Guide to Recruiting, Developing, and Retaining Transportation Infrastructure Construction Inspectors (2023)

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8 Needs Assessment and Recruitment Recruitment of construction inspectors refers to the entire hiring process, including actively seeking, finding, and hiring candidates for integration into the STA. Recruiting and hiring talented individuals for construction inspection positions plays a pivotal role in the success of a transportation infrastructure program. However, STAs and their associated third-party consultant inspection firms currently face challenges in finding and hiring qualified inspectors, including skills gaps, compensation shortfalls, organizational culture, changing economic and demographic conditions, and societal perception of the transportation industry. The staffing and hiring practices of construction inspectors vary across STAs. Therefore, the process outlined in Figure 2.1 provides a general approach that STAs can tailor to meet their individual needs. For this Guide, recruitment is the process of identifying the needs of the construction inspector workforce, advertising construction inspection positions, and hiring candidates for these positions on the basis of their educational background and previous experience. C H A P T E R 2 Recruiting Construction Inspectors Identify Need • Quantity of inspectors needed based on workload • Inspection skill sets needed based on current workforce Evaluate Education, Experience, Certifications • High school/college education • Construction experience • Inspector experience • STA certifications • Construction organization certifications Determine Inspection Position • Full-time • Seasonal • Third-party consultant Determine Inspector Position Level • Entry: 0–3 years’ experience. Requires training. • Intermediate: 4–8 years’ experience. Increase in responsibilities. • Advanced: 8+ years’ experience. Supervision responsibilities.

Needs Assessment and Recruitment 9 2.1 Identify Construction Inspector Needs The STA’s need for construction inspectors depends on the quantity of current inspection staff, their associated experience and knowledge, and the STA’s projected workload. Under- standing the characteristics of the current inspection workforce will influence whether more inspectors are needed. For example, if the STA already employs many inspectors but most have limited experience, the STA may need to hire more-experienced inspectors or consider using more consultant inspectors. Knowing the projected workload also helps STAs accu- rately assess staffing requirements in terms of numbers and skill sets required for the scope of work and determine the need to hire internal inspectors (full-time or seasonal) or third-party consultants. Full-time construction inspection positions incorporate inspecting construction work either throughout the year or during construction months while performing other duties and attend- ing training in nonconstruction months. STAs can employ seasonal inspectors during peak construction season when the workload increases or for specialized inspections. However, while seasonal inspectors are helpful for immediate needs, they do not necessarily provide a sustain- able solution. STAs need to continuously focus on developing full-time inspectors. Identifying the competencies and associated KSAs a construction inspector should possess for transportation infrastructure work is crucial for recruitment and helps ensure that competent inspectors are recruited and hired. These KSAs in turn determine the education and experi- ence requirements advertised in job postings. Aligning the inspectors’ KSAs with the position To Chapter 2: Needs Assessment and Recruitment Figure 2.1. Recruitment process for identifying needs and hiring construction inspectors.

10 Guide to Recruiting, Developing, and Retaining Transportation Infrastructure Construction Inspectors requirements helps the STA gear the job posting toward specific inspection areas and the associated education and experience requirements and preferences. An example of the need for construction inspectors is an STA with multiple bridge projects for the upcoming construction season. The STA will need to determine the number of inspectors needed for future bridge work. A resource is available for determining staffing needs; please see NCHRP Research Report 923: Workforce Optimization Workbook for Transportation Con- struction Projects for specific practices in estimating construction staffing needs, including for construction inspectors (Taylor et al. 2020). Following a comprehensive needs assessment, the STA will determine the inspectors’ respon- sibilities for the proposed scope of the bridge projects. The responsibilities will align with the specific qualifications, KSAs, and level of proficiency required for the individual to perform bridge inspection tasks adequately. Once specific inspection requirements are identified, the STA will decide whether to hire full-time or seasonal in-house inspectors or use third-party consultant inspectors. Once the decision is made to hire either in-house or third-party consul- tants, the requirements of the position can be finalized and advertised to begin the search for qualified candidates. 2.2 Evaluating Education, Experience, and Certification Requirements STAs recruit construction inspectors on the basis of their educational background, years of work experience, and certifications/qualifications. Educational background provides the essen- tial core competencies for a profession. In contrast, a candidate’s experience provides the amount of time an individual has had to practice their skills and develop proficiency with the core competencies for construction inspection. Evaluating a candidate’s certifications involves checking whether they possess STA-specific or third-party construction inspection certifications. The position level an individual is hired into as a construction inspector (entry, intermediate, or advanced) depends on the individual’s educational background, construction industry experience, and credentials. The STA can evaluate a candidate’s education, experience, and certifications by using an agency-specific matrix outlining the education, experience, and certification requirements for each construction inspector position. Refer to Figure 2.2 for an example education, experience, and certification evaluation matrix based on required and preferred qualifications for different construction inspection position levels. If a candidate at any of the position levels lacks the required education, experience, or certification, then that candidate may not be suitable to hire. The STA can determine the level of inspection positions needed, then use Figure 2.2 (which can be adapted to an agency’s operations and approaches to recruitment) to determine an advertised position’s requirements. The STA can also require candidates to complete a questionnaire or an evaluation of their current experience, educational background, and certifications during the application process to help align the candidate’s education, experience, and certification with the position requirements. A minimum of a high school or equivalent education is needed for an entry-level construction inspection position. However, the minimum education requirements vary across STAs, and entry-level inspection positions may require a college education along with a high school diploma. Furthermore, higher education degrees are preferred or even required for higher-level con- struction inspection positions. Experience and certifications also vary across construction inspection positions. Commonly, entry-level inspection positions require minimal or no construc- tion experience or inspection-specific experience and do not require a candidate to possess Generally, candidates with a high school education or GED are hired at [an] entry-level position, whereas candidates with some college degree and construction experience are hired at higher levels. We educate these inspectors by providing the training it takes to equip them. —STA HR manager

Needs Assessment and Recruitment 11 certications. To advance to higher inspection position levels, an individual must gain experi- ence as a construction inspector and obtain certications in various inspection activities. e evaluation matrix in Figure 2.2 can be used as a guide for STAs to develop specic qualications and career ladders for construction inspection positions. Each inspection position level is explained in the Guide regarding the appropriate level of education, experience, and certication/qualication, which an STA can modify to meet their needs. is approach can help STAs evaluate candidate applications to ensure that the selected candidates are qualied and hired at the appropriate level given the identied requirements of the inspector position. 2.2.1 Entry-Level Construction Inspection Positions Entry-level construction inspectors (e.g., 0–3 years of inspection experience) are typically new employees with little to no previous experience in construction inspection who perform responsibilities under direct supervision. Entry-level positions at STAs typically require a high school education or equivalent to qualify. However, the data collected from STAs in focus groups Required Preferred High School/ GED No experience May offset experience with degrees** No certifications / qualifications Third-party certification Associate / Bachelor’s Degree Intermediate level Required Recommended High School/ GED 4-8 years inspection experience* May offset experience with degrees** STA certifications STA or third-party certifications Associate / Bachelor’s Degree Advanced level Required Recommended High School/ GED 8+ years inspection experience* May offset experience with degrees** All required certifications All required certifications Associate / Bachelor ’s Degree Preferred May offset experience with degrees** All required certifications Master’s degree Inspector Need Position Qualifications Education Experience Certification * Experience requirements determined by the STA ** Education to offset experience is determined by the STA Entry level Recommended High School/GED Some experience in construction No certifications / qualifications Preferred May offset experience with degrees** STA and third-party certifications Associate / Bachelor’s Degree Example Position Level Inspector I Inspector II Inspector III Inspector IV Inspector V Inspector VI Inspector VII Inspector VIII Inspector IX Figure 2.2. Example education, experience, and certication requirements used to evaluate construction inspection candidates.

12 Guide to Recruiting, Developing, and Retaining Transportation Infrastructure Construction Inspectors and interviews showed some STAs require college coursework, if not a completed associate or bachelor’s degree in a construction-related discipline. High school education should instill basic competencies for entry-level construction inspection positions through courses covering reading and literacy, math, science, computer literacy, and critical and analytical thinking. Some STAs may prefer a college degree for entry-level positions, and recruit from college and university programs and other education programs such as community college technician programs that specifically graduate certified construction inspectors. Higher education and technical school programs geared toward transportation construction inspection may produce candidates already possessing inspection certifications. Regardless of educational background, entry-level inspection positions require more initial and continuous training because inspectors at this position level possess limited experience and knowledge. New York State DOT Transportation Construction Inspector I Position Requirements • One construction season of experience (minimum 3 months) in highway, bridge, or other civil engineering related construction inspection, as described in the Transportation Construction Inspector Tasks and Duties, or • Completion of at least 1 year (minimum of 27 semester credit hours) of college coursework as part of an associate degree program in engineering, construction, or related discipline. • Completion of at least 1 year (minimum of 27 semester credit hours) of college course work as part of a bachelor’s degree program in engineering, construction, or related discipline. Individuals hired into entry-level inspection positions with high school education, no experi- ence, and no certifications fill the beginner level of inspection positions. Individuals with some college education, some experience, and, possibly, certifications fill higher entry-level positions, depending on their specific construction experience and educational background. Higher education in a construction-related field and inspection experience help place a new hire into a higher entry-level position. Ideally, entry-level inspectors will undergo initial and ongoing training to gain proficiency within inspection-specific KSAs and grow throughout their careers. 2.2.2 Intermediate-Level Construction Inspection Positions Intermediate-level inspection positions (e.g., 4–8 years of inspection experience) commonly have education requirements similar to entry-level positions but require more experience and perform more responsibilities. STAs typically require intermediate-level construction inspectors to have a minimum of high school education or, in some cases, prefer a college degree from a construction-related discipline (e.g., construction management, civil engineering, construction technology). The difference between entry-level and intermediate-level positions tends to be experience and the certifications possessed. However, STAs need to consider a combination of education and experience when evaluating intermediate-level inspector candidates. Some indi- viduals may possess an undergraduate college degree that may offset experience requirements, as it is up to the STA whether higher education degrees offset experience. Intermediate-level inspectors may also possess certifications for inspecting work, which may be from third-party construction organizations if the new hire has not worked for the STA or from the STA if the hire is a promotion from within the agency.

Needs Assessment and Recruitment 13 2.2.3 Advanced-Level Construction Inspection Positions Advanced-level positions (e.g., 8 or more years of inspection experience) generally require a high school education, while some STAs may require an undergraduate degree or a graduate- level degree in a construction-related discipline. Advanced-level construction inspectors must also possess many years of construction inspector experience, or they can offset experience with the possession of postsecondary degrees. To be promoted into an advanced-level position, an intermediate-level inspector may be required to obtain a college degree to pair with their years of inspection experience. STAs may provide education support or tuition reimbursement to assist these individuals with their educational goals and provide an incentive for inspectors to continue their careers with the STA. Advanced-level inspection positions require extensive experience and certifications. In many cases, a candidate who possesses an undergraduate degree but has limited construction inspec- tion experience would be hired into an intermediate-level position, while other candidates with college degrees and extensive construction inspection experience would be considered for an advanced-level position. Advanced-level construction inspection positions have the most complex assignments and responsibilities to perform, including supervisory responsibilities. Therefore, extensive field experience as an inspector and continuing education and training are required for placement into an advanced-level construction inspection position. Advanced-level inspectors generally also possess many STA and external construction organization inspection certifications and qualifications. 2.3 Hiring In-House Full-Time and Seasonal Construction Inspectors Once the construction inspection need is known (e.g., quantity, position levels, required certifications) and STAs are able to recruit inspection position candidates, open positions are advertised for full-time, seasonal, or both types of positions. Policies and regulations within the STA commonly dictate whether they hire in-house inspectors as full-time or seasonal employees. In general, STAs have more full-time inspectors than seasonal inspectors. In addition, STAs now use consultant inspectors rather than seasonal or temporary inspectors. Climate is another factor influencing whether the STA hires full-time or seasonal inspectors. STAs in northern states, such as New York, employ seasonal inspectors, as they are only needed for part of the year when construction occurs. In other northern states, such as Ohio, STAs hire technicians that perform inspections during the construction season and may perform general and winter weather maintenance during the nonconstruction months. Nonconstruction months also serve as a time to provide training to construction inspectors. STAs in milder climates, such as Texas, tend to primarily hire full-time inspectors because construction can occur during most, if not all, of the year. The hiring of seasonal inspectors depends on the need of the agency. STAs may employ temporary inspection positions for specific times during the year when most transportation construction work occurs. Seasonal employment reduces the burden on STAs related to salary and benefits, as costs are only incurred for a portion of the year. Seasonal employees, such as summer interns, familiarize students with transportation construction inspection, and these employees may become full-time inspectors after graduation. The Kentucky Transportation Cabinet has successfully used seasonal inspectors, typically hiring retirees that are not looking for full-time work (although this practice is not used currently). STAs could consider seasonal inspectors to meet an immediate need, in specific circumstances, or for entry-level positions so that individuals gain exposure and may consider becoming full-time inspectors. We host rapid career events where we do the interviews right there for applicants on the site, and we hire them on the spot. Additionally, job fairs and university programs are some strategies that helped us tremendously to recruit and create aware- ness about our work and the impact we create through infrastructure development. —Owner, consultant inspection firm

14 Guide to Recruiting, Developing, and Retaining Transportation Infrastructure Construction Inspectors 2.4 Recruiting Internal and External Candidates Potential candidates for construction inspection positions can be internally or externally recruited. Internal recruitment is the process whereby STAs identify and promote employees with proficiency in KSAs and relevant experience from within. Internal recruitment allows STAs to fill vacancies with current employees, reducing the cost of recruitment and initial training and increasing overall agency retention. External recruitment uses outside sources to find individuals who are not agency employees. Outside sources include job boards, social media, construction organizations, professional networks, and job fairs to advertise construction inspection positions. Community colleges, technical schools, and university programs are additional sources for STAs to consider. Through internships, higher education students could be hired into assistant or seasonal inspection posi- tions. Hiring and outreach events help recruit and raise awareness about the impact STAs make on society through infrastructure development. Informal communication (e.g., word of mouth from current STA employees) is also helpful for finding candidates. Whether recruitment is from inside or external to the agency, STAs need to find motivated, quality candidates who show interest in working in construction. To attract the most suitable candidates, STAs are advised to make detailed job postings that specify the potential for career advancement and an exact starting salary, rather than a range of salaries. (As mentioned by STAs, when salary ranges are provided, candidates expect the top of the range, leading to dissat- isfaction if they are offered less.) Table 2.1 provides factors for STAs to consider in finding inter- ested candidates for transportation construction inspection positions, collected from literature and a survey of 46 STAs. While STAs may not be able to compete with third-party consultant firms on salary, they can focus on other factors to make the position attractive. 2.5 Hiring Third-Party Consultant Construction Inspectors Outsourcing to third-party consultant construction inspectors often requires a different approach than hiring in-house inspectors, as outsourcing to private consultant firms for inspec- tion services is the method STAs most commonly use when they need to supplement their Recruitment Factor Description Appealing job position Offering construction inspection positions that are appealing to a wide candidate pool. Highlighting the ability to work outside, with technologies, and on important infrastructure projects that improve the community and society. Education support or tuition reimbursement Providing benefits to offset the costs for external continuing education, training, and certification of construction inspectors. Health benefits Providing inspection employees with affordable and comprehensive health care,including medical, dental, vision, and mental health benefits. Paid time off Allowing employees to take paid time off from work, including paid time off for vacation and leave purposes. Promotion opportunities Showing potential candidates that construction inspection has established career progressions for motivated employees. Offering the potential to advance to higher construction inspection positions. Retirement benefits Providing comprehensive retirement packages that allow employees to live comfortably once they retire from the STA. Simple application process Providing an application process that is streamlined and easy for any candidate to complete and completing the hiring process in a timely manner. Stable employment Emphasizing that transportation agencies are not typically susceptible to economic changes because they are publicly funded, making working for the STA more stable than working for a private sector construction firm. Service to communities and society Promoting the importance of working for a state agency that improves communities and the surrounding societies. Providing a sense of purpose tends to draw in younger workers who focus on making a difference to the community and society in their careers. Table 2.1. Factors that help STAs recruit construction inspectors.

Needs Assessment and Recruitment 15 internal inspection workforce. Most STAs currently use third-party consultants for some inspec- tion purposes, with some STAs using consultant inspectors more than others. Therefore, STAs need to set quality and performance expectations specifically for the consultant inspectors they hire. STAs would do well to evaluate the education, experience, and certifications of third-party consultants in a similar way that they hire in-house inspectors. STAs typically follow a choice of three methods for hiring third-party consultant construction inspectors. The first method is to prequalify third-party firms to perform inspections on behalf of the STA. The STA provides the firm with an inspector prequalification process akin to the contractor prequalification process used in construction project bidding. The second method is for STAs to procure third-party inspector firms by advertising the opportunity through a request for proposal (RFP). Third-party firms then provide proposals to the STA. The STA selects the third-party firm on the basis of its selection process, which ideally includes an evaluation of the education, experience, and certifications outlined in the proposal. The third method is for STAs to advertise opportunities through a request for qualifications (RFQ) that includes evaluating education, experience, and certifications. Firms that provide an acceptable statement of qualifications are then shortlisted and asked to provide a cost proposal. This two-step process incorporates the prequalification and RFP methods for hiring third-party consultant inspectors. The selection method used depends on how the STA operates. Third-party consultant inspectors can be hired for a specific project or program of projects, in a particular region or district of the STA, or statewide. A third-party consultant inspector travels across the state as needed to where work occurs. Once a third-party consultant inspector is hired, the STA manages the consultant’s contract. This is different than managing internal employees, as STAs are not typically in control of developing consultant inspectors. However, STAs expect that third-party consultant firms provide similar training and development so that the consultant inspector works just as an in-house construction inspector. To ensure this, STAs often allow third-party inspectors to attend agency training programs. 2.6 Evaluation Metrics for Construction Inspector Recruitment Programs STAs may consider implementing metrics to evaluate the outcomes of construction inspector recruitment programs. Table 2.2 includes KPIs for STAs to consider. These indicators can be established along with a target so that STAs have more information about the success of their construction inspector recruitment efforts. The recommendation is for STAs to implement the metrics that will help with their recruitment efforts of transportation construction inspectors. 2.7 Summary of Needs Assessment and Recruitment Strategies This chapter sets out steps for recruiting and hiring construction inspectors, including • Identify the need for inspectors on the basis of current workforce size and skill sets and the scope and size of forecasted transportation construction work. Identifying the need helps the STA know the inspection workforce that will be needed and whether those inspectors will be hired internally or if an STA will hire a third-party consultant inspection firm. • Advertise open construction inspection positions and implement recruitment strategies to find quality candidates. Recruitment factors and incentives include appealing job positions, education support and tuition reimbursement, health benefits, paid time off, promotion

16 Guide to Recruiting, Developing, and Retaining Transportation Infrastructure Construction Inspectors opportunities, retirement benefits, a simple application process, stable employment, and working as a public servant. • Evaluate applications for relevant education, experience, and alignment with the skill sets needed to perform construction inspection responsibilities. The STA could use an evaluation process similar to Figure 2.2 to evaluate candidates for construction inspection positions. • Provide qualified candidates with an employment opportunity and place them in a full-time or seasonal position at the entry, intermediate, or advanced level of construction inspection. • Consider hiring third-party consultant inspection firms to meet the construction inspection need of the STA. Key Performance Indicator Description Example Target a Applicants received per advertised position The total number of applicants per position that can be compared across advertised construction inspection positions. 20 candidate applications were received for the advertised construction inspection position. Conversion rate Total number or percentage of accepted positions compared with the offer letters sent. At least 80% of candidates that receive an offer letter accept the inspection position. Interns hired annually Total number of interns hired each year. Hiring the same number of interns annually. Intern conversion rate Total number or percentage of interns accepting positions compared with the offer letters sent. At least 80% of interns who receive a full-time offer letter accept the inspection position. New full-time hires annually Total number of full-time construction inspectors hired each year and comparing annual results. Hiring the same number of new hires annually. New seasonal hires annually Total number of seasonal construction inspectors hired each year. A similar number of new inspectors are hired each year, or the number of vacant positions decreases each year. Outside sources used per advertised position Total number of outside sources (job boards, job fairs, etc.) used to find applicants. Using at least five outside sources to advertise open construction inspection positions. Planned inspector need vs. actual inspectors hired The number of inspectors needed with the actual number of inspectors hired. At least 80% of advertised positions are filled annually. Promoted inspectors annually Total number of internal construction inspectors promoted to new positions. 20% of inspectors with at least 1 year of experience with the STA receive a promotion annually. aAdjust target based on the STA’s construction inspection operations. Table 2.2. Performance indicators for construction inspector recruitment programs.