Interim Hiring Policy

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INTERIM HIRING POLICY

Preamble: Important qualities in any Human Resources department include discretion, sensitivity and serious commitment to confidentiality. Volunteers are the cornerstone of Free Geek, and hiring is a sensitive undertaking. Nobody wants to feel undervalued or passed-over. We must all recognise that current staff are operating beyond capacity, and it's urgent that we hire a fourth person as quickly and painlessly as possible, while at the same time endeavouring to make a choice that serves FG well.

A note on Interim HR Workgroup can be called Interim HR (IHR) until it has more regular participants, and a more formal confidentiality policy. IHR will still be open to interested people within FG, including directors, regular volunteers, and staff.

Interim Interview Committee (InterCom): 2 or 3 people who handle one particular hire (a new committee is created each time a hire is undertaken). Can be composed of IHR workgroup members, staff and/or staff collective members. InterCom receives and reviews resumes, selects interviewees, conducts interviews, and selects a candidate who then needs final approval from the staff. At all stages of the process, InterCom should keep staff informed of the process/progress, sending them minutes and consulting with them when needed. Staff will be more involved with this first hiring than they may be in future, since there are no permanent members of HR yet.

NOTE: the interim hiring policy does not extend to the creation of a new position. It assumes that both the position and increased financial risk associated has already been consented to by the membership, staff and directors of Free Geek. Further policy for the creation of new positions will need to be addressed in future.


PROPOSED INTERIM HIRING POLICY (in 5 rounds)

Round 1:

  • Interview Committee (InterCom) is selected
  • IHR sets deadlines
  • IHR publicizes position within FG mailing lists
  • Resumes can be submitted to one alias: hr {at} freegeekvancouver {dot} org
  • That alias points to a member of the InterCom
  • All resumes submitted are printed and retained in a binder for future

reference

Round 2:

  • InterCom reviews incoming resumes
  • Separates likely candidates from unliklely, present to staff.
  • Staff has the opportunity to request questions they would like see asked,

raise concerns, or ask that candidates who were not initially selected for interviews be given a chance. Staff experience with particular individuals and expertise with the duties of the position may be useful to InterCom.

Round 3:

  • InterCom schedules & completes initial interviews. Meets with staff to advise of results.
  • InterCom may recommend an individual to staff for the position at this

time, or need a further round of interviews.

Round 4:

  • Further interviews if necessary. Interested staff collective members can sit in during these interviews.
  • InterCom recommends favoured candidate to staff. Staff must all consent to candidate, no stand asides.
  • If staff cannot reach consensus, further interviews may take place, or another candidate may be recommended.

Round 5:

  • Once candidate is approved by staff, hiring is done.
  • Candidate is hired, and for 3 months is under probation.
  • At the end of 3 months, there is a review and goal setting if desired. If

retained, the individual continues probation for 3 more months.

  • At the end of this period, the individual is either retained and accepted

into the Staff Collective, or is not retained.


Notes on Draft Review Policy:

  • Reviews complete the hiring process.
  • Reviews are also important to show how people react to peer review and a

collective environment

  • Goal setting is important after 3 months to give people a chance to

pinpoint things that need improvement

  • A further 3 months is important to give them a chance to demonstrate

improvement

  • A long-ish probation period is ok, since if a person likes us and we like

them, they'll stick around anyway. It's better to give things more time to settle in and have more time to find out things that could be longer-term problems.