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6.01.001.001 - Recruitment and Hiring

Approved: 3/19/2009
Approved By: President's Staff
Category: 6 - HUMAN RESOURCES
Section: 01 - EMPLOYMENT
Policy: 001 - Hiring and Equal Employment Opportunity

I             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, statues, and regulations.

II             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.

  • Adjunct Faculty is defined as part-time instructional personnel.
  • Administrator is defined as a managerial position with supervisory and fiscal responsibility within the area of responsibility.
  • Confidential is a classification of professional level support staff exempted from membership in the support staff bargaining unit.
  • EEOC is defined as Equal Employment Opportunity Commission.
  • ESPA is defined as the Community College of Beaver County Educational Support Personnel Association, PSEA-NEA..
  • Faculty is defined as full-time, instructional personnel and other full-time positions as identified in the contract with the SOF.
  • Grant is defined as a position whereby employees are funded from an outside source for a temporary or specified time period.
  • Interim is defined as a temporary appointment to duties for a specific term or time.  The appointee is not eligible to apply for the position.
  • Relative is defined as a husband or wife, son or daughter, mother or father, and/or brother or sister of any Board member or President or the spouses thereof.  The term applies equally to those who have established a cohabitation relationship. 
  • SOF is defined as the Community College of Beaver County Society of the Faculty, PSEA-NEA.
  • Special Term is the temporary appointment to a position for a fixed period of time, such as one semester or one year.  The duration of the appointment will be stated at the time of employment. 
  • Support Staff is the employee category used to designate non-instructional bargaining unit positions.

III           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 staff.

Upon approval of the position by the President, notification will be provided to the individual requesting the position and to the Human Resource Development Department indicating whether the position is to be made available in the current fiscal year or the subsequent fiscal year.  The Vice President for Human Resource Development 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 staff.

If the decision is to retain the position, the immediate supervisor must initiate the recruitment/selection process by completing the Request for Personnel Action form and forwarding it to the appropriate member of the President’s staff for authorization.  Any proposed changes to the duties, responsibilities, and/or qualifications for the position are to accompany the Personnel Action form.

Upon approval by the appropriate member of the President’s staff, the Personnel Action form is to be forwarded to the Vice President for Human Resource Development who will initiate the recruitment process.

Recruitment

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

  • Support staff positions will be posted internally as required by the contract between the College and the ESPA before any external recruitment occurs. 
  • For support staff positions not filled internally, confidential positions, grant-funded positions, and administrative positions below the level of “Dean,” recruitment will be regional including advertisements in Beaver County and in other newspapers as determined by the Vice President for Human Resource Development.  Electronic advertising will also be utilized.
  • For administrative positions at the level of “Dean” or above and for full-time faculty positions, recruitment will be national and include local advertising as well as national advertising in a venue deemed appropriate by the Vice President for Human Resource Development.  Electronic advertising will also be utilized.

 

At the discretion of the President upon recommendation from the Vice President for Human Resource Development, 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 designated personnel in the Department of Human Resource Development 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 Resource Development will consult with the immediate supervisor for the position and the appropriate member of the President’s staff.  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 Resource Development and the application excluded from consideration.

Applications from those individuals meeting minimum qualifications will be reviewed by a screening committee using a rating form developed by the Department of Human Resource Development.  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 Resource Development 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 staff to which the position ultimately reports or at the request of the President.  Typically, screening committees will be structured as follows:

Faculty Positions

  • The immediate supervisor;
  • Two faculty named by the Society of the Faculty with one coming from within the division in which the position resides and the other coming from a separate instructional division; and
  • Two additional administrators named by the Vice President for Learning and Student Success or its successor position.

Administrative Positions

  • The immediate supervisor;
  • The appropriate member of the President’s staff;
  • Two support staff representatives named by the appropriate vice president,
  • Two faculty named by the Society of the Faculty and
  • Two administrators named by the President.

Confidential and Staff Positions

  • The immediate supervisor and
  • Two administrators named by the President.

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 Resource Development.  These recommendations will be reviewed with 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 Department of Human Resource Development.

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 Resource Development on the “do’s and don’ts” of interviewing.  At a minimum, there will be an interview with the screening committee.  Questions for the interview will be scripted in advance, and all applicants will be asked to respond to the same slate of questions.  Interview questions should be structured to reveal the applicant’s knowledge, technical skills, and abilities relating to the position being sought; communication skills, interpersonal skills, and problem-solving skills.  The Vice President for Human Resource Development will be responsible for compilation of the questions.

For faculty positions and administrative positions, separate interviews will be scheduled with the appropriate supervising member of the President’s staff 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 and is to be conducted before a group of not less than ten (10) members including faculty, administrators, and students.  Members of the screening committee are to be included in this group, and a standardized evaluation form will be used to evaluate the presentation.  The Vice President for Human Resource Development will coordinate with each applicant in advance of the interview to determine if access to technological resources will be required by the applicant.  The Vice President for Human Resource Development will ensure the resources are made available.

Interviewer’s Evaluation Sheet

An interviewer’s evaluation sheet is to be completed by each interviewer to record a total assessment/evaluation of each applicant interviewed according to the established job requirements and factors considered in the evaluation.  On the evaluation sheet, the interviewer will indicate the degree to which the applicant meets each critical job requirement or factor on a scale from ‘poor’ to ‘very good’.  In addition, a summary evaluation must be completed to identify an overall assessment of the candidate’s strengths, weaknesses, and other summary comments.  (This information is required to document and support the reasons for selection or rejection of candidates.)

Recommendations

The Vice President for Human Resource Development 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 at least three names without regard to their order of preference for consideration by 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 Resource Development, in consultation with the immediate supervisor and the appropriate member of the President’s staff 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.  A standardized list of reference questions is to be utilized for all applicants, and additional questions appropriate for clarifying the credentials of a particular applicant may also be posed.  The Vice President for Human Resource Development will also share the results of the reference checks with the President to assist in making a final determination for hiring.

Hiring Decision

From the recommendations of the screening committee and the results of the reference checks, the President will consult with members of the 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.  For positions at the vice presidential level, the President will present a recommendation to the Board of Trustees for final action.  The President will advise the Vice President for Human Resource Development, the immediate supervisor, and the appropriate member of the President’s staff of the determination made.  The Vice President for Human Resource Development 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, the Vice President for Human Resource Development will determine the appropriate salary placement for the individual being hired.  It will also be her/his responsibility officially to make all employment offers on behalf of the College and to determine, in consultation with the immediate supervisor and the applicant, an effective starting date.

Once an individual has accepted the employment offer from the College, all documentation required for employment must be provided to the Department of Human Resource Development before employment can begin.  In the case of required transcripts, official transcripts must be submitted to the Department of Human Resource Development.  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 Resource Development will be responsible for notifying all unsuccessful candidates for the position.