Search, Screening And Hiring Procedure Checklist

Philosophy

The college values open access and academic excellence. All persons possessing minimum job qualifications must be provided an equal opportunity to compete for employment. The primary function of the screening committee is to review applicant files based on the established criteria, conduct interviews, find facts, and make recommendations of candidates to be given further consideration.

Public Records Act and Communication

• All questions from applicants and others about the search and screening process, either during or after completion of the process, should be directed to Human Resources and requests for copies of applicant materials should be directed to Human Resources as the record custodian.
• All activities and documentation relating to search and screening processes are subject to the public records act. Additional information is provided in the HR orientation session and in the SSH Procedure.

Search

• Department head requests that position be posted by way of the “Request for Posting” process, which requires signatures from budget authority up to vice president. New or restructured positions require President’s Staff approval.
• Posting description is drafted and attached to posting request. Advertising requests are also made via this form.
• Applications are received through an applicant tracking system. Only files that are complete are eligible to be reviewed by the committee. Committee must confirm that applicant’s meet minimum qualifications.

Screening, Interview and Recommendation

• Screening committee membership and committee chair will be established by the administrative leadership of the department and sent to Human Resources for approval. Average committee size is 5-7 members. Members should be knowledgeable of the position duties, required qualifications and departmental needs.
• Each committee member will receive a charge from the administrative leadership, which should include information regarding the number of recommendations to be forwarded, timeline, candidate profile, position description, qualifications, and department dynamics.
• Each committee member must complete an orientation session with Human Resources. There each committee member will be given thorough training on the screening process and a review of applicable rules/policies. Also, during this session the charge will be reviewed.
• Committee will establish evaluative tools that will be used for screening of applications and will submit this instrument to HR for review. HR has examples and will make recommendations as needed.
• Candidates requesting Veteran’s preference must do so in writing by way of the application or cover letter and provide the appropriate documentation. If the applicant requests veteran’s preference and meets the minimum qualifications as posted, he/she must be given equal consideration and be extended an interview.
• If the committee has concerns about the pool of applicants, they will request from the administrative leadership that the search be extended or reopened. They must do so through the committee chair. The administrative leadership can extend or reopen the search process through Human Resources after consulting with the committee.
• In collaboration with the department head, the committee must verify credentials and prior experience. The current employer should only be contacted if the candidate is strongly being considered for employment.
• Committee will establish interview questions and forward to HR for approval prior to interviews.
• Committee schedules and conducts interviews.
• Committee makes appropriate number of recommendations, as designated in the charge, to the administrative leadership. Recommendations should not be submitted in ranked order. A list of the strengths of each candidate should be included.
• Should the committee deem all the candidates are unacceptable, or if the administrative leadership finds the recommendations unacceptable, an explanation must be provided to both parties. The administrative leadership will reconvene the committee for consultation and may provide additional instructions, a revised charge or will request re-posting or extension of the search.
• The chair of the committee will provide a written summary report of the search process to Human Resources and the hiring authority prior to the job being offered by HR.

Hiring

• Administrative leadership interviews, confirms references, qualifications, experience and credentials of each candidate recommended and submits to Human Resources the “Request to Offer and Appoint” form, which indicates proposed salary and justification for salary requested for candidate to be offered position. A credentialing form must be completed prior to faculty job offer being extended by HR.
• If hiring authority does not select one of the recommended candidates, they will reconvene the committee to discuss and may ask for additional recommendations or reopen the search if the committee feels additional candidates are not available within the current pool.
• Employment offers are processed upon receipt of all required approvals, documentation and credentials and can only be extended by the Human Resources Office.

Notification

• Human Resources provides notification to all applicants after the position has been offered and accepted.
• The hiring authority may decide to provide notification to the chair of the search committee and/or committee members. This information should remain confidential until candidate accepts position in writing and all other applicants have been notified.