Recruitment and Hiring - Manager Reference

Job Posting and Sourcing

Before Posting

• Confirm the position is approved by the salon owner
• Review and update the job description (see Recruitment and Hiring for required elements)
• Verify the pay range is current - California SB 1162 requires the hourly pay range on all external postings for employers with 15+ employees
• Post on relevant channels: salon website, social media, cosmetology school job boards, industry platforms, and in-salon signage

Screening Applications

• Review applications using job-related criteria only
• Do not screen out applicants based on gaps in employment, name, age indicators, or any protected characteristic
• Use a standardized screening checklist tied to the job description's essential functions
• Retain all applications and screening notes for a minimum of two years

Interview Process

Scheduling

• Schedule interviews during non-peak hours when possible to minimize disruption
• Allow 30–45 minutes per interview
• Have at least two interviewers present when possible

Conducting the Interview

• Use the standardized interview scorecard - ask the same core questions of every candidate for the same position
• Ask only lawful, job-related questions (see Recruitment and Hiring for the full list of permissible and prohibited questions)
• If a candidate voluntarily discloses protected information, do not follow up - redirect to job-related topics
• Take notes focused on job-related responses, not personal observations

After the Interview

• Complete the interview scorecard immediately after the interview
• Do not discuss candidates in terms of protected characteristics
• Store all interview notes and scorecards in the applicant file

California FEHA Compliance

The Fair Employment and Housing Act (Government Code § 12900 et seq.) prohibits discrimination in all aspects of hiring. Manager obligations:

• Never make hiring decisions based on race, color, religion, sex, gender, gender identity, gender expression, sexual orientation, marital status, national origin, ancestry, disability, medical condition, genetic information, military/veteran status, age (40+), pregnancy, or reproductive health decisions
• Apply the same hiring criteria and process to all candidates for the same role
• If an applicant requests a reasonable accommodation for the interview process (e.g., a sign language interpreter), provide it
• Document the legitimate, job-related reason for every hiring decision - both selections and rejections

Ban-the-Box (Fair Chance Act)

California Labor Code § 432.7 and § 432.9:

• Do not ask about criminal history on the application or during the interview
• Criminal history inquiries may only occur after a conditional offer has been extended
• If a background check reveals a conviction and you are considering rescinding the offer, you must conduct an individualized assessment considering:
  1. Nature and gravity of the offense
  2. Time elapsed since the offense or completion of sentence
  3. Nature of the job
• Provide the applicant written notice of the preliminary decision, a copy of the conviction history, and at least 5 business days to respond before making a final decision

Salary History Ban (AB 168)

• Do not ask candidates about current or prior salary, wages, or compensation
• Do not use salary history to determine whether to offer employment or what rate to offer
• Do provide the pay range if requested (and include it in the posting, as required by SB 1162)

Offer Letters

Before extending an offer:

• Confirm the hourly rate is within the approved pay range
• Use the salon's standard offer letter template with at-will language
• Include: position title, start date, hourly rate, scheduled hours, classification (hourly/non-exempt), at-will statement, and contingencies (background check, license verification, I-9 completion)
• Extend a verbal offer first, then issue the written letter upon acceptance
• Do not use language that implies guaranteed or permanent employment

Background Checks

If conducting a background check after a conditional offer:

• Use a Consumer Reporting Agency (CRA) that is FCRA-compliant
• Provide the applicant with a standalone written disclosure and obtain written authorization before running the check
• If the results may lead to an adverse decision, follow the Fair Chance Act individualized assessment process and the FCRA adverse action procedures (pre-adverse action notice, copy of report, summary of rights, waiting period, final adverse action notice)

License Verification

All client-service positions require a current, valid California Board of Barbering and Cosmetology license.

• Verify the license at barbercosmo.ca.gov before the employee's first day
• Record the license number, expiration date, and date of verification in the employee file
• Set a calendar reminder 60 days before expiration
• Do not allow an employee to perform client services if their license has expired

Onboarding Handoff

Once a new hire accepts the offer, prepare for their first day:

• Confirm start date and communicate to the team
• Assign a station
• Set up SalonBiz profile
• Prepare new-hire paperwork packet (I-9, W-4, DE 4, DLSE 2810.5, DFEH-185 / CRD Sexual Harassment Pamphlet, DWC Form 1, DE 2515, DE 2511, DE 2530, handbook acknowledgment, emergency contact form)
• Assign a shadow partner for the first week
• Schedule the new hire's first-week orientation tasks (product training, safety orientation, SalonBiz training)
• Calendar the 30-day check-in and 90-day formal review
• Schedule sexual harassment prevention training (required within 30 days under SB 1343)

See the Onboarding - Manager Reference page for the detailed first-day and first-week manager checklist.

Record Retention

Consult employment counsel before making changes to hiring practices or whenever a legal question arises during the recruitment process.

Last reviewed: March 2026