aPHR key terms

A software system that stores and manages employee data such as personal details, job history, pay, and benefits. HR staff use it for recordkeeping, reporting, and routine administrative tasks.

The process of gathering detailed information about a job's duties, responsibilities, working conditions, and the knowledge or skills needed to perform it. It supports descriptions, specifications, and compensation decisions.

A written summary of a job's title, duties, reporting relationships, and working conditions. It describes the work itself rather than the qualifications of the person who performs it.

A written statement of the qualifications, education, experience, skills, and physical requirements a person needs to perform a specific job. It usually accompanies or is part of the job description.

A systematic review of an organization's HR policies, practices, records, and compliance with laws and internal rules. It identifies gaps and recommends improvements to reduce risk.

The process of comparing an organization's current workforce with its future staffing needs and deciding how to close gaps through hiring, training, redeployment, or reduction.

Quantitative measures used to track HR performance and workforce trends, such as turnover rate, time to fill, absenteeism, and cost per hire. They support data-based decisions.

A policy and schedule that specifies which employment records must be kept, for how long, and how they are stored or destroyed. It helps meet legal requirements and supports audits.

An announcement that advertises an open position to potential applicants, typically describing duties, qualifications, pay range, and how to apply. It may be internal, external, or both.

Software that receives, stores, and organizes job applications and resumes, helps screen candidates, and tracks them through the hiring process. It is commonly used to manage recruitment workflow and compliance records.

A selection interview in which all candidates are asked the same predetermined questions in the same order, often scored with a standard rating guide. It improves consistency and comparability.

A selection interview that asks candidates to describe past situations and how they handled them, based on the idea that past behavior predicts future performance. Questions often begin with 'Tell me about a time when...'

The consistency of a selection or assessment tool: whether it produces similar results when used repeatedly or by different raters. A reliable tool is a prerequisite for a valid one.

The degree to which a selection tool measures what it is intended to measure and is related to job performance. A valid test supports accurate hiring decisions and reduces legal risk.

A substantially different selection rate for members of a protected group compared with another group, often assessed by the four-fifths rule. It may indicate discriminatory practices even without intent.

Verification of a candidate's history, such as employment, education, criminal records, or references, conducted before or after a job offer. Employers must follow applicable laws and obtain required consent.

The fixed amount an employee earns for performing a job, usually expressed as an hourly rate or annual salary, excluding overtime, bonuses, and benefits.

Compensation that changes based on performance, results, or other criteria, such as bonuses, commissions, or profit sharing. It is not guaranteed and is often used to reward outcomes.

A systematic process for determining the relative worth of jobs within an organization by comparing factors such as skill, responsibility, effort, and working conditions. It supports internal pay equity.

The practice of setting pay based on external market data for similar jobs, often using salary surveys. It helps employers remain competitive while controlling compensation costs.

A level in an organization's compensation structure that groups jobs of similar value and defines a pay range with a minimum, midpoint, and maximum.

A classification under the Fair Labor Standards Act for employees who are not entitled to overtime pay because they meet specific salary and duties tests, such as executive, administrative, or professional roles.

A retirement plan, such as a 401(k), in which the employer and often the employee contribute to an individual account. The final benefit depends on contributions and investment performance, not a guaranteed amount.

A federal law that lets eligible employees and their dependents continue group health coverage for a limited time after losing coverage because of events such as job loss or reduced hours, usually at their own expense.

The process of identifying the gap between current and desired employee knowledge, skills, or performance and deciding whether training is the right solution. It guides the design of development programs.

The process of integrating a new employee into the organization through orientation, paperwork, training, and social support. Effective onboarding helps new hires become productive and reduces early turnover.

A formal process for evaluating an employee's job performance against expectations, often using ratings, goals, or competencies. Results may inform pay, promotion, development, and discipline decisions.

The process of identifying and developing employees who can fill key roles when current holders leave or are promoted. It helps maintain continuity and reduce disruption from vacancies.

A written document that explains an organization's policies, expectations, benefits, and procedures. It communicates rules and can help defend against legal claims if kept current and consistently applied.

A step-by-step approach to correcting employee behavior or performance, typically moving from verbal warning to written warning, suspension, and termination. It gives employees notice and a chance to improve.

A legal doctrine meaning either the employer or the employee may end the employment relationship at any time, for any lawful reason, with or without notice, subject to exceptions such as contracts and anti-discrimination laws.

A formal process that employees use to raise complaints about treatment, policy application, or working conditions and to have them reviewed and resolved, often through several steps of management review.

The principle, enforced by laws and agencies such as the EEOC, that employment decisions must be based on job-related factors rather than race, color, religion, sex, national origin, age, disability, or other protected characteristics.

The Occupational Safety and Health Administration, the federal agency that sets and enforces workplace safety and health standards and requires employers to provide a safe working environment.

An OSHA rule requiring employers to inform workers about hazardous chemicals through labels, safety data sheets, and training. It helps employees recognize and respond safely to chemical hazards.

Equipment worn by workers to reduce exposure to hazards, such as gloves, goggles, respirators, or hard hats. Employers must provide suitable PPE and train employees in its proper use.

A written record of a workplace accident, injury, near miss, or property damage, describing what happened, who was involved, and immediate actions taken. It supports investigation, safety improvement, and legal documentation.

A state-mandated insurance program that provides medical care and wage replacement to employees injured or made ill by work, generally without requiring the employee to sue the employer.