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6.01.001.001 Recruitment and Hiring

Category: HUMAN RESOURCES
Section: EMPLOYMENT
Policy: Hiring and Equal Employment Opportunity
Approved: 2/5/2015
Approved By: President's Executive Council

Introduction

Through its policy on Hiring and Equal Employment Opportunity, the Board of Trustees has established the College’s expectations for a fair, equitable employee recruitment and hiring process. The Board also wants to ensure that the College recruits in a manner that provides an array of qualified applicants for the vacancies that may exist.

These procedures are provided to ensure that the College’s recruitment and hiring actions are consistent with Board policy, are uniform throughout the College, and are in accordance with equal employment and affirmative action guidelines, statutes, and regulations.

Definitions

Acting is defined as a temporary appointment of duties while recruitment for a position progresses. An individual designated in this manner is eligible to apply for the position.

 

Filling Full-Time Vacancies

New Positions

New positions may be proposed at any time during the fiscal year. The initiative for requesting a new position must originate with a member of the administrative staff. Included with the request for the new position must be a complete position description, a proposed statement of qualifications for the position, recommendations for classification of the position and a statement of the availability of dollars to support the position. The position request must be reviewed at appropriate levels within the organizational structure and recommended to the President by the appropriate member of the President’s Executive Council.

Upon approval of the position by the President, notification will be provided to the individual requesting the position and to the Department of Human Resources indicating whether the position is to be made available in the current fiscal year or the subsequent fiscal year. The Vice President for Human Resources will have the responsibility for appropriately classifying the position and establishing its salary placement. She/he will also have responsibility for initiating the recruitment and selection process for the position in a timely manner.

Vacant Positions

When an existing position becomes vacant, there will be an administrative review, initiated by the immediate supervisor to determine if the position should be retained, restructured, or eliminated. Approval of the supervisor’s recommendation must be granted through the appropriate member of the President’s Executive Council.

If the decision is to retain the position, the immediate supervisor must initiate the recruitment/selection process by gaining approval from the appropriate member of the President’s Executive Council. Any proposed changes to the duties, responsibilities, and/or qualifications for the position are to accompany the request for approval.

Upon approval by the appropriate member of the President’s Executive Council notification of approval will be forwarded to the Vice President for Human Resources, who will initiate the recruitment process.

Recruitment

Upon receipt of the authorized vacancy announcement, the Vice President for Human Resources will be responsible for initiating recruitment within the following guidelines. 

 

At the discretion of the President upon recommendation from the Vice President for Human Resources, these requirements may be waived or enhanced to permit more targeted marketing and recruitment efforts. For all positions, a date on which review of applications is scheduled to begin will be announced as part of the recruitment effort with an additional notice that review of applications will continue until the position has been filled or the search process has been terminated by the President.

Screening

As applications are received, they will be reviewed by a screening committee and the Vice President for Human Resources to ensure that minimum qualifications for the position are met by the applicant. Where there are questions regarding the fulfillment of the minimum qualifications, the Vice President for Human Resources will consult with the immediate supervisor for the position and the appropriate member of the President’s Executive Council. She/he will then review the matter with the President for a final determination on consideration of the application.  When it is determined minimum qualifications have not been satisfied, the applicant will be notified by the Department of Human Resources and the application excluded from consideration.

Applications from those individuals meeting minimum qualifications will be reviewed by a screening committee. The purpose of this review will be to identify individuals to be invited for interview. It is intended that the screening committees will be inclusive and that the Vice President for Human Resources or his/her designee will serve in an ex-officio capacity on all screening committees. The membership of the screening committee may be expanded at the request of the member of the President’s Executive Council to which the position ultimately reports or at the request of the President. Typically, screening committees will be structured as follows:

Faculty Positions

 

Administrative Positions

 

Confidential and Staff Positions

 

As part of its deliberation, the screening committee will recommend a number of applicants to be invited for interview and recommend the names of the individuals to be interviewed to the Vice President for Human Resources. These recommendations will be reviewed with the hiring manager and the President before interviews are scheduled. It will permissible to conduct a preliminary round of telephone or video interviews before scheduling on-campus, in-person interviews. All interviews will be scheduled by the immediate supervisor or screening committee chair.

Interviews

The interview process will be structured and all participants in the interview process will be required to attend an orientation conducted by the Department of Human Resources. At a minimum, candidates will interview with the screening committee. 

For faculty positions and administrative positions, separate interviews will be scheduled with the appropriate supervising member of the President’s Executive Council and the President. These individuals may also elect to participate in the interview with the screening committee or to meet individually with the applicants. The pattern of participation is to be the same for all applicants being considered for a single position. At the President’s discretion, additional interviews may also be scheduled.

Individuals being considered for full-time faculty positions will also be required to conduct a teaching demonstration as part of the interview process. The demonstration is to be on a topic in the individual’s teaching field. Faculty, administrators, and students will be invited to attend the demonstration.  Members of the screening committee are to be included in this group. The hiring manager and/or screening committee chair will coordinate with each applicant in advance of the interview to determine whether access to technological resources will be required by the applicant and to ensure that the resources are available.

Recommendations

The Vice President for Human Resources will be responsible for compiling data from the participants in the interview process.  Once this information is compiled, she/he will convene the screening committee and facilitate discussions to reach consensus on its recommendations. The screening committee will recommend finalists (candidates they deem worthy of hire) to the hiring manager and the President without regard to their order of preference for consideration by the hiring manager and the President. Accompanying the recommendation will be a written analysis of the relative strengths and weaknesses of each individual recommended.

Additionally, the Vice President for Human Resources, the immediate supervisor and/or the appropriate member of the President’s Executive Council will conduct detailed reference checks on the individuals being interviewed. References to be consulted will include those provided by the applicant and others identified by College personnel conducting the reference checks as being able to speak knowledgeably on the applicant’s skills, background, and abilities. The results of the reference checks will be shared with the hiring manager and the President to assist in making a final determination for hiring.

Hiring Decision

Informed by the recommendations of the screening committee, the hiring manager, and the results of the reference checks, the President will consult with other members of the faculty and staff, as appropriate, to make a hiring decision. The President may decide, on the basis of the recommendations provided, to select an individual for the position, to continue the search, or to vacate the search.  The President may also decide to offer temporary employment rather than filling the position on a permanent basis. The President will advise the Vice President for Human Resources, the immediate supervisor, and the appropriate members of the President’s Executive Council of the determination made.  The Vice President for Human Resources will advise the screening committee and inform the campus once the applicant has accepted the position and a starting date has been confirmed.

Employment Offer and Salary Placement

Based on the credentials presented and the requirement of the position, and in consultation with the hiring manager and the President, the Vice President for Human Resources will determine the appropriate salary placement for the individual being hired. The immediate supervisor or the President will normally make the employment offer.

Once an individual has accepted the employment offer from the College, all documentation required for employment must be provided to the Department of Human Resources before employment can begin. In the case of required transcripts, official transcripts must be submitted to the Department of Human Resources. For a transcript to be considered official, it must be forwarded directly from the Registrar of the institution issuing the transcript to Human Resources. Transcripts marked “issued to student” will not be accepted as official.

The Vice President for Human Resources will be responsible for notifying all unsuccessful candidates for the position.