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GatewoodChapter9.pptx

CHAPTER 9

Application Forms – Biodata Assessments, Training & Experience Evaluations, and Reference & Social Media Checks

Learning Objectives

Understand the design and use of employment application forms and how biodata application material is useful in predicting job-relevant criteria.

Review employment application forms for content that might be illegal.

Develop rudimentary application form items relevant to a position opening.

Screen applicant résumés for content that might signal distortion of an applicant’s reported background and accomplishments.

Know when and when not to use training and experience evaluations with job applicants.

Understand the role of applicant reference checks and why use of social media content for human resource selection purposes is currently not appropriate.

Application Forms – Biodata Assessments

Nature and Role of Application Forms and Biodata in Selection

An application form consists of a series of questions designed to provide information about the general suitability of applicants for jobs to which they are applying

It serves as a means for

deciding whether applicants meet the minimum requirements of a position

assessing and comparing the relative strengths and weaknesses of individuals making application

Application Forms – Biodata Assessments

Nature and Role of Application Forms and Biodata in Selection

An application form, however, can provide information that unfairly discriminates against some individuals – federal and state laws (such as Title VII) were passed to prevent discrimination

A key issue facing any application reviewer is in deciding what application data are most beneficial in choosing successful job applicants

We refer to application information empirically developed and scored in a way to maximize prediction as biodata – self-report data provided by the applicant

Application Forms – Biodata Assessments

Nature and Role of Application Forms and Biodata in Selection

Biodata is based on the notion that a deeper study of applicants and their employment backgrounds and life experiences can be employed as an effective predictor

At least two ways to categorize biodata:

Response-type – based on the type of response options offered to a respondent (Table 9.1 – examples)

Behavior-type – based on the specific behavioral content of the item itself (Table 9.2 – examples)

Application Forms – Biodata Assessments

Evaluating Application Forms as Predictors

Information obtained from application blanks can be useful, but to realize its potential, 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 supervisory ratings of performance, productivity, promotion, tenure, turnover, and training success (Table 9.3) but only when the criterion is taken into account when identifying which items to rely on

Evaluating Application Forms as Predictors

Self-reported application data are susceptible to distortion – applicants believe it is advantageous to “look good”

Applicants should be told – preferably both verbally and in writing – that the information they give will affect their employability

Extent of faking can be reduced through instructions that include statements about the consequences (e.g., “Deliberate attempts to falsify information … may be grounds for not hiring you … or for terminating you after you begin work.”)

Applicants should be required to sign and date their application, and sign a statement certifying the accuracy of the information they provided

In states covered by an employment-at-will doctrine, an employer should be sure that no contract of permanent employment is implied in the application or any resulting job offer letter

Evaluating Application Forms as Predictors

Legal Implications of Application Forms

“The more information (on application forms), the better” mentality can create major problems for an employer

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

Generally assumed that all questions asked are used in making hiring decisions

The burden of proof may be on the employer to demonstrate that all application questions are fair and not discriminatory

Evaluating Application Forms as Predictors

Legal Implications of Application Forms

The law according to EEOC preemployment guidelines cautions against questions that

disproportionately screen out minority group members or members of one sex

do not predict successful performance on the job

cannot be justified as a business necessity

Table 9.4 lists rating criteria useful for examining the appropriateness of application form questions

Evaluating Application Forms as Predictors

Composition of Application Forms

Most job applications consist of two majors 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 Forms as Predictors

Composition of Application Forms

Instructions for applicants:

The form should be clear and understandable

The form should state that applicants giving unsolicited information will be rejected

The form should state that disabled applicants can request reasonable accommodation in completing the application

The form should state that it has been reviewed to ensure it is job-related and fair

The form should address privacy concerns – who will see the information or how applicant responses will be used

The form should be reviewed for its attractiveness, fairness, ease of use

Evaluating Application Forms as Predictors

Composition of Application Forms

Questions for applicants:

Requesting information other than that necessary for initially judging applicant qualifications to perform a job opens an organization to the possibility of a discrimination charge

Organizations should ask job-related questions only and avoid those relating to personal information

Including discriminatory questions on an application form influences applicants’ perceptions of the employing organization – applicants viewed the company as less attractive, were less motivated to pursue employment with the organization, were less likely to accept an offer of employment, were less likely to recommend the organization

Evaluating Application Forms as Predictors

Selecting Application Form Content

Some essential data should be assessed in all forms:

Name

Current address

Telephone number

Work experience

Level of education and training received

Skills possessed

Social Security number

Evaluating Application Forms as Predictors

Selecting Application Form Content

The lower the level of a job or job class, the shorter, less detailed the content of the application

Job analysis methods can identify items that could be useful in screening applicants for a job but each must be reviewed for its fairness and usefulness

Employers should first research the fair employment practice laws that exist for their state

An employer conducting business in more than one state should review each state’s laws, regulations, and guidelines concerning use of preemployment inquiries – one excellent source for review is The Commerce Clearing House Employment Practice Guide, State FEP laws

Evaluating Application Forms as Predictors

Developing and Revising Application Forms

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

Several steps involved in developing biodata questions, including:

Because there are often many type of jobs in a firm, more than one application form may be needed

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

Develop a pool of biodata items

Evaluating Application Forms as Predictors

Developing and Revising Application Forms

These guidelines should be followed as biodata items are formatted into an application form:

Should principally deal with past behavior and experiences

Items dealing with family relationships or other personal matters are usually viewed as offensive

Specificity and brevity of of items and response options are desirable

Numbers should be used to define options or alternatives

All possible response options and an “escape” option (“other”) should be given – where possible, response options that form a continuum should be used

Evaluating Application Forms as Predictors

Developing and Revising Application Forms

These guidelines should be followed as biodata items are formatted into an application form:

Item options should carry a neutral or pleasant connotation

Items dealing with past and present behaviors and with opinions, attitudes, and values are generally acceptable

Items should reflect historical events that are important in shaping a person’s behavior and identity

To lessen the effect of individuals responding in ways considered to be socially desirable (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 Forms as Predictors

Developing and Revising Application Forms

Prescreening and pilot-testing biodata items:

Biodata items developed are reviewed by a panel of judges – items that objectionable or have potential bias are eliminated

Ideally, items will be tested on a large group representative of the applicant or employee population for which the biodata form will be used

Analyses are performed in order to choose those items most useful

Items passing prescreening and pilot-testing reviews are retained for inclusion in the final version of the application form

Evaluating Application Forms as Predictors

Developing and Revising Application Forms

Scoring the biodata form:

Various scoring options for biodata measures usually fall into two categories:

Calculation of a single, empirically keyed overall score predictive of employee success

Development of multiple scores for dimensions or groups of related items appearing on a biodata inventory

Several methods of empirical keying are available including vertical percentage, horizontal percentage, correlation, differential regression, deviant response, rare response

Evaluating Application Forms as Predictors

Résumés

The first impression many employers have of applicants often is from their résumés

Résumés are subject to the same kinds of distortions that plague many application forms

Résumé items used by recruiters to infer job applicant attributes are shown in Table 7.6

Evaluating Application Forms as Predictors

Internet-Based Résumé Screening

The rate of unsolicited résumés has exploded along with growth in Internet usage

Companies frequently automate scanning and scoring résumés using keyword search to identify specific attributes that meet minimum qualifications or credentials – work experience, training or education

Two legal issues particularly salient with online screening

Disparate impact due to lack of Internet access

Privacy concerns of applicants

Evaluating Application Forms as Predictors

Using Application Forms in HR Selection

Research shows that application information managers rely to make the initial screening decision often differs from they actually use – e.g., some relied on gender rather than applicant qualifications for the job

Methods that have been demonstrated to provide valid information tend to be either based on an empirical scoring key, resulting in an overall score, or they rely on multiple job-relevant constructs with separate scores

Application forms can be used liked a checklist – training and experience evaluations (T&E evaluations)

Training and 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 in a number of ways:

as the sole basis for deciding whether an an individual is qualified

as means for rank-ordering individuals from high to low based on on a T&E score

as a basis for prescreening applicants prior to administering more expensive, time-consuming predictors

in combination with other predictors used for making an employment decision

Training and Experience (T&E) Evaluations

Nature and Role of T&E Evaluations in Selection

Examples of T&E evaluations in selection

Only a brief check needed of relevant portions of a job application for minimal qualifications – Figure 9.1

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

Determination of what experience, education, and training and relevant for successful task performance – Figure 9.3

T&E calculations are based on ratings rather than using empirically keyed life history responses like those used in biodata

Training and Experience (T&E) Evaluations

Reliability and Validity of T&E Evaluations

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

Validity – although most organizations use prior training and work experience as a first cut in selecting applications, surprisingly 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 demonstrated the highest validity with a mean correct validity coefficient of 0.45

Training and Experience (T&E) Evaluations

Legal Implications

Organizations should ensure that training and experience qualifications they rely on for initial selection decisions are fair and not discriminatory

Organizations should avoid collecting information that disproportionately screens out members of one sex or minority group, particularly when that information

does not predict successful performance on the job

is not related to the requirements of the job

cannot be justified as a business necessity

Predictors should be based on a competent job analysis, have some validity evidence available, and be uniformly applied to all applicants

Training and Experience (T&E) Evaluations

Recommendations for Using T&E Evaluations

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

T&E evaluations are subject to the Uniform Guidelines

T&E evaluations should be used only as rough screening procedures for positions where previous experience and training are necessary for job performance

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

Some form of data verification should be made from self-report data

Where distortion of self-evaluation information is likely to be a problem, final hiring decisions based on other selection measures (ability, job knowledge, tests) can minimize risks associated with T&E evaluations

Reference Checks

Nature and Role of Reference Checks in Selection

Collection of information about prospective job applicants from people who have had contact with the applicants – information used for the following purposes:

To verify information given by job applicants

To serve as a basis for either predicting job success or screening out unqualified applicants

To uncover background information that may not have been provided by applicants

Reference Checks

Types of Reference Data Collected

Generally speaking, four types of information are solicited through reference checks:

Employment and educational background data

Appraisal of an applicant’s character and personality

Estimates of an applicant’s job performance capabilities

Willingness of the reference to rehire an applicant

Table 9.7 illustrates the usefulness of employment and personal background information collected through reference checks

Reference Checks

Usefulness of Reference Data

Reliability and validity of reference data

little research evidence available regarding reliability and effectiveness in predicting job performance

low validity of reference data

multiple factors affect validity

Applicant acceptability

applicant reactions to references likely to vary

references viewed more favorably by applicants than cognitive ability evaluations, personality tests, biodata, integrity tests, but not as favorably as employment interviews, work samples, résumés

Reference Checks

Legal Issues Affecting the Use of Reference Checks

Two broad categories particularly critical:

Discriminatory impact reference checks may have on a job application and the defamation of an applicant’s character through libel or slander

Complaints filed against employers for “negligent hiring” of employees

Reference Checks

Legal Issues Affecting the Use of Reference Checks

Discriminatory impact and defamation of character

For defamation to occur, several elements must be present:

A written or oral defamatory statement must have been given

There must be a false statement of fact

Injury must have occurred to the referee

The employer does not have absolute or qualifies privilege

Reference Checks

Legal Issues Affecting the Use of Reference Checks

Negligent hiring

For an employer to be held liable, five points must be covered:

Injury to a third party caused by an individual employed by a firm

Employee must be shown to be unfit for the job he or she holds

Employer knew or should have known that the employee was unfit for the job

Injury received by the third party must have been a foreseeable outcome resulting from the hiring of the unit employee

Injury is a reasonable and probably outcome of what the employer did or did not do in hiring the individual

Reference Checks

Legal Issues Affecting the Use of Reference Checks

Recommendations to former employers to supply information on a past employee

Submit a written request for information on specific questions relevant to making an employment decision, and use the same questions with every applicant

Include a release form signed by the applicant stating the applicant has read and approves the information requested and the applicant requests that the information be given

Reference Checks

Legal Issues Affecting the Use of Reference Checks

If the previous employer refuses to provide such information, then

Call the person in charge of human resources and ask why the request was not honored

Ask how a request should be made so it will be honored

If the previous employer still refuses, then

Inform the individual that failure to cooperate is being documented with date, time, and name of the person refusing

Verify the candidate’s statements about the position held, number of years in that position, and the final salary

If the missing information relevant that the applicant will not be hired without it, indicate that previous employer’s refusal the reason for lack of an offer

Reference Checks

Methods of Collecting Reference Data

Telephone checks – relatively fast, high reference return rate, allows follow-up questions or clarity of type of information needed, inexpensive to conduct

Internet and e-mail reference checks – fast, inexpensive, but not as interactive, less desirable due to lack of privacy and informality, may be necessary when searching public records, references submitted electronically considered legally binding

Mail checks – a written questionnaire or letter, candidate should sign a release form giving former employers permission to release information without liability, low return rate

Reference Checks

Methods of Collecting Reference Data

Letters of recommendation – probably restricted to high-skill or professional jobs, may provide greater depth of information, negative comments seldom given, disadvantages include:

Writers have the difficult task of organizing the letter and deciding what to include

Letter quality will depend on the effort expended by the writers and their ability to express their thoughts

Writers tend to be positive in their evaluations and often lack specificity and accuracy in letter writing

The same job-relevant information will not be obtained on each applicant

Information relevant to hiring organization may be omitted

Scoring of the letter is subjective and based on reader’s interpretation

Reference Checks

Methods of Collecting Reference Data

In-person checks – involve face-to-face personal contact with reference giver (allows high level of interaction which may lead to more useful information being exchanged), often part of background investigations and concern jobs in which an incumbent is a potential security of financial risk, expensive, time-consuming, often impractical, not frequently used in most selection programs

Reference Checks

Sources of Reference Data

Reference givers must meet four conditions for their data to be useful:

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

They must have knowledge of the candidate

They must be competent to make the evaluations requested and be able to express themselves so their comments are understood as intended

They must want to give frank and honest assessments

Reference Checks

Sources of Reference Data

Former employers – an important source for verifying previous employment records and evaluating an applicant’s previous work habits and performance, available data likely released through personnel office, information from previous supervisors particularly valuable

Personal references – most applicants choose individuals they believe will give a positive evaluation, can provide information about prior employment and candidate’s qualities and behavior characteristics, important to ask how long and in what capacity the reference has known the applicant

Reference Checks

Sources of Reference Data

Investigative agencies – will conduct background checks that focus on résumé and application information, educational accomplishments, credit ratings, police and driving records, personal reputation, lifestyle; expensive and require more time; checks take the form of consumer reports (two basic types):

Consumer reports – any written or oral communication collected concerning an individual’s credit standing, character, general reputation, personal characteristics used to establish eligibility for employment

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

Reference Checks

Sources of Reference Data

Public records – use caution– be sure information solicited does not discriminate and can be justified by the nature of the job for which applicant is being screened; records include:

Criminal records

Motor vehicle department records

Workers’ compensation records

Federal court records

Educational records

Reference Checks

Social Media

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

Information learned just as often used to screen out candidates as to hire candidates

Can serve as an important predictor of job performance and organizational fit – current empirical evidence does not support that use

Information solicited should not discriminate against a protected group

Until reliability and validity evidence for collecting social media information available, use of same should be avoided in HR selection

Reference Checks

Recommendations for Using Reference Checks

Reference data most properly used when involves job-related concerns

Because reference check tailored to a specific job, likely need more than one general form for all positions in an organization

Reference checks subject to the Uniform Guidelines

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

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

Reference takers collecting information should be trained in how to interview reference givers

Reference Checks

Recommendations for Using Reference Checks

All reference check information should be recorded in writing

If applicant provides references but reference information cannot be obtained, ask for additional references

Check all application form and résumé information

Negative information received frequently serves as a basis for rejecting an applicant – caution is advised in using any negative data as a basis for excluding applicants

If background investigation firm used, understand that firm is serving as the employer’s agent – employer may be held liable for agent’s actions

Do not ask for applicants’ social media usernames and passwords

Summary

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

Collecting basic background information enables one to ensure applicant has the minimal skills and qualifications to do the job

Those making hiring decisions should carefully consider each piece of information requested in the early stages of selection – considerable utility to be gained by rigorously measuring minimum qualifications and applicant ability and motivation at this stage