictive validity for the selection tool is only modest, it has a high value at this stage

Considerable utility in early stages of selection