HR NOTES for Support Staff, Supervisors & Managers

Screening and Selection 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 if needed to Dannette Johnson in Human Resources.

 

¨    Recruitment Request Form - Log in to PeopleAdmin to start your requisition to recruit for your position.  Once the Requisition Form is complete, forward to your department head to continue the approval process.  Make sure all fields are complete at the time of submission as this may delay the process.   Be prepared to include the following information on your requisition in order to expedite the process:

 

Create a time-line - Create a schedule for the screening committee in order to expedite the hiring process.   This timeline will be used by Human Resources when searching for a Diversity Representative.

 

Search Committee - Select search committee members ensuring that the committee is representative of the college population.   Human Resources will select a Diversity Representative to serve on your committee. 

 

¨    Meeting - Once your position has been approved for posting, arrange for a meeting with everyone on the search committee including the diversity representative to discuss the screening criteria and interview questions.  At this time, the Diversity Representative will brief the committee on lawful inquiries and college procedures associated with the hiring process.

 

¨    Screening Criteria - Work with the committee including the Diversity Representative 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. 

 

On-line  Screening

 

 

¨    Username/Password  will be distributed to the chair of the committee the day prior to the position closing.  The chair will distribute this information to all committee members including the Diversity Representative.  Once the position closes the committee members will have access to the applicant files at https://jobs.valenciacc.edu/hr. 

 

¨    On-line Screening - All members of the screening committee including the Diversity Representative, must review applications and provide feedback using the screening criteria.  Once feedback has been submitted to the chair of the committee, committee members must discuss the potential candidates selected for interview. 

 

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

 

¨    Select Candidates for Interview - Once candidates have been selected for an interview the chair of the committee will login to PeopleAdmin (with their username and password) to update the applicant status.   Keep a record of screening criteria and evaluation of applicants.  Extend Veterans' Preference when appropriate (for Career Service Positions).

 

¨    Interview - Invite candidates to interview and send letters confirming interview arrangements.

 

Interviews

 

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

 

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

 

¨    Conduct Interviews - Background Release forms should be given to candidates after first interview.  Background Release form can be found on-line at http://oit.valenciacc.edu/forms.  Background release forms should be forwarded to Human Resources.

 

¨    Selecting Candidate - 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

 

¨    Conduct Reference Checks

 

¨    Hiring Proposal - Once a candidate has been identified login to PeopleAdmin and change the selected candidates status to "Recommend for Hire" and begin Hiring Proposal.  (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.

 

¨    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 #85

August, 2008