Hiring
What are some examples of “protected information” in an interview?
Private information like marital status, whether or not they have children, where they’re from, religion, etc.
What should be your first step when encountering an issue with an employee?
Ask them about it / Gather more information
What kinds of leave can you approve as a supervisor?
PTO, sick (including mental health days), holidays (including floating), temporary schedule adjustments
What does HIPAA stand for?
Health Insurance Portability and Accountability Act:
Refers in our case to protections of private health information
Who are our providers for Medical, Dental, and Vision coverage?
United HealthCare
MODA: Delta and Willamette
Principal (VSP Group)
What should be sent to a new hire prior to their start date?
A welcome email including your contact information and a rough schedule for their first week
When should you get HR involved with Corrective Action?
To send documentation of a warning,
When a PIP, suspension, or termination may be needed,
OR just when you’re unsure what to do
What triggers the start of the leave process for an employee?
Simply demonstrating that they may need some leave: supervisor should notify HR and/or support the employee with filling out a leave request form
What is a deductible?
The amount of money you pay before your insurance starts helping. Co-pays do not apply and do not require the deductible to be met.
When do employees qualify for insurance coverage?
Benefits start the 1st of the month following hire
(e.g. someone hired 06/05/2025 would start 07/01/2025)
What is the outline of the first steps within the hiring process?
Hiring Manager requests job to be posted
HR posts job
Candidates apply
HR screens, forwards to Hiring Manager if qualifications are met / a good fit
HM interviews all forwarded candidates
HM submits Offer Letter Request (including decline notes!)
HR drafts, then sends offer letter
Candidate accepts :)
What is a Performance Improvement Plan?
A collaborative process to set clear expectations and establish a plan of success and improvement for an employee who has performance issues.
When would we hire a temporary worker while someone is on leave?
If the leave is expected to be long enough to justify hiring and training someone
What is “At Will Employment”?
We do not utilize employment contracts. Employees may quit for any reason at any time. Employers may fire for any legal reason at any time.
Who qualifies to participate in our 403(b) plan with matching?
All employees ages 21+
How many applicants do you need to interview for an open position?
All of the candidates forwarded from HR
Who leads a termination meeting?
HR, unless the supervisor really wants to
When are we required to reinstate an employee to their position after leave?
If they qualify for FMLA or OFLA
If they qualify for Paid Leave Oregon and have worked at least 90 days prior to leave starting
What is “implicit bias”?
A negative attitude, of which one is not consciously aware, against a specific social group. Generally informed by experience and based on learned associations between particular qualities and social categories, including race and/or gender.
What are you required by law to report to HR on behalf of an employee?
Harassment (even if they don't use the word harassment)
Accommodation needs (even if they don't use the words accommodation request)
FMLA and/or OFLA (again, even if they don't use those terms)
How do we keep interviews fair?
Asking all candidates the same questions
Having multiple people on the interview panel
What is the main goal with corrective action?
To help the employee to succeed in their role
How often should an employee on leave be checking in?
Generally weekly OR on a schedule determined by the supervisor
What is “coaching”?
A method supervising focused on individualized support and motivation
When is open enrollment?
Generally the first part of November, with a December 1st effective date.