Napa Valley College Office of Human Resources ADMINISTRATIVE RECRUITING/HIRING PROCEDURES

Transcription

1 DRAFT 5/29/09 Napa Valley College Office of Human Resources ADMINISTRATIVE RECRUITING/HIRING PROCEDURES I. RECRUITMENT AND ADVERTISING A. Initiating the Recruitment Process Recommendations for administrative openings are presented by the appropriate vice president to President s Cabinet for discussion, approval, and prioritization. The Office of Human Resources (OHR) forwards requests to advertise positions to the Board of Trustees via the President. B. Updating the Vacancy Announcement Once the Board of Trustees approves advertising the position, OHR forwards a draft of the announcement and supplemental questionnaire to the appropriate administrator and respective vice president. The announcement includes standard campus information plus the responsibilities of the job and minimum qualifications. The minimum qualifications for academic administrators conform with Education Code and Title 5, as well as the Minimum Qualifications for Faculty and Administrators in California Community Colleges. The supervisor, in collaboration with the Dean, Human Resources and the respective vice president, will determine any additional minimum qualifications and the Desirable Professional Qualifications to be listed on the announcement. Supplemental Questions A Supplemental Questionnaire is a required part of the application process. The appropriate supervisor must submit supplemental questions to the Office of Human Resources before the job can be opened. The supplemental questions should directly relate to the minimum qualifications and the desirable qualifications as listed on the vacancy announcement. The responses to these questions will help the committee determine the extent to which applicants meet the qualifications. Four or five questions, including a standard diversity question, are generally sufficient. The supplemental questions should be approved by the appropriate vice president and will be reviewed by the Dean, Human Resources. Time Lines Positions are opened after board approval and once announcements and supplemental questions are finalized. Administrative positions are open 4-8 weeks, depending on the level and urgency. Advertising/Recruitment In order to draw a diverse pool of applicants, academic administrative positions are advertised in the Chronicle of Higher Education, Black Careers Now, Hispanic Hotline, Asian Pacific Careers, California Community Colleges Registry website, and Yahoo Hot Jobs. When warranted, the college also advertise in local newspapers. Administrative positions are also posted on the Association of Community College Administrators (ACCCA) website. Divisions are also given the opportunity to suggest advertising venues or list serves in their field. ADMINISTRATIVE HIRING PROCEDURES 1

2 In addition, the vacancy announcement is ed to applicants who registered with the California Community College Registry database in their particular field, and they are mailed or ed to a mailing list consisting of placement offices, career centers, and EEO departments at various colleges, agencies, and businesses. The Office of Human Resources sends announcements to those who have asked to be on the Napa Valley College mailing list for their designated area of interest. Announcements are posted on the Office of Human Resources bulletin board and on the Napa Valley College Human Resources website; an is also sent out campus-wide announcing the opening. Application materials are available on the college website or can be picked up at the Human Resources Office. Materials may also be requested via the Jobline voice mail, , or by ing jobline@napavalley.edu. Establishing Hiring Committees Once the position is opened, a hiring committee can be established. All employees who wish to serve on a hiring committee must participate in both phases of the required hiring committee training. Hiring committee members must commit to serve through all phases of the hiring process to which they are appointed. The Dean, Human Resources, will review the committee assignments for diversity balance. Hiring committee composition for administrative positions is as follows: Committee Chair: President, for vice president selection; vice president or dean/supervisor for other administrative positions. Appointment made by the vice president. Administrative Representatives: Three representatives for vice president or dean positions; one representative for associate deans, directors, etc. Appointments made by the Administrative Senate after review by the Dean, Human Resources. Academic Senate Representatives: One tenured, or tenure-track faculty member. Appointment made by the Academic Senate after review by the Dean, Human Resources. Classified Representative: One regular, non-probationary classified employee, whenever possible, working in a job related as closely as possible to the subject area, appointed by the Association of Classified Professionals, after review by the Dean, Human Resources. Student/Community Representative: One student representative, appointed by the Associated Student Body after review by the Dean, Human Resources; or one community representative with expertise in an area as close to the discipline as possible, appointed by the committee chair after review by the Dean, Human Resources. Equal Employment Opportunity Representative: To support, facilitate, and monitor the process, the Dean, Human Resources shall appoint a non-voting Equal Employment Opportunity representative to each hiring committee from a list of trained volunteers. Human Resources notifies each constituency group leader of the opening of a position. It is the responsibility of the group leader to notify Human Resources of the representatives being appointed by the stated deadline. Hiring Committee Training All employees who wish to serve on a hiring committee must participate in two phases of a hiring committee training. This training also consists of the District s EEO guidelines, a review of committee responsibilities, and screening and interviewing procedures. The first phase is an online component that speaks to the legal aspects of hiring. The second phase ADMINISTRATIVE HIRING PROCEDURES 2

3 is a three-hour training that focuses on the value of a diverse workforce, the principles of cultural competence, and bias awareness. All committee members must participate in a Hiring Committee Training at least once every 24 months. The Office of Human Resources will notify the campus when the trainings are scheduled. In addition to the required hiring committee training, committee chairs and Equal Employment Opportunity representatives will receive additional training specific to those roles. Initial Hiring Committee Meeting The first meeting of the hiring committee can occur before the application deadline of the position. The purpose of this meeting is to: Articulate the district s view of the position, including the scope, need, short- and long-term challenges and opportunities. Remind committee members that outside information cannot be brought into the process and that they cannot discuss the applicants without the entire committee present. Have all members read and sign the confidentiality statement. Select committee member who will sit on the second interview (criteria should be related to subject matter and/or division or department needs) Discuss the desirable qualifications and methods for evaluating the characteristics (e.g., rubric) Identify topics for interview questions. Develop presentation subject (if warranted) Establish dates for future meetings/interviews. The second meeting should be scheduled far enough in advance to allow Human Resources to prepare applications after the deadline date and to allow members time to review all the applications. Candidates will be given two weeks notice for the interview, so the committee needs to take this into consideration when setting the interview dates. Each committee member will have a folder containing the following materials: the college s mission statement; a list of the committee members; a list of the desirable qualifications from the vacancy announcement; and a vacancy announcement. If available, interview questions used previously may be included. The committee chair s folder will also include the confidentiality form to be signed by the members, the form that identifies who is to be interviewed, and the interview set-up form. Once the committee develops the criteria for the rating chart/rubric, Human Resources will prepare the chart and notify the committee when the applications are ready for review. A copy of the rating chart or rubric will be added to each member s folder. Application Appraisal After the position closes, the Dean, Human Resources will review the application pool for appropriate diversity representation according to EEO guidelines. If approved to go forward, only applications which are complete will be forwarded to the Office of Instruction for determining whether or not each applicant meets the minimum education requirements according to the Chancellor s Office guidelines. Experience minimums are checked by the Dean, Human Resources or the chair of the committee. ADMINISTRATIVE HIRING PROCEDURES 3

4 Those applications which meet all the minimum qualifications will be prepared for the committee to review. Each committee member will be able to review the applications individually, but must do so in the Administration building in a location arranged by the Office of Human Resources. Human Resources must know the location of the applications and members individual folders at all times. Any notes taken must remain in the member s folder. All applications must be rated by the date of the next committee meeting for the member to participate in the process for selecting interviewees. The committee meets as a group to evaluate and discuss the group s rating of the applicants. Candidates for interview will be determined and listed, in unranked order, on the appropriate form in the committee chair s folder. Final discussions of interview questions and demonstration/presentation, length of interviews, length of time for previewing questions, etc. should be decided and indicated on the interview setup form in the committee chair s folder. The Dean, Human Resources will review the pool of interview candidates for diversity representation before the candidates are invited to interview. In some cases, the dean will ask the committee to reconsider additional applicants to broaden the pool. All applicants not forwarded for interviews will receive a letter advising them of such. Interviews A final draft of the interview questions should be forwarded to the Human Resources Office at least a week before the interviews so the dean can review them and notify the chair of any major changes, and so they can be formatted and copied for the committee folders. The hiring committee generally meets minutes before the first interview. Interviews are normally minutes long, but it is at the committee s discretion. A good rule of thumb is to allow 5 minutes per question. Human Resources has a standard diversity question, unless the committee submits a different one, and a standard reference check question. Interviewees are generally allowed time to ask questions of the committee or to make final comments. Applicants should be afforded an appropriate amount of time to review the questions in advance of their interview, usually 30 minutes. After interviews and committee deliberations, the chair will write the names of the final candidates, in unranked order, on the form provided. Upon approval by the Dean, Human Resources, second interviews will be scheduled. All applicants not forwarded as finalists will receive a letter advising them of such. Second Interviews Depending on the level of the position, final interviews could be held by the President, appropriate vice president, and the supervisor, or just the supervisor and vice president. In most cases, dates and times for second interviews will have been established in advance, so they can occur shortly after the initial interviews. After the final interview, and once references have been checked, the finalist will be chosen and the President will forward the name to Human Resources. ADMINISTRATIVE HIRING PROCEDURES 4

5 Reference Checking Whenever possible, the references for the finalists will be checked before the final interview takes place. The president, vice president, or designee conducts the reference checks, using a standard set of questions, which may be augmented at the committee s request. Notes on all references are to be forwarded to the Office of Human Resources to be kept in a confidential location. Job Offer and Salary Placement The job offer is made by the president or vice president or designee. The offer is made and the candidate is asked to contact the Office of Human Resources for salary placement. Salary placement is determined by the Office of Human Resources or the President, using an established set of guidelines. Once notified of the proposed salary, the candidate can accept, or decline the offer. Human Resources will notify the appropriate committee members of the finalist s decision. Final Approval Upon acceptance of the position, including salary placement and start date, the recommendation to hire is forwarded to the next scheduled Board of Trustees meeting for approval. After Board approval, a contract will be issued. As soon as possible after Board approval, new academic administrative employees are asked to contact the Office of Instruction to set up an appointment to complete the payroll paperwork, receive information on fingerprinting and TB tests, college policies, etc. When completed, the paperwork, including official transcripts, is forwarded to Human Resources for further processing and inclusion in the personnel file. Classified administrators will complete the paperwork through the Office of Human Resources. ADMINISTRATIVE HIRING PROCEDURES 5

6 Napa Valley College Office of Human Resources DRAFT 5/29/09 CLASSIFIED/PROFESSIONAL/CONFIDENTIAL RECRUITING/HIRING PROCEDURES Initiating the Recruitment Process Vacant positions shall be discussed and prioritized at President s Cabinet. A Personnel Action Form (PAF) for Regular Staff must be completed by the supervisor and forwarded to the appropriate dean, division chair and/or vice president for signatures. New Hire should be checked on the PAF with the name and effective date left blank. When the signed PAF is received in the Office of Human Resources, the vacancy will be discussed and prioritized at President s Cabinet. Upon prioritization by President s Cabinet, the job will be opened as the workload in the Office of Human Resources allows. Requests for new positions should be made to the Dean, Human Resources to determine if it needs to go through the classification process for appropriate placement on the salary schedule. Once the position is approved by the Classified Classification Review committee, the position will be added to the recruitment list for prioritization. Vacancy Announcement Human Resources will forward a draft of the vacancy announcement to the supervisor for review. The announcement includes a brief statement about the position (usually taken from the job description), standard campus information plus a summary of some of the responsibilities and the minimum qualifications identified in the job description. Since many job descriptions are generic, responsibilities specific to the job, but not on the job description, may also be included. The official job description for the position will be part of the application packet. The supervisor, in collaboration with the Dean, Human Resources, will determine if there are desirable qualifications to be listed on the announcement. The announcement should also list any out-of-the-ordinary hours or locations, or any requirements not on the job description. Supplemental Questions A Supplemental Questionnaire is a required part of the application process. The questions should be finalized at the same time as the vacancy announcement. The Office of Human Resources will forward a draft questionnaire for the supervisor to use as a starting point for developing questions. The supplemental questions should directly relate to the minimum knowledge and abilities and the desirable qualifications as listed on the approved job description and/or announcement. The responses to these questions will help the committee determine the extent to which the applicant meets the qualifications during the application appraisal portion of the process. Four or five questions, including the standard diversity question, are generally sufficient. Additional, more specific, questions may be asked during the interviews. The supplemental questions will be reviewed by the Dean of Human Resources, and the supervisor will be notified of any major changes. Time Line Positions are opened as time allows, in the order determined by President s Cabinet. If Human Resources staff does not have the necessary information (PAF, supplemental questions) from the supervisor, they will move to the next position on the prioritized list. Positions are first opened to current classified staff in the same salary range for seven working days. If no one applies for a transfer, the job is opened to the public for approximately three weeks. After being CLASSIFIED/PROFESSIONAL/CONFIDENTIAL HIRING PROCEDURES 1

7 advertised and posted on the Napa Valley College website on a weekend, the position will close on a Friday three weeks later. The whole process takes approximately two months. 1) Advertising the Position To draw a diverse pool of applicants, job openings are normally advertised in the Napa Valley Register, Fairfield Daily Republic, Vallejo Times Herald, Yahoo HotJobs, and the CCC Registry website. The application materials are available on the college website, or can be picked up at the Office of Human Resources. Materials may also be requested via the Jobline voice mail, , or jobline@napavalley.edu. Vacancy announcements are mailed or ed to a list consisting of human resources and EEO departments at bay area and northern California colleges, agencies, and businesses. In addition, an is sent out campus-wide announcing the opening. Establishing Hiring Committees Once the position is opened, a hiring committee can be established. Only regular, non-probationary employees who have participated in both phases of the Hiring Committee Training can be considered. Hiring committee members must commit to serve through all phases of the hiring process to which they are appointed. The Dean, Human Resources, will review the committee assignments for diversity balance. Committees for classified, professional, or confidential positions consist of the following: The supervisor (or designee) must serve as the Committee Chair; The committee chair chooses a representative in a position comparable to the one being filled. The chair contacts that employee and also gets advance approval from the employee s supervisor, if applicable. The chair should notify Human Resources of this representative as soon as possible; The NVC-ACP president, or designee, assigns one classified union representative; The Academic Senate president, or designee, assigns one academic representative; The Coordinator of Student Life assigns a student representative, unless a community representative is suggested by the chair; The Dean of Human Resources appoints a trained, non-voting Equal Employment Opportunity representative to support and monitor the process. The campus-wide serves as notification to each constituency group leader of the opening of a position. It is the responsibility of the group leader to notify Human Resources of the representatives being appointed in a timely manner. Anyone interested in serving on a hiring committee contacts the appropriate person noted above. Please note that committee representatives must be regular employees, not hourly temporary employees. In most cases, the committees will be the same for appraisals and interviews. The Dean of Human Resources will review the makeup of the committee for diversity balance. Human Resources staff will work with the committee chair to schedule appraisal meetings. Hiring Committee Training All employees who wish to serve on a hiring committee must participate in two phases of a hiring committee training. This training also consists of the District s EEO guidelines, a review of committee responsibilities, and screening and interviewing procedures. The first phase is an online component that speaks to the legal aspects of hiring. The second phase is a three-hour training that focuses on the value of a diverse workforce, the principles of cultural competence, and bias awareness. All committee members must participate in a Hiring Committee Training at least once every 24 months. The Office of Human Resources will notify the campus when the trainings are scheduled. CLASSIFIED/PROFESSIONAL/CONFIDENTIAL HIRING PROCEDURES 2

8 In addition to the required hiring committee training, committee chairs and Equal Employment Opportunity representatives will receive additional training specific to those roles. Application Appraisal/Selecting Candidates for Interview After the position closes and the Dean of Human Resources approves the diversity representation of the applicant pool according to EEO guidelines, the hiring committee can meet. The committee chair must give at least three days notice to the Office of Human Resources of the meeting date to allow Human Resources staff time to prepare the application and screening materials. Interview dates must be at least a week after the appraisals are completed to give the Dean of Human Resources time to approve the selections and give the interviewees time to make arrangements. The committee will meet as a group to review and appraise applications for minimum qualifications. A representative from Human Resources will be present at the beginning of the meeting to review the necessary paperwork and procedures, if necessary. The committee folder will include the following: a statement of confidentiality to be read and signed by all committee members; the college s mission statement; vacancy announcements for each committee member; the applications with an appraisal form as a cover sheet; a list of the committee members; a form for the committee to sign agreeing to the list of the qualified applicants to be interviewed; and an interview setup form advising Human Resources of the details of the interviews. Incomplete application packets will not be forwarded to the committee. The appraisal cover sheet on each application will list the knowledge and abilities minimum qualifications from the job description and any desirable qualifications which were listed on the announcement. Before the committee begins reviewing the applications, the chair should prioritize the knowledge, abilities, and desirables to help with the final decisions. Each member must review the application materials to determine whether or not they meet the minimums listed on the cover sheet. Each member should initial either the YES or NO column. When all applications are reviewed by all committee members, the results should be discussed and then come to a consensus as to which applicants qualify for an interview. The committee chair will list the applicants to interview on the form provided, in an unranked order. If there are applicants not being recommended for interview which have the same qualifications as those being interviewed, the committee chair must indicate on the form why those applicants are not being interviewed. If the committee decides to discuss interview questions at this meeting, it must be done BEFORE they review the applications. In some cases, if we know in advance, Human Resources can have copies of questions used previously ready for the committee. After it is determined which applicants to forward for interviews, the committee needs to decide on interview date(s). There will be a form in the folder to complete so Human Resources will have all the information necessary to call the applicants. This includes date, times, length of interviews, length of time to give candidates for previewing interview questions, and any potential testing or demonstration. These decisions need to be made with the whole committee, so everyone is informed. See the Interview section for more information. The interview date(s) must be at least one week after the appraisals. The dean will review the list of candidates recommended for interview according to EEO guidelines. If approved, Human Resources will then call the candidates to schedule the interviews. In some cases, the dean will ask the committee to reconsider additional applicants to broaden the pool. Applicants not forwarded for interviews will be notified by mail within five working days of the decision. Interview Questions A final draft of the interview questions should be ed to the Human Resources Office at least three days before the interviews so the dean can review them and they can be formatted and copied. The hiring committee usually meets minutes before the first interview. Interviews are normally CLASSIFIED/PROFESSIONAL/CONFIDENTIAL HIRING PROCEDURES 3

9 30-40 minutes long, but it is at the committee s discretion. A good rule of thumb is to allow 5 minutes per question. Human Resources has a standard diversity question in addition to the standard reference check question, and we like to allow the interviewee time to ask any questions of the committee. Applicants are usually given the opportunity to review the questions in advance of their interview, we suggest 30 minutes. After interviews and committee deliberations, the committee chair will write down the names of the top candidates in ranked order on the form provided. Do not submit the name of any candidate you have doubts about, as that person could very well be the one we end up hiring! Oftentimes, applicants decline the salary/benefit offer or something comes out in reference checking, so we need to move on to the next person who may have already accepted another job, so we end up with the #3 finalist. Upon the Human Resources Dean s approval, we can move to the reference checking step. References are usually checked by the supervisor or Human Resources. This process can take up to two weeks, depending on workload and availability of former supervisors. Second Interviews In some cases, second interviews are warranted. Human Resources should be notified in advance of intentions to hold second interviews and the questions should be reviewed by the dean, Human Resources in advance. Hiring Once the references are checked, and the Human Resources Dean approves the hiring and salary placement, Human Resources will call and make the offer of employment. At that time the start date will be discussed. Please note that candidates usually need to give two weeks notice, and it is preferred by Human Resources and Payroll if the person starts in the first three weeks of the month. If none of the finalists pass the reference checking or decline, the position can be re-advertised with a new vacancy announcement and deadline. In some cases, the committee could reconvene and review the rejected applications again. If the person hired for the position resigns within a year or is released from probation, we may go to the next finalist on the list. If the finalist is still interested, references can be checked and an offer can be made. Human Resources retains all applicant materials in a confidential location for four years. Orientation When all the details are set, Human Resources sends the employee a letter of acceptance, payroll paperwork to complete, and benefit information to review. Shortly after they start work, they will meet with the Human Resources analysts to review and submit the paperwork. The analysts will also go over such things as parking permits, TB testing, fingerprinting, leave, union dues and agreement, college policies, workers comp, as well as all benefit-related items. Attached samples: Personnel Action Form (PAF) Vacancy announcement Job Description Supplemental questions Interview questions Reference checking form Procedures/Classified Hiring Procedures rev 0908 CLASSIFIED/PROFESSIONAL/CONFIDENTIAL HIRING PROCEDURES 4

10 DRAFT 5/29/09 Napa Valley College Office of Human Resources FACULTY RECRUITING/HIRING PROCEDURES Initiating the Recruitment Process The need for contract and full-time temporary faculty positions shall be determined cooperatively through a criteria-based planning process involving college administrators, the Academic Senate, and faculty in the subject area programs. Decision-making at all stages of the process shall include: subject area needs for new or replacement faculty; demonstrated community need; fulltime/part-time faculty ratios within subject areas and their relationships to those in other areas and the college; the college s commitment to achieving and sustaining a diverse workforce reflective of equal opportunity employment principles; relationship to the planning and budget process; and the best interests of students. Recommendations shall be presented by the appropriate vice president at a President s Cabinet meeting for approval and prioritization. Human Resources will forward requests to advertise positions to the Board of Trustees via the President. Updating the Vacancy Announcement Once the Board of Trustees approves advertising the vacancy, Human Resources will forward a draft of the announcement and supplemental questionnaire to the division chair and vice president. The announcement will include standard campus information plus the responsibilities of the job and the minimum qualifications as designated by the Chancellor s Office. The supervisor, in collaboration with the Dean, Human Resources, will determine any additional minimum qualifications and the Desirable Professional Qualifications to be listed on the announcement. Supplemental Questions A Supplemental Questionnaire is a required part of the application process. The Office of Human Resources must have supplemental questions before the job can be opened. In some cases, questions used in previous years can be used as a starting point for developing questions for a new vacancy. The supplemental questions should directly relate to the minimum qualifications and the desirable qualifications as listed on the vacancy announcement. The responses to these questions will help the committee determine the extent to which applicants meet the qualifications. Four or five questions, including our standard diversity question, are usually sufficient. Additional, more specific, questions will be asked during the interview process. The supplemental questions should be approved by the appropriate vice president and will be reviewed by the Dean, Human Resources. Time Lines Positions are opened after board approval. Tenure-track faculty positions are normally open for a minimum 8 weeks; leave replacements are open for a minimum 4 weeks. Advertising/Recruitment In order to draw a diverse pool of applicants, positions are advertised in the Chronicle of Higher Education, Black Careers Now, Hispanic Hotline, Asian Pacific Careers, California Community Colleges Registry website, and Yahoo Hot Jobs. When warranted, the college will also advertise in local newspapers. Divisions are also given the opportunity to suggest advertising venues or list serves in their field. FACULTY HIRING PROCEDURES 1

11 In addition, the vacancy announcement is ed to applicants who registered with the California Community College Registry database in their particular field, and they are mailed or ed to a mailing list consisting of placement offices, career centers, and EEO departments at various colleges, agencies, and businesses. The Office of Human Resources sends announcements to those who have asked to be on the Napa Valley College mailing list for their designated area of interest. Announcements are posted on the Office of Human Resources bulletin board and on the Napa Valley College Human Resources website; an is also sent out campus-wide announcing the opening. Application materials are available on the college website or can be picked up at the Human Resources Office. Materials may also be requested via the Jobline voice mail, , or by ing jobline@napavalley.edu. Establishing Hiring Committees Once the position is opened, a hiring committee can be established. All employees who wish to serve on a hiring committee must participate in both phases of the required hiring committee training. Hiring committee members must commit to serve through all phases of the hiring process to which they are appointed. The Dean, Human Resources, will review the committee assignments for diversity balance. Hiring committee composition for tenure-track faculty positions is as follows: Committee Chair: Vice President, Instruction (or Vice President, Student Services for counseling positions) or designee. The designee will be appointed by the respective vice president. Division Chair/Dean: Chair or dean of the hiring division or, when the division chair or dean serves as committee chair, designee. Appointment made by the Vice President. If the division is administered by a dean, who is thus designated management, the Academic Senate shall appoint an additional faculty representative. Academic Senate Representatives: At least four tenured or, if necessary, tenure-track faculty, two in or as close to the discipline as possible and one from outside the division, recommended by the hiring division to the Academic Senate. Appointment made by the Academic Senate after review by the Dean, Human Resources. Classified Representative: One regular, non-probationary classified employee, whenever possible, working in a job related as closely as possible to the faculty subject area, appointed by the Association of Classified Professionals, after review by the Dean, Human Resources. Student/Community Representative: One student representative, whenever possible pursuing a course of study related as closely as possible to the faculty subject area, appointed by the Associated Student Body, after review by the Dean, Human Resources; or one community representative with expertise in an area as close to the discipline as possible, appointed by the committee chair, after review by the Dean, Human Resources. Equal Employment Opportunity Representative: To support, facilitate, and monitor the process, the Dean, Human Resources shall appoint a non-voting Equal Employment Opportunity representative to each hiring committee from a list of trained volunteers. The committee may be augmented, as long as faculty comprise the majority of members; possible additional members may include program coordinators or deans. Human Resources notifies each constituency group leader of the opening of a position. It is the responsibility of the group leader to notify Human Resources of the representatives being appointed by the stated deadline. FACULTY HIRING PROCEDURES 2

12 Hiring Committee Training All employees who wish to serve on a hiring committee must participate in two phases of a hiring committee training. This training also consists of the District s EEO guidelines, a review of committee responsibilities, and screening and interviewing procedures. The first phase is an online component that speaks to the legal aspects of hiring. The second phase is a three-hour training that focuses on the value of a diverse workforce, the principles of cultural competence, and bias awareness. All committee members must participate in a Hiring Committee Training at least once every 24 months. The Office of Human Resources will notify the campus when the trainings are scheduled. In addition to the required hiring committee training, committee chairs and Equal Employment Opportunity representatives will receive additional training specific to those roles. Initial Hiring Committee Meeting The first meeting of the hiring committee can occur before the application deadline of the position. The purpose of this meeting is to: Articulate the district s view of the position, including the scope, need, short- and long-term challenges and opportunities. Remind committee members that outside information cannot be brought into the process and that they cannot discuss the applicants without the entire committee present. Have all members read and sign the confidentiality statement. Select committee member who will sit on the second interview (criteria should be related to subject matter and/or division or department needs) Discuss the desirable qualifications and methods for evaluating the characteristics (e.g., rubric) Identify topics for interview questions. Develop teaching demonstration or presentation subject. Establish dates for future meetings/interviews. The second meeting should be scheduled far enough in advance to allow Human Resources to prepare applications after the deadline date and to allow members time to review all the applications. Candidates will be given two weeks notice for the interview, so the committee needs to take this into consideration when setting the interview dates. If necessary, faculty may make arrangements for substitutes if they teach during the interview time. Each committee member will have a folder containing the following materials: the college s mission statement; a list of the committee members; a list of the desirable qualifications from the vacancy announcement; and a vacancy announcement. In some cases, interview questions used previously may be included. The committee chair s folder will also include the confidentiality form to be signed by the members, the form that identifies who is to be interviewed, and the interview set-up form. Once the committee develops the criteria for the rating chart/rubric, Human Resources will prepare the chart and notify the committee when the applications are ready for review. A copy of the rating chart or rubric will be added to each member s folder. Application Appraisal After the position closes, the Dean, Human Resources will review the application pool for appropriate diversity representation according to EEO guidelines. If approved to go forward, only applications which are complete will be forwarded to the Office of Instruction for determining whether or not each applicant meets the minimum education requirements according to the FACULTY HIRING PROCEDURES 3

13 Chancellor s Office guidelines. Experience minimums are checked by either the Dean, Human Resources or the chair of the committee. Those applications which meet all the minimum qualifications will be prepared for the committee to review. Each committee member will be able to review the applications individually, but must do so in the Administration building in a location arranged by the Office of Human Resources. Human Resources must know the location of the applications and members individual folders at all times. Any notes taken must remain in the member s folder. All applications must be rated by the date of the next committee meeting for the member to participate in the process for selecting interviewees. The committee meets as a group to evaluate and discuss the group s rating of the applicants. Candidates for interview will be determined and listed, in unranked order, on the appropriate form in the committee chair s folder. Final discussions of interview questions and demonstration/ presentation, length of interviews, length of time for previewing questions, etc. should be decided and indicated on the interview setup form in the committee chair s folder. The Dean, Human Resources will review the pool of interview candidates for diversity representation before the candidates are invited to interview. In some cases, the dean will ask the committee to reconsider additional applicants to broaden the pool. All applicants not forwarded for interviews will receive a letter advising them of such. Interviews A final draft of the interview questions should be forwarded to the Human Resources Office at least a week before the interviews so the dean can review them and notify the chair of any major changes, and so they can be formatted and copied for the committee folders. The hiring committee generally meets minutes before the first interview. Interviews are normally minutes long, but it is at the committee s discretion. A good rule of thumb is to allow 5 minutes per question. Human Resources has a standard diversity question, unless the committee submits a different one, and a standard reference check question. Interviewees are generally allowed time to ask questions of the committee or to make final comments. Applicants should be afforded an appropriate amount of time to review the questions in advance of their interview, usually 30 minutes. After interviews and committee deliberations, the chair will write the names of the final candidates, in unranked order, on the form provided. Upon approval by the Dean, Human Resources, second interviews will be scheduled. All applicants not forwarded as finalists will receive a letter advising them of such. Second Interviews Final interviews are held by the President, appropriate vice president, and the hiring committee representative (usually the division chair, dean, or subject matter expert). In most cases, dates and times for second interviews will have been established in advance, so they can occur shortly after the initial interviews. After the final interview, and once references have been checked, the finalist will be chosen and the President will forward the name to Human Resources. Reference Checking Whenever possible, the references for the finalists will be checked before the final interview takes FACULTY HIRING PROCEDURES 4

14 place. The president, vice president, or designee conducts the reference checks, using a standard set of questions, which may be augmented at the committee s request. Notes on all references are to be forwarded to the Office of Human Resources to be kept in a confidential location. Job Offer and Salary Placement The job offer is made by the president or vice president or designee. The offer is made and the candidate is asked to contact the Office of Human Resources for salary placement. Salary placement for faculty is determined by the Office of Human Resources or the President, using an established set of guidelines. Once notified of the proposed salary, the candidate can accept, or decline the offer. Human Resources will notify the president and vice president of the finalist s decision. Final Approval Upon acceptance of the position, including salary placement and start date, the recommendation to hire is forwarded to the next scheduled Board of Trustees meeting for approval. After Board approval, a contract will be issued. As soon as possible after Board approval, the new employee, if in an academic position, is asked to contact the Office of Instruction to set up an appointment to complete the payroll paperwork, receive information on fingerprinting and TB tests, college policies, etc. When completed, the paperwork, including official transcripts, is forwarded to Human Resources for further processing and inclusion in the personnel file. Adjunct Faculty Adjunct faculty positions shall be established through the Office of Instruction or Office of Student Services and appropriate divisions. Human Resources accepts, on an ongoing basis, applications for adjunct teaching if the applicant lives within commute distance of the college. Copies of the applications are sent to the appropriate division chair, dean, or program coordinator, and originals are kept on file in the Office of Human Resources. When full-time openings become available in the area of interest, announcements are mailed to those individuals who have applications on file. Applications are kept on file for two years, unless mail is returned by the post office. Faculty division chairs or deans interview and hire adjunct faculty on an as needed basis. They may opt to interview potential adjunct instructors as applications are received in order to increase and update adjunct faculty hiring pools. However, the adjunct faculty hires are held to the same standard as full-time hires with regard to qualifications and evidence of educational expertise and work experience. Confidential reference checking is conducted by the division chair or dean, using a standard set of questions. A minimum of two references is required. Upon recommendation to hire, the division chair must send the signed application form with a clearance form to the Administrative Assistant in the Office of Instruction. The candidate should also make an appointment with the Administrative Assistant to complete the appropriate employment forms. The Office of Instruction forwards the application and the faculty assignment(s) to Human Resources who forwards the adjunct faculty assignments to the Board of Trustees for approval and prepares notices of assignments for the adjunct faculty members. Adjunct faculty transcripts are filed in the Office of Instruction. FACULTY HIRING PROCEDURES 5

15 Adjunct faculty are placed at Step 1 of the Part-Time, Hourly Credit Instructor salary schedule. Upon receipt of verification of past teaching experience, Human Resources will determine eligibility to move to a higher step as stipulated in the collective bargaining agreement. FACULTY HIRING PROCEDURES 6