The current essay will describe the staffing procedure for a college department at ASA College. Much attention is paid to job analysis and position description, announcement of the position and selection of candidates, trainings and professional development, fair treatment and the procedure of retentions. This paper will discuss all the necessary steps for the performance of the effective and efficient human resource management in the educational institution.
Description of the Organization and the Division
ASA College is the private educational institution that offers professional certificates and associate degrees in the following programs: business, health disciplines, criminal justice, arts, and computer technologies (ASA College, 2015).
The organizational chart of ASA college is presented on the figure 1 (ASA College, 2015).Organizational chart of ASA College.
ASA College provides campuses for its students. In addition, people can obtain services of distance learning, continuing of education, and intensive studying of English language (ASA College, 2015). The current work will describe staffing procedures for the division of continuing education. This division enables lifelong learning that improves the professional knowledge and skills through offering the following certified courses: healthcare, criminal justice, business and information technology (Division of Continuing Education of ASA College, 2015). “Providing education by expanding opportunities for growth and development” is the mission of the department (Division of Continuing Education of ASA College, 2015). The division of continuing education has numerous benefits: convenient schedule (day, evening and weekend), free consolations concerning career development and writing resumes, professional educators, and flexible payment plans.
The planning of the staffing procedures will begin with the precise job analysis. The determination of tasks that should be performed is the primary stage of the development of the staffing plan. Then, knowledge and skills are necessary for the performance of these tasks should be considered. The emphasis should be made on the availability of previous working experience and its relevance to the position. Much attention will be paid to the abilities that are considered to be the most relevant for employers: “problem-solving (47 percent), and strategic thinking (34 percent), and additionally cite team-building and the ability to understand and interpret data” (Maurer, 2015).
Both professional knowledge and personal skills will be evaluated during interviews and tests. The position description will be prepared by human resource manager and approved by the head of the division. It will contain the following information: job title, salary, summary and overall objectives of the job, required education end experience, competency and responsibilities, work environment, position type and expected hours of work, description of opportunities (Proudfit, 2015). Moreover, Matthew Proudfit (2015) in his work How to Develop a Job Description stated that “essential functions of the position must be defined” for the successful selection process.
The effective workforce planning will be performed by using both operational and strategic initiatives. Operational planning contains the optimization of employee working hours and distribution of talent among the divisions, identification and meeting of functional needs of workers, and assurance of the job satisfaction. Strategic initiatives will be represented by forecasting of knowledge drain and future talent needs. This will be achieved by the assessment of the amount of employees who intend to leave the division or will be dismissed in the nearest time and preplanned future growth of the division. Determination of necessary amount of individuals and professional requirements to them can be made by using the following workload indicators: student / teacher ratio (measurement of amount of students per teacher), number of teaching hours, and distribution of time of education during the class studies (OECD, 2014).
Recruitment and Selection
The announcement for the position will be prepared by the human resource manager. This person will formulate clear job description and post it. The internal posting will be performed by the announcement of the information regarding the open position inside the ASA College during a professional meetings of educators. The external posting of the position will be made through putting the job description on the official site of the college and job searching web sites, and public announcement during the national educational meetings.
All the applicants will be required to send their resumes and CVs to the human resource department of ASA College. The information about the completed education and the previous working experience will be thoroughly checked. Applicants will be asked to send supportive documents. Moreover, human resource manager will call the previous employers and ask the information about the competence and personal behaviors of the applicants.
The candidates who have necessary level of skills, knowledge, and experience will be invited to the college for passing special tests. These tests will be aimed at determining personal traits and the level of professionalism. Applicants who have passed these tests successfully and showed the highest results will be invited for an interview with human resource manager and the head of the division. During the interview, the applicant will be asked various questions: resume- based, behavioral, and case questions (The Trustees of Princeton University, 2015). Such a great variety of questions will assure that the information presented in the resume and CV is veracious, the person can become the relevant member of the staff and can respond to the challenging situations and solve real-life issues. In addition, human resource manager will have an ability to determine “how the applicant might respond in future situations” (The Trustees of Princeton University, 2015). The job offer will be presented in writing and in person. The written offer will eliminate any misunderstandings that might occur during face-to-face or person presentation. Personal presentation will allow the applicant to ask questions and receive answers to them. It should be noted that each person who has applied for the position will be informed about the final decision. Human resource managers should provide “explanations and justification for procedures or decision” in order to assure that “the organization is perceived in a positive light” (Baurer et al., 2012).
Training and Development
The new employee orientation process will begin prior to employee’s arrival. Everyone in the department should be notified about the new employee. This person should be treated with due respect and honesty. Special preparations should be made: the copy of the job description cart and the plan of the college, names and phone numbers of the staff, and arrangement of building and driving passes. The work location of the new employee should be clean and organized. The first working day should be thoroughly planned. During the first day, the new employee should be introduced to the staff. Human resource manager should review the job description, telephone, fax and e-mail use, and show the working place. Special ongoing trainings should be performed for the explanation the code of conduct, ethic code, college policy, personal rights and responsibilities. In addition, the emphasis should be made on the facilitation of integration of new member into the staff. The new employee will obtain the information about professional development opportunities such as various managerial and leadership programs (Connley, 2015). These programs will help to improve the communication with co-workers and students and the ability to espouse the personal views.
Employee Engagement and Retention
The engagement of the team into the strategic planning will be performed by strengthening the feeling of personal belonging to the department, proclamation the necessity of further improvement, and granting them autonomy. Participation opportunities will stipulate the feeling of belonging. At the same time, “allowing workers to help create those opportunities for participation gives them pride, ownership and a deep sense of fulfillment that motivates their creativity” (Mathis, 2013). The team engagement is closely connected with the process of setting of organizational goals that have several steps. The first step is determination of weak and strong sides of the division, its threats, and opportunities. Then, the plan for meeting the current issues should be developed by using the brainstorming method. This methodology will engage employees into the working process and form the background for the democratic form of the participative decision-making. This form is represented by conversation between staff members, free sharing of ideas, and synthesizing them into some particular decision. The goal of the team should be directed towards the improvement of the division’s position and its further development. The values of the division will concern the providing of high quality education, constant improvement of the studying process, and commitment to excellence. Effective work of the staff will be formally and informally recognized. The formal recognition will be represented by award banquets and bonuses. Expressing of appreciation will represent the informal recognition.
The goals of the division will be closely connected with the personal goals, because strengthening of the division’s position and further development are impossible without personal self-improvement. Increasing individuals’ knowledge and skills will be beneficial for ASA College, because it will raise the quality of the educational process. The effectiveness of the HR initiatives will be determined by the following metrics: hire retention and diversity, the extent of fulfilment of plans, termination rates, and training scores (Sullivan, 2009). Additionally, the assessment of division’s work and effectiveness of HR strategies will be performed by collecting informal feedbacks through personal regular meetings with the staff. These meetings will have the aim to determine personal challenges and open sharing of views (Boudreau & Rice, 2015). More official conversations will be also performed. They will enable discussion of existing issues by all the members of the division and facilitate finding the best possible solution.
The engagement of employees into the working process and their self-improvement will be stipulated by coaching and mentoring. Human resource manager will provide feedbacks and timely recognition for the well done job frequently. Much attention will be paid to appreciation of sharing of experience and knowledge inside the division and between the educators of different colleges and universities. Proclamation of the necessity of trainings for the further career development will also inspire the staff. As it has already been mentioned, the positive performance of any employee will be rewarded by verbal appreciation, award banquets, and bonuses.
Benefits and Compensation
The employees in ASA College are exempt. They have fixed working hours. Special pay scales based on the amount of teaching hours are used for calculation salaries. The person will obtain payment if there is a reasonable excuse for not working. The example of a reasonable excuse is illness. Moreover, educators who work in ASA College have basic life, vision, and dental insurance. The retirement is performed in accordance with Teachers’ Retirement System of the City of New York. Other benefits provided by ASA College are flexible working schedule, paid vacation time and employee assistance plan. In addition, the college provides telephone consultations for solving daily issues, like child and elder care needs, drug and alcohol dependencies, stress-related and emotional issues, etc.
The fair treatment in the division will be assured by disciplinary and grievance procedures. Before making formal disciplinary actions, managers will try to resolve the existing issue by engaging the employee into an informal discussion. The failure of this action will be followed by verbal warning and written warning. If employee’s work fails to improve, the person will be dismissed. The employee has the right to appeal against the disciplinary action within five working days.
Employees of ASA College will have the right to raise a grievance and to discuss it with the administration. It should be raised in the written form as soon as possible for the timely resolution of the issue. The administration will invite the employee to a meeting for the discussion of the grievance during the five working days from its receipt. During the five working days after the meeting, the employee will be informed about the decision on this issue.
The educators who work in ASA College are members of American Federation of Teachers and Association of American Educators. Human resource managers will establish close relationship with union leaders reflected in constant consultations concerning existing and future college policies and initiatives. Plans for future will be discussed with human resource professionals. Sharing of knowledge and experience will form the background of processes of hiring and retention of employees.
This essay provides the precise description of all the steps of staffing in the educational institution. This process begins with the determination of the required position and necessary skills and knowledge of the future worker. The preparation of job description and its internal and external presentation will be performed by the human resource manager. This person will arrange the selection process, such as tests and interviews, and inform applicants about the final decision. Much attention should be paid to the organization of ongoing arrangements and trainings of a new employee. The new employees and all the members of the staff should understand goals, values and directions of the division clearly. Their involvement into the decision-making process forms the background of the success and future development of the educational institution. Human resource manager should appreciate the positive performance of the staff by formal and informal recognition. At the same time, failures will be punished according to the existing disciplinary procedures. The majority of the initiatives developed by HR department will be discussed with trade unions and other human resource professionals.