Oklahoma Employment Security Commission Labor Exchange Procedures Workforce Services Division – Capacity Building Unit [email protected].

Oklahoma Employment Security Commission

Labor Exchange Procedures

Workforce Services Division – Capacity Building [email protected]

2Oklahoma Employment Security Commission – Workforce Services Division

Goals of Oklahoma Labor Exchange

• Serve job seekers and employers even better by efficiently and effectively bringing together the supply and demand sides of the labor market.

• Increase outreach to employers and assist employers in recruiting candidates.

• Clearly define the job order services levels and provide standardized, quality services to employers that reflect the service level they specify.

• Assist job seekers in entering employment through identifying jobs for which they are qualified.

• Increase the number of quality referrals by staff to help job seekers find jobs and employers find quality employees.


Types of Job Orders

• Staff-Assisted Job Orders

— Public-Limited – Job seekers will be able to see all job information (except company contact information), and staff will refer only job seekers who meet at least the minimum qualifications.

— Public – Job seekers will be able to see all job information (including all contact information) and may contact the employer directly.

• Self-Service Job Orders

— Oklahoma JobLink is a self-service system and can be utilized by the employer directly. Center staff are not responsible for the input or maintenance of these job orders. However, staff may (upon the request of an employer) train the employer in the effective use of OJL.


Helping Employers Select a Disclosure Level

• Potential Criteria in Making Disclosure Level Recommendations

Public-Limited— Specific skills, licenses, credentials,

or degrees— Specific length of work experience

related to the position— Pre-screening of applicants is

desirable— Testing is required— Prevailing wage for local area

Public— No education requirements— No prior work experience— Temporary positions— Apply on-line positions


Helping Employers Select a Disclosure Level

• Advantages of Public-Limited Disclosure Level

— A staff person will manage the job order.

— Regular contact will be made with the employer in order to ensure employer satisfaction.

— Company name and contact information will not be visible to job seekers and interested applicants will be directed to the Workforce Center for application instructions. This will eliminate excessive traffic to the employer.

— Staff will review applicant qualifications and refer only those who meet the minimum qualifications established by the employer. This saves the employer time in the interview process.

— Staff pre-screening of applicants and management of job order eases the burden of the hiring process on employers.


Selecting the Disclosure Level in OJL

*Never select “Private” for Disclosure Type.

Select appropriate disclosure level.

Public-Limited Job OrdersPublic-Limited Job Orders


Management of Public-Limited Job Orders

• A specific staff person will be identified and assigned to manage and fulfill the job order.

• Every effort should be made to enter and activate the job order by Center staff in OJL the same day it is received.

• Staff will create the job order using O*NET job descriptions and job classification codes. Staff will compose job description and tasks from the O*NET on line occupational network unless the employer provides staff with a detailed job description. The O*NET description, when used, must include the occupational summary description and 3-5 tasks associated with that occupation.

• The job order is to be free of spelling and grammatical errors and discriminatory language.



• A verification letter is mailed, e-mailed or faxed within 24 hours to the employer with a copy of the job order. This contact is to ensure that the information in the job order meets the employer's expectations and approval. Refer to Attachment A.

— If the employer has indicated

they do not wish to receive a Verification Letter, this must be recorded in the Staff Notes section.



• Center staff will generate a search list to meet veteran priority of service requirements. Center Managers will have the discretion of assigning this task.

• Staff will review job seeker qualifications and refer only those job seekers

who meet minimum qualifications established by the employer.

• Center staff will match job seekers who come to the Center to job(s) for which they are qualified and refer only qualified job seekers to these Public-Limited job orders and record the referral.

• The assigned staff will make and record appropriate referrals and will

monitor job order referral activity and the quality of referrals.



• The assigned staff will contact the employer within 72 hours of job order listing and then on a weekly basis to ensure quality service is being delivered and to verify referral activity and the quality of referrals. This contact will be recorded.

— If the employer has indicated they do not wish to be contacted on a

weekly basis, this must be recorded in the Staff Notes section.

• Employers with Public-Limited job orders will be contacted the week before the job order is scheduled to close to determine if the job order should be put on hold, rewritten or closed. This contact will be recorded.

• Assigned staff will verify the hiring of referred job seekers with the employer

and record such hires.


Documentation of Public-Limited Job Orders

• Record any special referral instructions from the employer (i.e., “Apply directly with Sally between 9 am and noon Mondays and Wednesdays”) in both the “Instructions how to apply” field of the Reply Options section of the job order and the Staff Notes section.



• Record any job order activity in the Staff Notes field of the Internal Information section of the job order.

• The most recent activity conducted should always be the first note listed.



• Staff Notes Section

— If employer's job description is used in lieu of O*NET summary and tasks, staff must document that this option was used.

— Record that the verification letter was sent, any requested changes were made, and the employer approved the job order. Refer to Attachment A.

If the employer has indicated they do not wish to receive a Verification Letter, this must be recorded in the Staff Notes section.




— Center staff will record that a search list was generated for qualified veterans and other eligibles. Center staff will record the number of qualified veterans and other eligibles as well as the number of non-veteran job seekers found and contacted.

Non-compliance with generating and recording the required search list will result in an automatic failure on a Job Order Review.

Additional search lists must be generated and recorded on at least a biweekly basis.



• Tip:— When running the required biweekly search list, OJL will inform you of

whether a resume has already been reviewed and what the determination was.

— This is listed in the “Resume Review Status” field.




— Record the 72 hour contact with the employer and the results.

— Record each weekly contact made with the employer for the first 30 days the job is listed. The contact made with the employer the week before the job is scheduled to close should determine if the job order should be put on hold, rewritten or closed. Record the results of this contact.

If the employer has indicated they do not wish to be contacted on a weekly basis, this must be recorded in the Staff Notes section.

— Record the hiring of referred job seekers by the employer.

Public Job OrdersPublic Job Orders


Management of Public Job Orders

• A specific staff person will be identified and assigned to data enter the job order.

• Every effort should be made to enter and activate the job order by Center staff in OJL the same day it is received.

• Staff will create the job order using O*NET job descriptions and job classification codes. Staff will compose job description and tasks from the O*NET on line occupational network unless the employer provides staff with a detailed job description. The O*NET description, when used, must include the occupational summary description and 3-5 tasks associated with that occupation.

• The job order is to be free of spelling and grammatical errors and discriminatory language.



• A verification letter is mailed, e-mailed or faxed within 24 hours to the employer with a copy of the job order. This contact is to ensure that the information in the job order meets the employer's expectations and approval. Refer to Attachment B.

— If the employer has indicated

they do not wish to receive a Verification Letter, this must be recorded in the Staff Notes section.



• The job order should be set to go into hold status automatically after 30 days. Center staff should review the job order to determine if the job order should be put on hold, rewritten or closed.


Documentation of Public Job Orders


— If employer's job description is used in lieu of O*NET summary and tasks, Center staff must record that this option was used.

— Record that the verification letter was sent, any requested changes were made, and the employer approved the job order. Refer to Attachment B.

If the employer has indicated they do not wish to receive a Verification Letter, this must be recorded in the Staff Notes section.

Job Referral ProcessJob Referral Process


Step 1: Public-Limited Search Procedures

• Run the resume search from the active job order.



• Set the search parameters in accordance with the job requirements.

— You may give this search and the parameters you entered a name and save it for later reference.

• Click “Show Candidates”



• What if no resumes are found?

— Change the strength of the occupational match, which is indicated by levels 6 through 1, with 6 being the strongest occupational match. Do not go lower than level 5.

— Try modifying the following parameters of the resume search:

Location Keywords Years of Work Experience Required – change to include the higher

levels of experience Required Education – hold down the ctrl key to select multiple

levels of education at or above the minimum requirement indicated in the job order



• Evaluate job seeker’s qualifications in the following order:

1. Veterans and other eligibiles

2. UI Claimaints

3. All others*Start here


Step 2: Ensuring Accurate Registration

• Review the job seeker’s account for quality and completion. Click “Go to Client Details.”

[email protected]



• Click Work Experience. Check and update work history to include last 5 years and explain any gaps in employment in Client Notes.

• Click Client Notes. Ensure data validation related to date of birth is recorded.

— Data validation does not apply to referrals made outside the Workforce Center.

• Click Job Referrals. Review the job seeker’s number of referrals. If the job

seeker has recently requested or received an excessive number of referrals, Center staff should discuss this issue with the job seeker and refer to the Skills Unit as necessary.

• Review Program Registrations. Ensure the job seeker has an open

enrollment.



• Use the left-side menu to select the client’s Resume. Click “Resume Title” for the resume that needs to be reviewed. Ensure that there is an appropriate Objective Statement, and create or update the job seeker’s Objective Statement as necessary.

— NOTE: Job seeker resumes that have been uploaded will not have an

Objective Statement.


Step 3: Match Qualifications

• Click on the Resume Title of the job seeker with the strongest occupational match following priority of service requirements.

• Contact the qualified applicant to conduct a pre-referral interview, which may be over the phone or in-person.

• For in-person interviews, the Welcome Function Protocols must have been completed before the referral is made.

— Data Validation— Initial Assessment— Initial Skills Assessment— Basic Employability Plan (BEP)

• Referrals taking place outside of the Workforce Center do not require the Welcome Function Protocols.



• Job seekers reporting to the Workforce Center will complete and present to Center staff a Request for Referral form (Attachment C) at the pre-referral interview.

• After receipt of the form, Center staff will match job seeker qualifications with job order requirements.



• Discuss the following items with the job seekers:

— Work Experience – its duration and relevance to the job order requirements.

— Training and Education – type of training or education, its duration, and any certificates, licenses, or diplomas received.

— Other Employer Requirements – employer-administered assessments, testing, background checks, credit checks, drug screening, etc.

Employers with profiled positions may request that the job seeker have certain WorkKeys (CRC) scores as well.



• After ensuring the job seeker meets minimum qualifications, compare the position with job seeker preferences.

— Rate of pay— Method of payment— Location of work— Hours of work (full-time or part-time, shift)— Additional compensation and benefits— Working conditions— Expected duration of employment (permanent or temporary)— Advancement opportunities

• Do not refer customers who do not meet minimum job order requirements.

• Decline or delay referrals when job seeker is obviously unprepared to contact the employer.


Step 4: Making the Referral

• In order to refer a qualified job seeker to an employer, Center staff must complete the following steps:

— Scroll to the bottom of the job order page and click How to Apply for

This Position.

— Provide the job seeker with the employer’s referral instructions. Any special instructions for applying will be listed in the Staff Notes section of the job order.

— Click on Make Referral.

— Confirm that the Participant ID number is correct on screen, then select if the referral is an “O*NET” match or “Other Referral.” Click “Enter Referral.”


Step 5: Method of Employer Contact

• E-mail— Provide the job seeker with the contact person’s name, e-mail address,

attachment options, and any special instructions from the employer.

• Online— Provide the job seeker with the website address entered in the URL field

of the job order. Any special instructions from the employer should be entered in the Staff Notes section of the job order. Assist the job seeker, as necessary, in navigating the employer’s website.

• Phone Contact— Provide the job seeker with the employer’s telephone number, name of

the person to contact, and any special instructions from the employer.



• Fax— Provide the job seeker with the employer’s fax number, name of the

person to contact, list of required documents to be faxed, and any special instructions from the employer. Offer use of the fax machine in the Workforce Center to the job seeker.

• Mail— When the employer’s preferred method of contact is mail, provide the

job seeker with the employer’s mailing address, name of the person to contact, list of required documents to be mailed, and any special instructions from the employer. Center staff may mail documents for the job seeker upon request.



• In-Person— When no appointment is required, provide the job seeker with the

Referral Letter of Introduction (Attachment D), address and directions to the employer’s location, and the name of the person to contact.

— When the employer requires Center staff to schedule an appointment, provide the employer details about the job seeker in advance of the interview which introduce the job seeker to the employer, provide his/her minimum qualifications and answer occupationally significant questions. Provide the job seeker with the Referral Letter of Introduction (Attachment D), address and directions to the employer’s location, and the name of the person to contact.





• Through Oklahoma Workforce Centers— This option will only be marked if the job order is Public-Limited. If the

job order is Public, do not mark this option because it will not display employer contact information to job seekers.

— Specific instructions for applying must be entered in both the “Instructions how to apply” section and the Staff Notes section.


Step 6: Self-Referrals

• Individuals may request a job referral to a Public-Limited job order by clicking the button labeled Apply for This Job.

• This button does not allow the job seeker to apply directly to the job. It will populate a list or queue that Center staff will review to determine if the job seeker meets the minimum qualifications of the job order.

• Center staff will contact the job seeker in a timely manner to either:

— Establish a referral, if the job seeker is qualified for the job; or

— Notify the job seeker that they currently cannot make a referral as the job seeker does not appear to meet the established qualifications.

Extraordinary Job Order and Referral Situations

Extraordinary Job Order and Referral Situations


Extraordinary Job Order Situations

• Bona-Fide Occupational Qualifications— Must always be related to the required qualifications needed to actually

perform the job effectively.

• Substandard Job Orders— Do not activate job orders in which employer fails to correct the

substandard components. Enter explanation in “Staff Notes.”

• Affirmative Action Job Orders— Contact a program manager in OESC’s Workforce Services Division

before the job order is listed to check with OESC’s Civil Rights Administrator and the Legal Division.

• Discriminatory Job Orders— Do not activate job orders with discriminatory preferences. Enter

explanation in “Staff Notes.”


Extraordinary Referral Situations

• Referrals on Discriminatory Specifications— No referrals shall be made unless the specifications are BFOQs or the

job order is an approved affirmative action job.

• Americans with Disabilities Act (ADA)— Referrals must be made solely on the job seekers ability to meet

minimum job qualification and perform the essential functions of the job.

• Referrals to Private Employment Agencies— Referrals are permissible if no fee is charged to the job seeker.

• Referrals to Questionable Job Orders— Center staff should be alert for questionable job orders that include, but

are not limited to, odd interview hours or locations, requirements for job seekers to make purchases, etc.


Extraordinary Referral Situations

• Referrals to Employers with Labor Disputes

— Referrals may be made to positions not vacant due to a labor dispute. Provide job seeker with signed Labor Dispute Referral Letter (Attachment E).

Quality ControlQuality Control


Quality Control of Job Orders

The following criteria will be used to determine if job orders meet the quality standards of the Oklahoma Labor Exchange Procedures:

• Job Description – O*NET classification code and its descriptive are used for the Job Description and Duties on the job order or documented that the employer provided company's job description. Three to five O*NET Task statements for the classification are stated on the job order and are written in sentence structure form.

• Specific Skills/Essential Functions – Education, license/certifications, experience, benefits, etc. are listed properly on the Job Order. Information listed meets labor laws and agency policies. Discriminatory remarks or subjective terminology, etc. are not listed on the job order. All skills, knowledge, abilities and experience required meet stated bona-fide occupational qualifications.


Quality Control of Job Orders

• Referral Instructions – The instructions for referring or applying are clear to both the job seeker and staff.

• Employer Information – All form fields of Employer Account Information are complete including e-mail address and employer information listed on the OJL screen. The description of the of the employer's business is listed correctly on the job order.

• Spelling, Punctuation, Grammar and Capitalization – Ensure that all information in the job order listing has been checked for any spelling, punctuation, grammatical and/or capitalization errors.

• Documentation – Date, time and station/desk are completed. Meets all documentation requirements as listed in Part III of this policy.


Job Order Review


Referral Review

Thank you.

For questions or more information about this presentation, please contact:

Cody [email protected]

or

Kylie [email protected]

mailto:[email protected]

mailto:[email protected]

Oklahoma Employment Security Commission Labor Exchange Procedures Workforce Services Division – Capacity Building Unit [email protected].

Documents

job information

public job seekers

publiclimited job orders

job order services levels

management of job order

quality services

limited disclosure level

workforce center