C-601: About Recruitment Assistance

Boards must be aware of the following.

In addition to assistance with job postings, recruitment assistance can be provided to employers, including:

  • Assistance with making contacts and filling job postings
  • Provision of interview rooms
  • Job fair assistance
  • Specialized testing
  • On-site staffing assistance
  • Labor market information

Boards must ensure that before providing an employer workforce services, Workforce Solutions office staff verify that the employer has an account in WorkInTexas.com or is eligible to establish an account in WorkInTexas.com.  See C-200: Employer Access to Systems and Services.

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C-602: Making Contacts & Filling Job Postings

Boards must be aware that after an employer enters a job posting in WorkInTexas.com, the process of searching for qualified job seekers to refer to the employer begins.  Job seekers registered in WorkInTexas.com are a primary source of qualified job seekers.  Instructions for conducting automated searches for qualified job seekers are in the WorkInTexas.com User Guide.

Boards must ensure that Workforce Solutions office staff adhere to the following guidelines in the referral and placement process:

  • Give eligible veterans priority over all other equally qualified individuals in the receipt of services funded in whole or in part by the U.S. Department of Labor, in accordance with 38 United States Code §4215.  This process is automated in WorkInTexas.com during the two-day veterans hold. 
  • Give eligible veterans priority over all other equally qualified individuals in the receipt of employment assistance or job training services funded in whole or in part by state funds, in accordance with Texas Labor Code, Chapter 302, Subchapter G.
  • Give eligible foster youth priority over all other equally qualified individuals except eligible veterans in the receipt of federal- and state-funded services. 
  • Do not extend referral preference to any job seeker or group of job seekers, except in accordance with legal requirements, such as veterans’ priority (20 CFR §652.8).
  • Ensure that only job seekers suitably qualified for job openings are referred to employers.  Referring an unqualified job seeker to an employer is a disservice to both the employer and the job seeker, and is disrespectful of their time.  Failure to screen job seekers according to the employer’s specifications results in the loss of the employer’s confidence and eventually compels the employer to seek assistance elsewhere.
  • When referring job seekers to an employing establishment where a labor dispute exists, provide the Job Seeker Notice of Labor Dispute form (E-12) to the job seeker indicating that such dispute exists and that the position to which the job seeker is being referred is not at issue in the dispute (20 CFR, Chapter V, Part 652.9).
  • Do not make a job posting contact to a position where the services to be performed or the terms or conditions of employment violate federal or state law.  Such postings must be put on hold.
  • Do not actively recruit for employment if the wages, hours or other conditions of work offered are substantially less favorable to the individual than those existing for similar work in the workforce area.
  • Search the job seeker’s registration for occupational experience similar to that of the job posting.  If this approach fails, extend the search to include related occupations.
  • When possible, refer job seekers to job postings that use their highest skills.
  • Enter all job posting contacts/referrals in WorkInTexas.com at the time the referral is made.  However, discuss the job opening with the job seeker to ensure the terms and conditions of the job are acceptable (job location, wages, benefits, work hours, duration, working conditions or opportunity for advancement) before the contact/referral is entered in WorkInTexas.com.

Success in filling an employer’s job posting depends on the ability of Workforce Solutions office staff to locate qualified job seekers who are acceptable to the employer and to whom the job is acceptable.  It is recommended that Boards formulate a plan for locating suitable job seekers as quickly as possible.

TA Bulletin 194PDF, issued December 17, 2008, entitled Improving WorkInTexas.com Job Match Quality, and subsequent updates provide information and assistance for ensuring better quality job seeker and employer job matches in WorkInTexas.com.

C-602.a: Definition of Job Development

A Job Development occurs when Workforce Solutions office staff contact an employer and secure a referral to that employer on behalf of a specific job seeker who possesses skills sought by the employer, and for whom there is no suitable job posted from that employer in WorkInTexas.com. 

For purposes of job development, a Referral is:

  • An interview between the job seeker and the employer
    or
  • The agreement of the employer to accept the job seeker’s résumé or application

Boards must be aware that under the definition, the presence of a job development service on a job seeker’s service record must reflect receipt of a positive response—in the form of a referral—from the employer contacted in the job development service.

Boards also must be aware that all WorkInTexas.com job seeker service definitions are shared with The Workforce Information System of Texas (TWIST).  TWIST automatically reflects changes to WorkInTexas.com job seeker service definitions.

Boards must be aware that the following do not count as job development services:

  • While talking with a job seeker, staff discover that the job seeker is working and asks for the job seeker’s start date and the name of the employer.
  • Staff search other job search websites (for example, Monster, CareerBuilder) and find a job for a job seeker.
  • Staff note a job posting in Sunday’s classified ads.  While talking to a job seeker, the job seeker indicates an interest in this type of job. Staff give the job seeker a copy of the ad. 
  • At a local mall, staff see a Now Hiring sign in a store window and tell a job seeker to go to the store and apply. 
  • An employer schedules a job fair at a Workforce Solutions office. During the job fair, staff obtain a list of the job seekers who spoke with the employer.
  • Staff receive a Hired list from an employer, but cannot find a matching job posting for this employer or a Contact listing in WorkInTexas.com.
  • Staff use the unemployment insurance wage records to confirm that a job seeker is receiving wages, but no Contact listing exists in WorkInTexas.com for the employer. 

Boards must ensure that if a pattern of job developments to the same employer emerges—but the employer is not posting jobs in WorkInTexas.com—Workforce Solutions office staff consult with the employer to determine if a job posting is appropriate.

C-602.b: Definition of Hire

A hire is the employing of a job seeker by an employer as a direct result of a contact (referral) or job development made through and documented in WorkInTexas.com.

Additional information on hires is available in:

C-602.c: Hire Validation

Boards must ensure that Workforce Solutions office managers and appropriate supervisors perform random verifications on hires and services recorded in WorkInTexas.com.  This method helps managers and appropriate supervisors determine customer satisfaction with job seeker referrals and other Workforce Solutions office services.

Hire validation can be accomplished by calling the employer to verify employment status (that the individual did go to work, not that the individual is necessarily still working there), calling the job seeker or verifying wages using the TWC Wage Record Inquiry function.

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C-603: Provision of Interview Rooms

Boards must ensure that, on request and availability, Workforce Solutions office staff provide employers with suitable accommodations at Workforce Solutions offices for conducting interviews and testing job seekers. This is a critical service for employers because:

  • Workforce Solutions office staff can assist with screening and setting appointments
  • Workforce Solutions office staff can assist with preliminary testing, as described in C-605: Specialized Testing
  • Job seekers are familiar with the location of the Workforce Solutions office and, in many cases, public transportation is available
  • A jobsite may be under construction
  • A jobsite may lack appropriate office space and equipment

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C-604: Job Fair Assistance

A job fair is a gathering of multiple employers for the purpose of taking applications, interviewing and making contact with potential job seekers to fill current job openings. One employer with multiple positions is not a job fair, but is considered a hiring event, application session or hiring fair.

Job fairs:

  • Provide a central location for job seekers to complete multiple applications
  • Allow for quick and efficient mass hiring
  • Encourage networking among job seekers and employers
  • Advertise multiple openings throughout the workforce area
  • Provide an important job matching service to job seekers and employers
  • Promote Workforce Solutions office services in the community

Boards may assist employers with local job fairs, and also may plan and conduct job fairs for area employers.

Boards must be aware that a job fair employer service can be entered into WorkInTexas.com only if:

  • The employer attends a Board-sponsored job fair
    or
  • The Board cosponsors the job fair and performs one of the following activities:

Boards also must be aware that a job fair employer service can be entered into WorkInTexas.com only after an employer has participated in the job fair.  To document preplanning activities such as recruiting and registering employers, Boards must ensure that Workforce Solutions office staff use one of the Employer Outreach services in WorkInTexas.com and enter the employer’s request to participate in the Notes section.

For additional information on job fairs, see TA Bulletin 192, Change 1PDF, issued December 12, 2011, entitled Job Fairs—Update, and subsequent updates.

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C-605: Specialized Testing

Many tools and techniques are available for evaluating a job seeker’s occupational skills, aptitudes, achievement levels and interests. Testing is a valuable service available to employers as needed (for example, when making employment decisions such as hiring, promotion, referral and retention). 

It is recommended that Boards:

If commercially developed tests are used to make employment decisions, Boards must ensure that Workforce Solutions office staff are aware that the tests and test administration procedures are subject to the Uniform Guidelines on Employee Selection Procedures.  Employment decisions include, but are not limited to:

  • Selecting a candidate for training
  • Selecting a candidate for transfer
  • Hiring
  • Referring a candidate to a suitable employer
  • Licensing and verification

Test Validation

Boards must:

  • Ensure that purchased tests have been developed in accordance with the validation requirements set forth in the Uniform Guidelines on Employee Selection Procedures
  • Review the manufacturer’s most current validation study
  • Include language in purchasing contracts requiring the manufacturer to provide copies of current validation studies to the Board upon request and at a negotiated minimal cost  
  • Provide copies of the current validation studies to interested parties upon request

Test Administration

Boards must ensure that, prior to administering tests to job seekers, Workforce Solutions office staff:

  • Follow appropriate manufacturer guidance to understand the tests and learn how to use the corresponding materials (such as software, scoring guidelines)
  • Coordinate with the employer to properly document the skill sets required to perform the responsibilities specified in the job description
  • Ensure that skills tests will be administered only to applicants for jobs requiring the use of the corresponding skills on the job, as set out in the job description
  • Consult with the employer to set appropriate and reasonable benchmarks to determine which job seekers are referred, consistent with normal expectations of acceptable proficiency in the workforce
  • Provide a suitable testing environment

Records Retention

Boards must ensure that all test materials—paper and electronic—completed by job seekers in connection with employment decisions are retained for at least one year from the date of administration of the test.

Boards must maintain and have available for inspection any records disclosing the impact of selection procedures on employment opportunities.  Records must show the identifiable race, sex and ethnic group of any job seeker to whom a test has been administered.

Boards must adopt safeguards to ensure that records are used only for intended purposes and are not used improperly. 

Boards must ensure that Workforce Solutions office staff maintain confidentiality of all records relating to the selection and referral of job seekers to employment opportunities.

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C-606: On-site Staffing

Boards may outreach and assist local employers by sending Workforce Solutions office staff to the jobsite to:

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