Frequently Asked Questions
This generic FAQ page outlines common questions and answers that come up frequently in recruiting. Our provided answers can act as reference/templates or even act as standalone answers to common conundrums.
Press / click each tab to view FAQs for those topics. In some questions, additional links are provided to other areas of this toolkit.
Who do I call for help?
Our HRBPs who handle recruitment, prescreening, interviewing, compliance and employee relations.
Michele Carr executes Regions 2 & 4, and AMBU in Texas. Miranda Bonetsky executes Canada, Regions 1, 3, 5, and 6 – and DBIS projects in Virginia, Georgia and Florida.
Our benefits programs, questions and information for new hires are handled by this Paula Struck and Tyler Cadman. As you have questions, or your incoming new hires or candidates have questions related to benefits, reach out to them.
Why is it important to have a consistent recruiting process?
One of DBi’s strategic imperatives is how People are our competitive advantage. This focus on our people indicates our strong commitment to finding and developing the highest caliber of talent in the market place. A consistent recruiting process enables us to meet that commitment. Additionally, a defined recruiting process and set of expectations create a consistent experience at all locations and allows open positions to be filled faster and more efficiently as we reduce variability. We already have centralized HR systems, so similar processes enable our workflows even more. This also provides more consistent results in terms of finding high performing engaged employees who understand what it takes to be successful at DBi.
I can recruit. How will the new process help me more?
This new process has defined roles and responsibilities for all those who participate in the Recruitment process. There is a clear distinction of each person’s role and this allows for a smooth hiring process for the Candidate. Your HRBP will help you recruit potential Candidates, which will in turn give you more time to build your business.
I have a hiring need. Where do I get started?
Start by request help and asking for tools. There is a form on this site that does exactly that. Make your HRBP aware of the hiring needed. Once a position has been approved, the HRBP will be able to assist you in recruiting for your position. As a reminder, the position needs to be approved & posted for several days before an offer can be made to any Candidate, so plan to work with HR on your position.
What sourcing and attraction tools do I have to use for recruiting?
We have online advertising at CareerBuilder, and can also purchase sponsorships and premier postings at Monster and Indeed. We also use secondary job boards as needed. Print Advertising will be used on an as needed basis, and in localized markets. All markets have access to print advertising and should discuss their needs with your office manager or HRBP. All employment advertising must be coordinated. On our trucks, we have ads to go to DBiJobs.com, to drive more traffic. Additionally, we use Facebook, Instagram, and LinkedIn to advertise our positions. Lastly, we are currently enhancing the use of third party sourcing and branding tools to drive more candidates into the top of the applicant funnel.
I am not getting the type of candidates I need to fill my position. What do I do?
Contact your HRBP immediately. Both the HRBP and you should refer to the Intake Session notes to decide what needs to be changed. If we have not done an Intake Session, it is time to do one. We will discussion options on sourcing methods, position requirements, etc. should take place to ensure the right Candidates are being sourced to meet your needs using these additional methods.
Since we are in the age of social media, is it appropriate to look at a candidate’s Facebook / other social media before hiring or interviewing?
Using LinkedIn, Google, Facebook, Instagram or any social platform to look up a candidate at any time in the process is not prohibited, but it is not the policy or process of DBi to do so systematically. It is illegal to discriminate against any applicant because of any information gathered during the recruiting process because of race, ethnicity, age, marital status, sexuality and other protected classes that would be eligible in the jurisdiction in which you are hiring.
Candidates are ultimately responsible for their own social media content and its availability. They are also responsible for whether they choose to be a follower of our social media platforms at DBi. In both cases, our policy is that the conduct by a candidate seen on social media is likely unrelated to their ability to perform work safely or effectively, and also be a valued member of our team.
The recommended practices to assess candidates for DBi and judge their eligibility to perform the work required is to 1) base decisions on the merits of recommendations from our current employees and stakeholders, 2) use the prescribed recruiting and assessment processes that we have, and 3) rely on the professional knowledge and managerial experience of our hiring teams.
Will we be utilizing a social media conduct agreement?
At present, an Employee Handbook and related policies are under review and will be published shortly. Within that handbook, there will be details on any policies associated with Employee conduct.
What if the applicant has challenged English speaking skills? How do we deal with that?
Safety is critical for our positions at DBi. If the job requires the ability to signal, warn, or communicate for safety reasons, and the applicant is incapable of creating and maintaining a safe environment, and their communication skills prohibit that, then they must be dismissed from consideration. Such positions should clearly state in the job posting requirements regarding the same. In many cases, lack of language as a safety hazard is rare. This also applies to managers who have difficulty communicating with their crews to execute work and keep the crew safe.
If an applicant does not need to have strong skills in a language to be successful, and they prefer to be assessed in another language, such as Spanish or French, then accommodations should be made to execute the same.
What if the job requires someone speaks English?
The job posting and description must clearly indicate that either writing, verbal or both in any language is required to be hired for the position.
Are the employee referral forms no longer accepted?
We have retired previous methods of accepting employee referrals. All employee referrals must be submitted completely prior to the interview using the instructions listed on DBIjobs.com
Does the referral have to be for a specific job?
An open position and its location must be attached to the referral for the referring employee to receive compensation through the employee referral bonus program. Other referrals that are more general or not specific to an open position are always welcome, but HR and management may not have an active role for that referral now. As we advance our programs, will we will be able to accept employee referrals without specific jobs and locations using newly acquired technology, and will be able to compensate those who refer candidates for future hires.
Does the Referral Program Bonus eligible for only full time hires?
Referred candidates that place into a full time regular hire or full time seasonal hire qualify for the Employee Referral Bonus. If an applicant is referred for a full time hire, but joins as a part time employee, the Employee Referral Bonus is not issued.
Are there any limits or restrictions related to receiving an employee referral bonus, such as the referring employee is under disciplinary action or suspension?
Any employee, part time or full time, that is currently on payroll may make active referrals for any position at DBi. If employee executes the proper protocols for referring a future employee, they will be eligible for the Employee Referral Bonus.
What if an employee doesn’t use their username and signs on and refers someone?
DBi employees that wish to receive the Employee Referral Bonus will need to comply with all the standard protocols for referring to avoid any favoritism, nepotism, or potentially discrimination being associated with the program.
What do I do when declining an internal candidate?
As you interview each Candidate, make detailed notes on everyone’s competencies in required areas. As you have conversations with Internal Candidates who are not selected, focus on these same competencies and skills. For instance, reiterate why certain competency(s) / skill(s) are vital to this position and discuss the Candidate’s abilities with the competency / skill in mind, and how they need to develop the same. You may want to focus on any preferred qualifications, if they were lacking from the internal Candidate’s background.
Do not generalize feedback (“just not the right fit”) and do not negotiate when presenting feedback. It is not appropriate and can cause a negative sentiment for one our current team members. Its best to be balanced in your feedback – share positive attributes as well as developmental opportunities, and do so as a Manager and Leader of our business.
I have identified a candidate to make an offer to. How do I proceed?
With your HRBP or your operations leader, discuss the pay rate or salary and offer details. In some cases, these discussions can be via email or a quick phone call to confirm that the pay rate is appropriate and within the compensation ranges for this position. With confirmation in hand, you can download the appropriate offer letter template from the toolkit, fill in the necessary fields, and send the letter via email and/or hard copy to the candidate for review and acceptance.
Are we looking to have standardized wages based on job duties?
Our compensation model is currently under review, and will be updated with standards in 2017. To normalize and provide parity based on experience while also making sure that we avoid any pay gap based on ethnicity and gender, all offers should be vetted by your HR business partner. Although all offer letters are set to be produced by hiring managers directly, it is advisable to work with your HRBP on what the offer should be based on the current organization configuration and compensation issued to like employees and job families.
Are we allowed to state, during the interview, that we pull a background check for e-rail (or other contract related pre-requisites) and that the offer is contingent on the record results?
All offers are contingent upon successful passing of any pre-hire check that has been mandated for a position. Some of our contracts have specific pre-requisites. The job posting should indicate if any such specific pre-hire checks are required and could be prohibitive for a candidate. You may state the same in the interview process as well.
Is it still appropriate to screen for criminal histories prior to the phone/interviewing process?
Currently DBI does not investigate conviction records prior to the interview process. Such history is investigated as a standard of all hires prior to start date, and post offer acceptance. DBI has an evolving matrix for offer rescinding practices based on pre-hire background checks results for each of the positions. As an example, if a person has been convicted of financial fraud crime, they will not be able to work in our payroll and financial departments, nor will they have budget authority, meaning their eligibility for management positions will also be denied. Another example would be if a driver candidate had a poor driving record. It is the policy for DBI to use this matrix on regulating when offers should be rescinded.
Could we have a hiring policy that covers non-hire for (insert type of crime here)? Is that possible?
DBi is currently reviewing a pre-hire matrix that indicates when pre-hire background checks information is revealed and how that information is used to rescind offers of employment. At present, we do not have any guidelines specific to a certain type of conviction and the respective eligibility of a certain type of job.
When a candidate offers his or her criminal record or other pre-hire like information, what should we say to them?
When a candidate offers information that may be under a protected class or unfairly produce a bias towards their employment eligibility, it is best to absorb the information, and indicate that the information they shared will not have any bearing on their eligibility of employment UNLESS you happen to know it specifically disqualifies them. An example would be if a candidate was to reveal they currently have a suspended driver’s license, and they are in consideration for a position where having an active license was required. In that event, you would have to indicate that having a valid driver’s license by the time of offer is required for an offer letter to be extended and honored by the business.
What if we hire a candidate with a conviction record and later there is a problem with this employee while he is on duty for us and a repeat crime is committed? We knew about this record before we hired them. What is our liability then?
Each employee must pass pre-hire background checks, drug screen, motor vehicle checks and the like prior to employment in the respective position. DBi has assumed risks associated with the employment of any candidate based on those pre-hire checks and the data gathered within, and our insurance and liability is evaluated regularly based on those practices. As such, the offer rescinding matrix is evaluated and updated to reflect the risk profile we require to stay effective and protect the interest of our employee and client base.
Why can’t you ask if a candidate has been arrested or convicted of a crime?
DBi operates in several dozen country, province, and state jurisdictions globally. The law in each of these jurisdictions varies and is constantly in flux. Additionally, our transfer and crew location practices make it difficult to us to hire in one jurisdiction (and ask a question during the application process about conviction records) and they deploy that same employee to another state without violating another jurisdiction’s legal conditions.
As such, it is the policy of DBi globally to not ask specifically about arrest and conviction records in the process of application directly. Instead, we indicate on the job posting what requirements are needed and any specific pre-hire checks that if not passed would prohibit the candidate from being hired.
During the MRV process, do we still eliminate candidates because they have a speeding ticket or a DUI on their driving record?
Our pre-hire matrix outlines the pre-hire checks and the pre-requisites that need to be passed to rescind an offer of employment based on the findings. The conditions of rescinding an offer are different for a CDL license required position than a position where driving is part of the requirement. The matrix addresses specifics based on the job, location, and the contract we are engaged on.
How do we address a medical issue that may affect the candidate to get a DOT medical card?
Our job postings should indicate the medical requirements associated with the position if a DOT medical card is required, to avoid any unnecessary applications. If the candidate is unable to pass the associated pre-hire check based on their medical history, even though they have been given notice of the same during the application process, then the offer is likely to be rescinded.