HR Note - February 2006

Hiring Process Quick Overview

The Chair of the Selection Committee is responsible for completing or monitoring completion of the following activities related to the selection process.

Pre-Recruitment

·         Job Description - Forward finalized job description and completed Recruitment Request form to Human Resources (include specific advertising requests, i.e., Chronicle of Higher Ed, Sentinel).

·         Create a time-line - Create a schedule for the screening committee in order to expedite the hiring process.  This time-line is sent to Human Resources with the Recruitment Request Form.

·         Search Committee - Appoint a search committee ensuring that the committee is representative of the college population.  All committees for full-time and part-time positions must appoint a Diversity representative to serve on the screening committee.  The search committee must be approved by the Provost or appropriate Vice President. 

·         Training - Arrange for the Diversity representative to brief the committee on lawful inquiries and college procedures associated with the hiring process.

·         Screening Criteria - Work with the committee to develop guidelines, procedures and evaluative criteria to be used during the selection process.  All candidates for faculty, professional and administrative positions are required to complete an on-site writing sample prior to the formal interview.  Exceptions must be approved by the President or his designee.

·         Recruitment Request Form - Once the Recruitment Request Form is complete, forward to Human Resources with a list of the committee members including the Diversity Representative, a time-line that the committee will follow, and a copy of the approved Job Description.  The position will not be opened for recruitment unless all of these items are received. 

Paper Screening

·         Applicant Files are forwarded (via campus mail) to the committee chair on the Monday after the position closes. 

·         Paper Screen - All members of the screening committee must review applications and provide feedback using the screening criteria.

·         Select Candidates for Interview - Screen applications and select candidates to be interviewed.   Keep a record of screening criteria and evaluation of applicants.  Extend Veterans' Preference when appropriate.

·         Diversity Representative Review - The Diversity Representative must review list of applicants to be interviewed prior to invitation. 

·         First Interview - Invite candidates to first interview and send letters confirming interview arrangements.  Copy applicant file of individuals to be interviewed.  Phone interviews may precede the first interview if appropriate.

·         Memo to Human Resources - Send a list of candidates selected for interview and all applicant files to Human Resources prior to interview.  Human Resources will send written notification to applicants not selected for an interview.

Interviews

·         Pre Interview - Provide committee members with a copy of the job description, interview questions, and each candidate's application and résumé.

·         Telephone Interviews - Telephone interviews may be conducted.  Telephone interviews are used to narrow a pool of applicants and do not replace the 1^st or 2^nd on-site interview.  When telephone interviews are offered, all candidates, whether in state or out of state, must have the opportunity to be interviewed by telephone.

·         Writing Samples - For faculty, professional and administrative positions, administer a writing sample exercise immediately prior to his/her first on-site interview.

·         Conduct First On-site Interviews - Background Release forms should be given to candidates after first on-site interview.  Background release forms should be forwarded to Human Resources.

·         Selection for Second Interview - Recommend candidates to be sent forward for second interview.  After consultation with appropriate administrator, invite selected candidates for second interview. Send list of 2^nd interview candidates and Background Release forms to Human Resources.

·         Confirmation Letters and Notification Letters - Follow-up with written confirmation of interview arrangements to applicants selected for a second interview. The committee chair is responsible for sending written notification to candidates not selected for a second interview as soon as possible.

·         Conduct Second Interviews

·         Voting - Retain tally of selection committee voting and advise chair of committee to retain voting records for minimum of two years.  Official records or minutes of committee meeting, if any, should be retained for a minimum of two years. 

Selection

·         Reference Checks - Conduct and document reference checks on selected candidate.

·        Recommendation to Hire - Forward documentation on references for selected candidate and completed Recommendation to Hire form.  (Note: Background checks must be completed before a job can be offered-allow 3-5 business days for in-state searches, longer for out-of-state searches).

Post Selection

·         Offer - Human Resources will extend offer of employment, verbally and in writing once background is complete and all signatures have been acquired.

·         Drug Test - Human Resources will refer selected candidate for a drug test after position is offered.  Allow 3 business days.

·         Follow Up to ensure that new employee's official transcripts are received, if applicable.

                                                                            HR Notes #56

                                                                           February, 2006