9.1 Recruiting Process

Chapter 5 Human Resources >Section 9 Recruiting 

TABLE OF CONTENTS

• Overview/Purpose
• 9.1.1 identifying Talent Gaps:
• 9.1.2 Requisition Process:
• 9.1.3 Recruiting Agencies
• 9.1.4 Interview Process
• 9.1.5 Reference Checks: 
• 9.1.6 Hiring Decisions:
• 9.1.7 Compliance & Onboarding Requirements: 
• 9.1.8 System Integration:
• 9.1.9 New Employee Orientation and Training Requirements:

Overview/Purpose

To meet the hiring needs of a national childcare provider, Children of America depends on the execution of standard recruiting procedures across all locations, departments, and teams.   Children of America’s recruiting process considers the varying needs for talent as well the regulatory requirements dictated by the childcare licensing standards for childcare providers.

 9.1.1 identifying Talent Gaps:

 The recruiting process begins with identifying the company’s talent gaps and needs across the organization.  Most talent gaps can be categorized as follows:

• New Position(s)
• Replacement of current positions (vacancies)
• Staff Augmentation: project-based staffing, i.e., contractor or temporary workers

Hiring managers are responsible for responding to the needs of the organization, identifying their team’s talent gaps, and responding appropriately by adhering to the policies, procedures and use of the tools outlined in the recruiting process.

9.1.2 Requisition Process:

Once talent gaps are identified the appropriate hiring manager will start the requisition process where they will formally request the search be commenced for the position in question. 

Hiring managers seeking to use third party recruiting resources are required to complete the requisition process outlined and adhere to the procedures for using ‘recruiting agencies’ outlined. The requisition process aims to streamline the process and a b provide hiring managers with a transparent system, ensuring access to the top applicants and facilitating a more effective hiring process for all stakeholders.

The requisition process aims to streamline hiring the process and enhance the overall experience for applicants but also to provide hiring managers with a transparent system, ensuring access to the top candidates and facilitating a more effective hiring process for all stakeholders.

Requisition Process (Step – By – Step) 

Step 1: Hiring Manager Submits Requisition request

Step 2: Requisition is approved by Recruitment Supervisor

Step 3: Job listing posted

Step 4: Automated Email Alerting all parties of req. approval and posting

Step 5: Intake Meeting 

Step 6: Candidate Screening 

Step 7: Candidate Dispositioned 

Step 8: Hiring Manager Schedule interview 

Step 9: Hiring Manager Disposition candidates

Step 10: Requisition Closed

9.1.3 Recruiting Agencies

Children of America recognizes that certain positions within the company may require additional resources to secure the appropriate talent. When utilizing a third-party recruiting agency, it is crucial to follow the process outlined below:

1. All third-party recruiting agencies must go through recruiting to receive pre-approval from executive leadership.

2. A formal agreement, such as a Master Service Agreement (MSA) or Scope of Work (SOW), must be on file to ensure contractual alignment between parties.

3. Recruiting identifies the third-party recruitment agency to use the matches the needs for positions and most cost effective.

4. Prior to agency engagement Hiring Managers must thoroughly review all candidates available through internal resources by certifying one of the following:

a. Minimum 3-5 interviews and determined the candidates to be unsatisfactory or ineligible.

b. No acceptable candidates have been presented 30 days after the job posting.

All candidates are subject to Children of Americas Compliance Requirements, Onboarding and New Employee Orientation processes as outlined herein.

Temp to perm verse full replacement 

A temporary employee is hired through a staffing agency and is not considered a Children of America (COA) employee. These individuals are brought in to fulfill specific job roles for a fixed or limited period. However, they can be converted to permanent employees after a mutually agreed-upon period between COA and the agency. At this point, the temporary employee must undergo the standard COA interview and onboarding process, similar to any new hire.

Full-time Permanent placement: If a staffing agency is used to hire a permanent employee for Children of America (COA), the COA recruiting department will collaborate with the agency to present candidates to the hiring manager. The interview process will follow standard practices, and all communication will be coordinated through the COA recruiting department.

All agency applicants before becoming a permanent employee of Children of America must follow the standard onboarding process as set by the compliance department.

1. Application Submission: Agency employee must submit a formal application to COA.

2. Interview Process: The candidate will undergo COA's standard interview process.

3. References: The COA recruiting department will complete reference checks before an offer is made.

4. Offer: If the candidate is successful in the interview, an offer will be extended using the COA offer process.

5.Onboarding: The applicant will be required to follow all COA onboarding procedures as outlined by the compliance department.

9.1.4 Interview Process

Interview Process: Children of America has designed unique interview guides for the following roles:

Teacher Interview Process: 

All school managers must adhere to the FORCE guidelines when interviewing candidates for teaching positions. This process ensures that we hire teachers who not only meet state standards but also align with our company culture and expectations.

• Organized; time management, scheduling, prioritizing through to do and to don’t lists, project management skills, multi-tasking, maintain consistent clear employee communication. Tenaciously follows up daily, weekly and monthly to hold the team accountable.
• Relationship Builder; build appropriate relationships with children, families, peers (PEEEPS) and home office support team. Is an effective communicator and motivating FORCE engaged in the COA Experience encouraging team members (PEEEPS) to embrace company culture and/or change and the way we do business.

School Management Interview Process: 

  When we have an open manager position in our schools the following process will be completed prior to the person being interviewed by VP or higher.    

Steps to Interview 

1. Once COA Recruiter has a viable candidate. The recruiter will schedule an interview with the Executive Director of the location.
2. Recruiter will inform candidate of the supporting documents needed for interview: resume, transcripts, any other qualifying documents required for the position, and 3-5 professional references 
3. The Executive Director will interview the candidate and determine if the candidate should move to the next step. The Executive Director will inform COA recruiters if the candidate is moving to the next step or not. 
4. If the candidate is moving to the next step. The Executive Director will ensure candidate has toured location, has all required documentation and sends the information to the recruiter to move candidate to final interview.
5. If the candidate is moving to the final interview. Recruiter will gather all documents and set up an interview with VP of Field Operations.  VP of Operations will not interview applicant without the supporting documentation from the Executive Director & Recruiter 
6. VP of Field Operations will conduct interview via Zoom 

Home Office Interview Process: 

• Once a viable candidate is found the COA recruiter will schedule an interview with the hiring manager.
• Interviews will be conducted in-person at the home office unless the position is a remote worker the interview will be conducted via Zoom or Teams. 
• After the interview the hiring manager will inform the recruiter if they would like to move to offer or to disposition the candidate to not a fit. 
• If offer is to be extended the Hiring manager will inform the COA recruiter of the offer 
• COA Recruiter will extend offer to candidate. 

9.1.5 Reference Checks: 

Reference checks should be conducted with interview process before a hiring decision is made, 

1. FIELD MANAGEMENT ROLES: 
   1. The recruiter contacts 3-5 professional references. 
   2. Professional references (non-family/friend) to achieve nonbiased insight into the candidate as an employee.
   3. Recruiter successfully verifies 3-5 professional references prior to final interview with VP of Field Operations. 
   4. For Managers or Professional, below are acceptable references to fulfill this requirement:
      1. Former Supervisor or Manager
2. CORPORATE MANAGEMENT AND PROFESSIONAL ROLES:

1. The recruiter is responsible for conducting verbal 3-5 professional references.
2. For Managers or Professional, below are acceptable references to fulfill this requirement:

1. Professional references (non-family/friend) to achieve nonbiased insight into the candidate as an employee.
2. Former Supervisor or Manager

1.  TEACHERS: 
   1. A minimum of two references on the most recent version of COA’s references for teachers, unless otherwise required by your state regulations.
   2. Shall be used for all teaching staff positions (lead, assistant, aide, bus, etc.)
   3. e professional references (non-family/friend) to achieve nonbiased insight into the candidate as an employee.
      1. For teachers, below are acceptable references to fulfill this requirement:
         1. Former Supervisor
         2. Former Coworker
         3. Current COA employee who is referring candidate to the position
         4. Teacher/Professor
   4. School hiring manager responsible to verify references in Part I of onboarding.

9.1.6 Hiring Decisions:

All hiring decisions are made by the hiring manager unless senior management approval is required for extending offers. No offers should be made to any candidate unless all terms and conditions are fully presented to the COA recruiting team. These terms and conditions include, but are not limited to, salary, position title, start date, training requirements, and any additional conditions deemed necessary by the hiring manager.

Extending Offers 

9.1.7 Compliance & Onboarding Requirements: 

Children of America’s onboarding process starts with pre-employment compliance.  Candidates are required to meet the company’s Minimum Compliance Requirements, pass a compliance review, complete all onboarding steps, as well as meet the minimum system integration requirement before a candidate is cleared to start.  

At minimum, all Children of America employees must meet the following compliance requirements as outlined in your respective state’s (or position for corporate personnel) onboarding letter checklist for Part I of onboarding and then electronic sign offs achieved in Part II. 

1) All Federal Work Eligibility Requirements

2) Experience requirements per COA Job Description

3) Education requirements per COA Job Description

4) Eligible Background Check

a. Corporate Employees [Completed through COA’s Payroll Manager]

b. Field Level at minimum meet their home schools (paid out of) state licensing background check requirements. 

c. School Level must meet their state licensing background check requirements.

5) References as Outlined 

6) Signed Offer Letter 

7) Signed Conditional Offer

8) Signed Job Description

9) Meet all minimum Childcare licensing experience and educational requirements for the following position categories:

a. School Level

b. Field Level

B. Compliance Review:

Satisfactory eligibility for all the above criteria is reviewed internally by Children of America’s Compliance Onboarding team where the following compliance phases are reviewed: 

1) Part I : Must complete all state and COA Requirements

2) Part II : Electronic sign off 

Employees who are deemed eligible are provided a formal start date and cleared to complete any remaining onboarding required. Part I and Part II approval processes are completed from the Hiring Manager and the respective Compliance Specialist through the Help Desk. 

C. Finalize Onboarding:

Compliance will work with the hiring manager to ensure that all onboarding is finalized and at minimum the employee has the following in place: 

1) Official Start Date

2) Minimum System Integrations; including integration into our Childcare Management and Time and Attendance Systems. 

Candidates are not official employees until COA’s Compliance Department confirms the above.

9.1.8 System Integration:

Depending on the role advanced systems integrations and access to role specific applications may be required. 

COA’s Compliance Department grants system integration access to ensure all employees are fully compliant prior to their first day and access to the internal database. The Compliance Department finalizes the system integration through the following steps: 

1. Open respective school in the Childcare Management and Time and Attendance Systems.

2. Select “Employee Data & Payroll” header.

3.Select “Employee” 

a. “Add new person”: This will be the norm. Select this if on the new hire Alpha Staff data sheet the employee answered they do not have any kids who attend or will attend COA.

b. “Add Existing” if employee is already listed as a parent under “Family Data & Accounting” and we need to combine accounts to avoid duplicates. 

c. See video for further clarification on this pathway: F:\Operations\OPS\Compliance\Training Resources

4. Using the new hire form, add the employee’s information into the database and select “continue”. 

5. If names populate in the top section, the system registers similar accounts to avoid duplicates. If this is not applicable, proceed to the bottom section and select the employee you just entered and save.

6. Double click into the employee summary box of the employee you just added (highlighted yellow below). Ensure the following are completed:

a. First Name

b Last Name

c. Address

d. Phone Number

e. Email Address

f. Identification Number (last 6 of social security number)

g. Date of Birth

7. In the employee’s Alpha Staff, select the “Work” tab and input the last 6 of the social under “employee number” in Alpha Saff.

a. This connects Alpha Staff and the Childcare Management and Time and Attendance Systems for payroll, USDA, etc. 

8. Select “Work History” icon and add employee status as an active employee (otherwise door code will not work). The date should be the date Compliance and the hiring manager agreed upon as the official start date (typically the anticipated start date). If the confirmed start date doesn’t match the anticipated start date in Alpha Staff when Part II was released, then COA’s Payroll Manager must be notified to alert Alpha Staff so that all start dates align. 

9.Select “New Register” and this will populate a temporary code. This is the door code you will provide the school to assist the new hire with setting up their formal code on their official first day. 

a. Please Note: Every time you select “new register” it resets the temporary code.

9.1.9 New Employee Orientation and Training Requirements:

COA Teachers: All COA Teachers are required to go through three-day new employee orientation prior to being responsible for children. 

Steps for NEO Training Teachers: 

1. All onboarding must be completed, and the employee has access to ProCare. (No employee can start NEO training or be paid without being fully onboarded). 
2. Print Teacher Training Manual and follow the step in the manual.   The Teacher Training manual can be found on company Intranet https://coapeeeps.com/training-materials/   
3. Employees are required to work NEO hours for the three days of training.  Training hours 9:00-5:00 for the three days of NEO training.  With a one-hour lunch break.  Total hours for NEO training is 21 hrs. 
4. Complete all state required training 
5. Complete login for CCEI and Peeep’s Intranet (employee will not have access if not fully onboarded).
6. In addition, employees will be required to complete Abuse and Neglect training at as assigned by our training and development management department. 

School Managers:

All school managers are required to go through four weeks for manager training at a COA certified training location with a COA Certified trainer.   VP of Field Operation is responsible for assigning training locations and start date of training.  

Home Office and Facilities Personnel: 

Hiring manager will conduct a full training program as outlined in their training manual for their department.