NPA Hiring Checklist

This checklist is the current procedure for hiring Non-Profit Apprentices (NPA's) at Free Geek. It should be implemented in the context of the Hiring Policy.

TIMELINE/PHASE	NOTES AND DETAILED INSTRUCTIONS	OVERSEEING GROUP	DONE? (initial here)
EARLY STAGES (over a month in advance)	Review job description. Have all Collective members and NPA's look it over to see if anything needs adding/removing/clarifying	HR
	If adding an additional NPA (rather than replacing an outgoing one), research the budget impact and include in budget.	HR
	Set timeframe for hiring and update the [HR Calendar]	HR
1 WEEK IN ADVANCE	Form interview committee (the HR committee proposes names to the staff collective.)	HR
	If special instructions are needed for Front Desk workers (i.e. handing out materials, applicant signatures, collecting resumes, etc.), then communicate this clearly to the Front Desk email list AND specifically to the Front Desk Coordinator.	Interivew Committee
ADVERTISING THE JOB	Post to jobs page on [Free Geek website]	Interview Committee
	Post to the main page of [Free Geek website] about position	Interview Committee
	Post to internal lists and bulletin boards	Interview Committee
	Post externally. Check out Where to post jobs for more info.	Interview Committee
PREPARE FRONT DESK	Communicate the process & place for materials	HR
	Send email to frontdesk(at)freegeek-dot-org to let the front desk interns know opening and closing dates and the protocol for applying	HR
	Prepare instructions for the next step of the interview.	HR
	Prepare a well-labeled folder with instructions for Front Desk.	HR
AFTER ADVERTISING, BEFORE DEADLINE	Come up with important qualities and criteria for thinning/interviews	Interview Committee
	Collect essays and resumes from the Front Desk at the end of every day	Interview Committee
	Maintain a spreadsheet of applicants and their info	Interview Committee
	Create interview questions (or use past ones) and email to staff list for suggestions	Interview Committee
	School yourself on [what you shouldn't ask]	Interview Committee
AT/AFTER DEADLINE	Remove from jobs page AND posting from main page	Interview Committee
	Remove internal hard copy postings.	Interview Committee
	Email staff list asking for helping thinning. Include in this email (1) where the essays and resumes are located, (2) reiterate the hiring criteria, and (3) explain what system to use for marking the essay and	Interview Committee
	Read essays and resumes and make recommendations for interviews	Interview Committee & Staff
	Notify individuals who will not be interviewed. Make sure regular volunteers receive a personalized email, phone call, or in-person notification.	Interview Committee
	Schedule NPA-led tours of applicants who will be interviewed (~30 minutes)	Interview Committee
	Schedule interviews (~30 minutes)	Interview Committee
DECISION DAY AND BEYOND	Present recommendation to staff via email. Make sure to talk to other Collective members to determine whether there is anything you may have forgotten, or if you're unsure which candidate would be best to select.	Interview Committee
	Contact 1st choice, confirm that they want the job, and then set their start date.	Interview Committee
	Contact those interviewed who will not be hired. Make sure regular volunteers receive a personalized email, phone call, or in-person notification.	Interview Committee
	Announce new hire via email to council, paidworkers, and regulars email lists.	Interview Committee
NPA STARTS WORK!	Pair new hire with a buddy who will go through Orienting New Staff Members	HR

Allow 4 weeks for process (Weeks 1 and 2: Post job. Leave open for 2 weeks. Week 3: Thin resumes, conduct interviews. Week 4: New NPA starts work!)