COMMUNITY COLLEGE OF ALLEGHENY COUNTY Hiring Guidelines Full-time & Regular Part-time Employees AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER This document is also available on the Human Resources website, Forms and Documents page, at: http://www.ccac.edu/hr HUMAN RESOURCES PUBLICATION Rev 9.27.17
TABLE OF CONTENTS Page Introduction... 3 Employment Laws and Regulations... 4-5 Search Committees Procedural Guidelines... 6-9 Lync (electronic method) Interview Guidelines... 10 Responsibilities... 11-12 Strategic Position Review Questionnaire... 14-16 Position Search File Check List... 17 Applicant Screening Form... 18 Personnel Action Request Form... 19 Reference Check Form... 20 SEIU Request for Internal Transfer/Promotion... 21 Background Check Form... 22-24 Search Committee Confidentiality Form... 25 Interview Questions- Do s and Don ts... 26 Applicant Travel Procedures... 27 2
SECTION 1 - INTRODUCTION The Community College of Allegheny County (CCAC) and its Board of Trustees are committed to the principle of equal opportunity in education and employment for all. CCAC does not discriminate based upon race, color, religion, national origin, ancestry or place of birth, sex, gender identity or expression, sexual orientation, disability, use of a guide or support animal due to disability, marital status, familial status, genetic information, veteran status, or age Creating, supporting and sustaining a diverse community prepare our students to be effective in the world outside of CCAC. The College also prohibits and will not engage in retaliation against any person who in good faith reports a violation of this policy, makes a claim of discrimination or harassment, provides information in an investigation of a potential violation of this policy, or otherwise engages in protected activity under the law. CCAC endeavors to attract, identify, and hire well-qualified and diverse candidates who are the best fit for position vacancies. In keeping with the College's mission, CCAC is committed to racial and ethnic diversity at all levels - students, faculty, and staff - and seeks applications from candidates who share this commitment. The College is an equal opportunity employer and complies with all applicable federal, state and local laws regarding hiring practices and with applicable collective bargaining agreements. All prospective new hires will be required to successfully complete a background check, including a criminal records check and verification of education and work experience, as a condition of employment. Additionally, individuals seeking employment in positions that involve a significant likelihood of regular contact with minors will be required to provide the College with criminal record and child abuse clearances, and comply with such other requirements as may be established under applicable law. For positions at the College for which educational degrees are required, only educational degrees from accredited institutions are acceptable. Appropriate and adequate funding must be identified and approved for each position prior to vacancy posting. The Office of Institutional Diversity and Inclusion has been active in providing training and development for the College. This office will continue to organize, in collaboration with the College President and in consultation with the faculty, a program to orient Review Committee members to cultural manifestations that may surface in candidates. 1 The guidelines stated in this manual are intended to provide hiring procedures within the framework of college policy and legal requirements. It may become necessary to change or modify these guidelines at any time at the discretion of the college. Please refer questions to the Human Resources department at 412-237-3001. 1 College response to AFT Grievance 2009-A-07 3
SECTION 2 EMPLOYMENT LAWS AND REGULATIONS Perhaps no other area of the law has had such a major impact on American business in such a short period of time as has employment law. Since the 1960's, protection for the employee has been provided through the passage of major laws and regulations. In addition, the courts continue to interpret these laws and regulations on an ever broadening basis. Ignorance of the law is not a defense when a company is accused by an applicant or employee of employment discrimination. An employer must be aware of these laws and regulations before conducting even one interview. Once a complaint is filed by an employee or applicant who feels he or she has been discriminated against and who is protected under the law, it is up to the employer to prove that there was no discrimination. Violation of the law can result in severe penalties; and even if found innocent of the charge, defending the case can be very costly in time and money. The information and procedures in this manual are intended to aid hiring administrators and personnel through a recruitment and selection process that: 1. will initiate equal opportunity recruitment efforts; 2. will not exclude or discriminate against qualified members of protected classes; 3. will provide a fair and proper assessment of all candidates based upon qualifications; and 4. will result in appropriate rationale and documentation to support the selection decision. A summary of employment laws and regulations follows. FAIR LABOR STANDARDS ACT (FLSA) OF 1938. The FLSA requires employers to pay employees (a) at a rate equal to the minimum hourly wage for their first 40 hours of work per week, and (b) at a rate of one and one-half the times of their regular rate for hours worked in excess of 40 hours in a work week. Employees exempt from the FLSA's standard minimum wage and overtime requirements are individual exemptions most frequently relied upon by employers such as, the "white collar exemptions" for executives, administrators, and professional employees. (Enforcement Agency: Department of Labor) EQUAL PAY ACT OF 1963. Prohibits pay differentials on the basis of sex. The act requires that there be equal pay for equal work regardless of sex. "Equal work" means equal skill, effort, responsibility, and working conditions. (Enforcement Agency: U.S. Equal Employment Opportunity Commission). CIVIL RIGHTS ACT OF 1964, TITLE VII. Prohibits discrimination because of race, color, national origin, religion, sex, pregnancy (including childbirth or related conditions) in any term, condition, or privilege of employment (Enforcement Agency: U.S. Equal Employment Opportunity Commission). AGE DISCRIMINATION IN EMPLOYMENT ACT (ADEA). Prohibits age discrimination in employment against employees age 40 or older. (Enforcement Agency: U.S. Equal Employment Opportunity Commission). PENNSYLVANIA HUMAN RELATIONS ACT (PHRA). Prohibits discrimination because of race, color, religion, ancestry, age (40 and above), sex, national origin, non job related handicap or disability, or possession of a general education development certificate (GED) as compared to a high school diploma, or retaliation against an individual for filing complaint with the Commission. (Enforcement Agency: Pennsylvania Human Relations Commission). EXECUTIVE ORDER 11246 Prohibits discrimination against any employee or applicant on the basis of race, sex, color, religion, or national origin and requires affirmative action to ensure that applicants are employed, and employees treated, without regard to race, sex, color, religion, or national origin. (Enforcement Agency: U.S. Department of Labor, Office of Federal Contract Compliance Programs) THE CIVIL RIGHTS ACTS OF 1971. The 1971 law prohibits employment discrimination committed by persons acting "under color of" state or local laws. It applies to race, color, gender, religious, or national origin discrimination. 4
TITLE IX OF THE EDUCATION AMENDMENTS OF 1972. This prohibits sex discrimination by all educational programs receiving federal financial assistance. REHABILITATION ACT OF 1973, SECTION 503. Section 503 states that government contractors and subcontractors must include an affirmative action clause in each government contract and subcontract and must implement affirmative action to employ, advance in employment, make reasonable accommodation, and otherwise not discriminate against handicapped individuals. For purposes of this Act, a handicapped individual is a person "who has a physical or mental impairment which substantially limits one or more of such person's major life activities." Employers with 50 or more employees and contracts exceeding $50,000 must prepare a written Affirmative Action Plan. (Enforcement Agency: U.S. Department of Labor, Office of Federal Contract Compliance Programs). EMPLOYEE RETIREMENT INCOME SECURITY ACT (ERISA) OF 1974. Requires a pension program for most employers of greater than 20 employees. In addition, requires an employer to communicate terms of all benefit plans to all employees. 1978 PREGNANCY AMENDMENTS TO THE CIVIL RIGHTS ACT OF 1964 Discrimination in employment "on the basis of sex" is prohibited by the Civil Rights Act of 1964. The 1978 Pregnancy Amendments added S701(k) defining the terms "because of sex" or "on account of sex" to include "because of or on the basis of pregnancy, childbirth, or related medical conditions." A pregnant employee is entitled to the same consideration for promotion as any other employee who is temporarily disabled for a similar period. (Enforcement Agency: U.S. Equal Employment Opportunity Commission). CIVIL RIGHTS ACT OF 1991 Provides additional remedies and protections in addition to those previously available under Title VII to applicants, employees, and former employees who contend they are victims of employment discrimination. (Enforcement Agency: U.S. Equal Employment Opportunity Commission). IMMIGRATION REFORM AND CONTROL ACT OF 1986. The Act requires that employees provide, and employers examine, documentation proving that the new employee is a citizen or national of the U.S., an alien lawfully admitted for permanent residence, or an alien authorized to be employed in the U.S. (Enforcement Agency: The specific sanctions authorized by the Act are spelled out in 8 U.S.C. and provide that any employer found to have violated the Act will be ordered to cease and desist from such behavior and pay a civil penalty.) AMERICANS WITH DISABILITIES ACT OF 1990 Prohibits discrimination against any qualified individual with a disability who, with or without reasonable accommodation, can perform the essential functions of the position. A disabled individual is defined as an individual who has any physical or mental impairment that substantially limits one or more major life activities. AIDS, mental illness, drug addiction, and alcoholism are considered handicaps or disabilities. (Enforcement Agency: U.S. Equal Employment Opportunity Commission--along with the Department of Justice). OLDER WORKERS BENEFIT PROTECTION ACT OF 1990 Amends the age discrimination act to prohibit employers from reducing benefits because of an employee's age. VIETNAM ERA VETERANS' READJUSTMENT ASSISTANCE ACT OF 1974 Requires affirmative action to employ and advance in employment qualified disabled veterans of all wars and veterans of the Vietnam era. Veteran of the Vietnam era means a person who served more than 180 days of active military, naval, or air service, any part of which was during the period August 5, 1964, through May 7, 1975, and (1) was discharged or released there from with other than a dishonorable discharge, or (2) was discharged or released from active duty because of a service-connected disability. (Enforcement Agency: U.S. Department of Labor, Office of Federal Contract Compliance Programs). EQUAL EMPLOYMENT OPPORTUNITY ACT, 1972 Amendments to the Civil Rights Act permit the EEOC to bring enforcement actions in the federal courts. VOCATIONAL REHABILITATION ACT, 1973 Requires federal contractors to take affirmative action to employ and promote qualified handicapped persons. DRUG-FREE WORKPLACE ACT, 1988 Requires employers with federal contracts to establish policies and procedures to create a drug-free workplace and to make a good-faith effort to maintain a drug-free workplace. 5
SECTION 3 - SEARCH COMMITTEE PROCEDURAL GUIDELINES This section establishes the guidelines for the recruitment, search and selection of College employees for full and part-time positions, excluding temporary positions. The College s recruitment and selection procedures are designed to assist departments in obtaining diverse, well qualified candidates for position openings and ensuring compliance with federal, state and local regulations concerning employment and collective bargaining agreements. The employee recruitment and selection process is overseen by the Office of Human Resources to ensure consistency, fairness and compliance with laws and regulations and adherence to accepted principles of hiring in higher education for all appointments of College personnel. Initiating Searches To initiate the recruitment process for position vacancies, the administrator responsible for filling the vacancy (referred to as Hiring Administrator) must submit a Strategic Position Review Questionnaire (SPR) with the required approvals to Human Resources and attach the job description. Consultants may be used at the College President s discretion. Search Committees A diverse search committee must be formed for all full-time and regular part-time position vacancies. The Search Committee will be comprised of a minimum of five (5) people, one (1) of which will serve as the Committee Chair (who may also be the Hiring Administrator). The Office of Institutional Diversity and Inclusion will review the composition of the Search Committee with the Hiring Administrator for approval. Full-time Faculty Search Committees shall be formed per the CBA. Position Posting/Advertisement Positions within a bargaining unit must be posted in accordance to the provisions of that collective bargaining agreement. College employees are encouraged to apply for openings for which they are qualified. Current employees must submit the appropriate application requesting consideration for an open position via the employment application system. All administrative, faculty and staff positions will be publicly advertised by the Office of Human Resources and the Office of Institutional Diversity and Inclusion which will assist in identifying diversity recruitment sources. Search Committee Procedures All members of the Search Committee are required to complete an on demand search committee course on the hiring process that is available through the Learning Communities. The course may be updated periodically and require a refresher as new material is added. Additionally, a session for hiring administrators is required prior to leading a search and a refresher course is also offered. Confidentiality To protect the privacy of candidates and to preserve the integrity of employment recruitment, search and selection process, all search committee members and staff involved in the process are required to maintain 6
confidentiality throughout and after the conclusion of the recruitment process. All search committee members are required to sign a Search Committee Confidentiality Form and forward the completed forms to Human Resources before the search process can begin. Confidential information includes the names of applicants and matters discovered or discussed during the recruiting process. All information relating to the search may only be discussed with other search committee members, the Human Resources Department or administrators in the chain of command of the hiring department. Employees who violate this requirement for confidentiality will be subject to disciplinary action in accordance with collective bargaining agreements and/or the College administrative disciplinary action policy. 1. Review of Applications Search committee reviews applications based on established criteria identified by the hiring administrator based on the job description and requirements of the position. 2. First Round Interviews The search committee will identify a list of candidates for first round interviews. During all interviews, only predefined and follow-up questions that directly result from candidate responses will be asked. The search committee will submit its list of proposed interview questions to Human Resources and the Office of Diversity and Inclusion for review and approval prior to commencement of each scheduled round of interviews. The interview questions should include at least one diversity related question. Upon completion of the first round interviews, the search committee will select the candidates who will move forward to the second round interview process. The hiring administrator will document the results of the first round interviews using the College s applicant screening form to document the candidates strengths and weaknesses. 3. Second Round Interviews The second round interviews should be conducted in-person or via an electronic video method (i.e. Lync). Whichever method is selected, that method must be used for all candidates for that round. Different rounds may use different methods. Human Resources shall establish and maintain guidelines detailing search committee procedures. The Hiring Administrator and search committee members create interview questions to ask all candidates. Questions are sent to Human Resources and the Office of Diversity and Inclusion for approval. The interview questions should include at least one diversity related question. If a candidate travels from outside of the local area, at College expense, for a second round interview, the appropriate Campus President, Vice President or President will also conduct a personal interview of the candidate during the same visit. Any requests made by second round candidates for travel expense reimbursement must be preapproved by the Campus President or Vice President and as outlined in the College s Applicant Travel Procedures. When the search committee completes its interviews and deliberations, the search committee forwards the following information to Human Resources: completed applicant screen forms for candidates interviewed with a respective summary of their strengths and weaknesses, and documentation of the results of the first and second round interviews. The Hiring Administrator will identify the selected candidate of his/her choosing. The Office of Human Resources will complete a background check and credential check of the final candidate. References are completed by the Hiring Administrator. 7
For administrative positions grade 18 or higher, a third round of interviews are required. The Hiring Administrator will assign a committee chair to complete the first and second round interviews. The search committee will clearly identify the strengths and weaknesses of each candidate interviewed and the Committee Chair will provide a summary to the Hiring Administrator. The Hiring Administrator will review the summary and determine which candidates will be interviewed in the third round. An AFT search requires three rounds of interviews. The Coordinating Dean will complete the first and second round interviews. The search committee will prepare a Strength & Weakness Report that includes the strengths and weaknesses of each candidate interviewed. The Coordinating Dean that represents the search committee members views will meet with the Campus Dean where the position will reside and Provost/Executive Vice President for Academic and Student Affairs to review the committee s assessment of the candidates. The Campus Dean and the Campus President from where the position resides will complete the third round interviews (Dean of Nursing will be included for Nursing Faculty positions). 4. Administrative Third Round Interviews Grade 18 or Higher The Campus President or Vice President and the committee chair will complete an in-person interview with the recommended finalists. The Campus President or Vice President will submit his or her recommendation(s) to Human Resources, along with a list of interview questions, completed applicant screening forms for candidates interviewed, and a Strength and Weakness Report. The Office of Human Resources will complete a background check and credential check of the final candidate. References will be completed by the Hiring Administrator. For executive level candidates, the final recommended candidates will have the following agenda: A meeting with the senior administrative staff members, a meeting with the divisional administrative team, a meeting with appropriate bargaining group representatives and a final meeting with the President. The President may add to this agenda at his/her discretion. The President will recommend and approve a final candidate to be hired. If the Hiring Administrator chooses not to recommend for hire any of the candidates interviewed, the Hiring Administrator may ask the Committee to reopen the applicant pool to reexamine the applicants and put forth new and different candidates from the existing search. Neither in the first or optional second round should the Search Committee put forth any candidate who does not meet the minimum requirements and would not, in the Committee s estimation, be a good match with and a valuable addition to the position in question and our CCAC community as a whole. If the committee is unable to find any such qualified candidates from the existing applicant pool, the Special Assistant to the President for Diversity and Inclusion and HR may be consulted for suggestions on how to form a new recruitment plan before reposting the position. For AFT positions, if no viable candidates emerge at any stage of the search process, the position will be reposted. To guard against a protracted search process and the possibility of candidates withdrawing, the College will endeavor to identify vacant positions earlier in the academic year. Postings both internal and external shall include the requirement to submit an informal transcript with the application. 2 2 Faculty Search Procedural Guidelines developed from College response to AFT Grievance 2009-A-07 8
Approval of the President The President reviews the written record of the selection process and approves, disapproves or modifies the candidate selected and/or selections process. This documentation will include: 1. Position description 2. Hiring Administrator Letter of Recommendation 3. Verification of credential and background check of the recommended candidate Notice to Applicants Upon approval of the President, the Human Resources Department will verbally notify the candidate that s/he has been selected for the position. The President will contact executive level candidates to extend an offer for the position. Human Resources will send a written offer of employment to the candidate confirming the terms of the offer, start date and salary. Human Resources will notify the candidates in writing that were not selected for the position. Exceptions to Search Procedure For good cause and with written documentation, the College President has authority to grant exceptions to these procedures. 9
SECTION 4 - LYNC INTERVIEW GUIDELINES Microsoft Lync (replacing the use of Skype) will be the system used to allow interviewing with others via voice and video over the Internet. Search Committees may choose to use this system to conduct interviews. With budget constraints and to avoid applicant travel reimbursement costs where applicable, utilization of Lync is highly suggested when one or more candidates being considered for an interview are outside of the local area. If all candidates are local, conducting in-person interviews should be the standard. When interviewing by video versus in-person, all candidates to be interviewed during this round must use this method, regardless of the person s location. This is to remain consistent and prevent candidates from having an unfair advantage due to the method of interview provided. If a candidate is unwilling to participate in the method of interviewing offered or the candidate is unavailable during the interview times offered, the candidate foregoes his/her opportunity for further consideration. The Search Committee may choose to reschedule the interview using the same interview method if scheduling and time permits. An alternate interview method may not be used. When scheduling interviews, it is recommended to discuss expectations and outline the interview format. For interviews for faculty positions, for example, mention that a teaching demonstration will be required and discuss any pertinent details. Important! Refer to the webpage http://www.ccac.edu/default.aspx?id=151829 for instructions provided by the ITS department if the plan is to use Lync. The technical requirements page for candidates is available on the webpage http://www.ccac.edu/default.aspx?id=153115. Advance notice and arrangements with ITS, technical setup of the laptop, testing of system (including with interviewee(s)), and other important steps need planned and completed before the interview can commence. 10
SECTION 5 - RESPONSIBILITIES Responsibility Who s Responsible Notes 1. Strategic Position Review Questionnaire (SPR) Hiring Administrator SPR s are completed by the Hiring Administrator. The hiring administrator will seek approvals and will attach a copy of the job posting. Postings must be approved prior to posting. 2. Creation of a diverse Search Committee Hiring Administrator Notify OIDI and HR of who will be the members in the search committee. Must have minimum of five people for all full-time and regular part-time position vacancies. OIDI reviews composition with hiring administrator for approval. Full-time AFT search committees shall be formed per the CBA. 3. Posting Human Resources Posting is created and sent out for approvals to post via email, then posted and advertised. 4. Check for diverse representative pool- Applicant Summary Form 5. First Search Committee Meeting and Training 6. Review of online applications of all candidates Human Resources Committee Chair Human Resources/OIDI Committee Chair / Search Committee Completed once the posting comes down and is no longer posted. For open until filled, a designated review date will be established. Organizes scheduling meeting/ training. After training, committee discusses expectations and timelines, establishes criteria based on job description and requirements of the position, and works on interview questions. Conducts training; reviews hiring policy, hiring guidelines, hiring process, diversity initiatives, etc. All applicants must file an online application in CCACJobs.com. When applying to a teaching position, electronically attaching a copy of the transcripts is indicated. Notify HR of who needs to be tested (if applicable). 7. Testing (If applicable) Human Resources Test scores will be entered in CCACJobs.com. 8. Interview questions Committee Chair / Search Committee During all interview stages, only predefined and follow-up questions that directly result from candidate responses will be asked. Submit list of proposed questions to the Human Resources and OIDI for review and approval prior to commencing each scheduled round of interviews. 9. Collect background check authorization forms, licenses and/or certifications and required signatures of final/interviewed candidates only. Committee Chair Interviewees should fill out the Background Check form at the time of interview. Committee Chair can submit the completed forms to Human Resources. 11
10. Scheduling Interviews and Interviewing a. First Round Interviews b. Second Round Interviews c. Third Round Interviews (if applicable) d. Executive level process (if applicable) 11. Search Packet/Personnel Action Request/ Applicant Screening Forms 12. Background Check Committee Chair & Search Committee Hiring Administrator and Human Resources Human Resources See Section 3 for detailed description of process. Submit applicant screening forms and results of rounds. Notify HR of the names of the interviewees, the dates when the interviews were completed and who the finalist is. Note names of no shows or cancellations if any. Information is placed in CCACJobs.com. When the finalist is selected, contact Human Resources to fill out Search File/Personnel Action Request form (for benefited positions only). Human Resources will complete a background check on the selected finalist. Reference Check(s). (See page 17) Official Transcripts for positions that require a degree Hiring Administrator unless s/he designates to Search Committee Chair At least 2 need to be obtained and documented in Personnel Action Request packet. If not provided on the application, it is strongly recommended that professional references be requested during the in-person interviews in lieu of references from a friend or relative. A professional reference is typically a former employer, a supervisor, a colleague, a client, a vendor, a professor within field, or someone in a position of responsibility that can judge the persons work experience, professionalism, and reliability. Needed before final process to consider hiring can be completed. Notify final candidate to request his/her educational institution(s) to submit original official transcripts to Human Resources. 13. Approval of President/Hiring President/ Human Resources Human Resources will confirm all approvals received and submit to President for review of the written record of selection process and approve, disapprove or modify the candidate selected and/or selections process. Documentation will include: Position description, hiring administrator letter of recommendation, verification of background check of recommended candidate. Upon President approval, Human Resources will extend verbal offer. President will contact executive level candidates to extend offer. For Administrator/AFT positions, an acknowledgment appointment letter must be signed by the candidate offered the position and returned to HR. Post-offer, pre-employment medical examinations and human performance evaluation will commence for certain positions as established in Administrative Policy 5.4.12. The list of jobs this pertains to is maintained by HR. 14. Unsuccessful Candidate Notification: Emails to unsuccessful candidates who interviewed and not interviewed. Human Resources When applicant accepts position, regret emails will be issued and Human Resources will close the position. 12
SECTION 6 FORMS Complete Search File Packet/Personnel Action Request Form file is available online at: www.ccac.edu/hr 13
STRATEGIC POSITION REVIEW QUESTIONAIRE FORM (SPR) STRATEGIC POSITION REVIEW QUESTIONNAIRE (SPR) INSTRUCTIONS Personnel staffing needs are assessed and must be approved before the position may be posted. Following appropriate budgetary clearance and administrative approvals, a job posting and advertisement of an approved position may be initiated. To initiate the recruitment process for position vacancies, the hiring administrator must submit a Strategic Review Questionnaire to Human Resources with the required approvals and attach the job description. The SPR form will be initiated by the Hiring Administrator for required approvals. The form must contain all required signatures before it is posted. Consultants may be used at the President s discretion. Positions within a bargaining unit must be posted in accordance to the provisions of the collective bargaining agreement. College employees are encouraged to apply for openings for which they are qualified. Employees must submit the appropriate application requesting consideration for an open position via the employment application system. All administrative, faculty and staff positions will be publicly advertised by the Human Resources Department and the Office of Diversity and Inclusion which will assist in identifying diversity recruitment sources. Note: Department heads and administrators are encouraged to suggest additional recruitment sources to attract qualified candidates for a particular position/discipline. Time Schedule for Job Postings and advertisements Work with Human Resources to determine time tables for advertising in coordination with the timing for posting an approved position. Requests for advertisement in national or special publications must be submitted at least two weeks in advance of the required publication date because they require that much lead time. The complete Search File Packet/Personnel Action Request Form file is available online at www.ccac.edu/hr 14
Strategic Position Review Questionnaire Instructions Efficiency Strategy The College requires that decisions to fill vacant positions be strategically examined. The Strategic Position Review (SPR) requires increased scrutiny and justification for posting positions. In responding to the questionnaire, consider efficiency goals and determine whether filling the position is in the best interest of the College in regards to optimum organizational structure and finances. The SPR is to be used when the President s approval is required to post a position. Please note the following steps: 1. Complete the questionnaire with as much detail as possible. 2. Review and update the position description and attach it to the SPR. 3. The Vice President for Finance is responsible for reviewing the SPR, and may return the SPR for more information before forwarding to Human Resources. 4. The Vice President for Human Resources is responsible for reviewing the SPR, and may return the SPR for more information prior to forwarding to the President. 5. The President will make the final decision on whether to approve the position for posting. 6. Human Resources will notify the requestor whether the position has been approved or denied for posting. 15
Strategic Position Review Questionnaire Job Slot: Grade/Salary: 1) What position do you seek to post? NOTE: Please attach a copy of the job description with the questionnaire. 2) What other positions college-wide and/or on campus perform similar duties? 3) Explain why the duties and responsibilities of the position cannot be absorbed into an existing position? 4) State whether a reclassification is appropriate and explain why or why not. 5) State how this position addresses new or current needs of the One Colleges new technology, trends, programs, products, and services? Grants Approval (If applicable) Foundation Approval (If applicable) Date: Date: Dean/Director Campus President/ Vice President Vice President for Finance Vice President for Human Resources Date: Date: Date: Date: President Date: A copy of the position description must be attached to the Questionnaire 16
POSITION SEARCH FILE CHECK LIST The Hiring Administrator/Search Committee Chairperson should forward the completed Position Search File immediately upon selection of candidate to Human Resources. Items Needed Completed by Hiring Administrator or Chair If item is Not Applicable indicate N/A Completed Personnel Action Request form. Reference checks for final candidate. (at least 2 professional references) Job Slot # Members of the Search Committee/Applicant Screening Forms/Interview questions submitted to HR Copies of any licenses and/or certifications required for the position. Copies should be retained in the Human Resources personnel file and the campus personnel file. Completed Investigation Permission Form (needed for all new hires) Official transcript(s) of final candidate (for positions with degree requisites). Sections to be completed by Human Resources Copy of Posting. (available on CCACJobs.com system) Completed CCAC application of the successful candidate (available on CCACJobs.com system) Criteria for Initial Placement/Ranking form (for AFT positions only). Original test score for selected candidate. All test scores are electronically filed online. Copy of Request for Internal Transfer or Promotion form (current SEIU staff only) Medical Examination and Performance Evaluation (required for specific positions per policy) Search Committee Member(s) Name Title Campus 1. Hiring Administrator / Committee Chair 2. 3. 4. 5. 6. 7. 8. 17
COMMUNITY COLLEGE OF ALLEGHENY COUNTY Applicant Screening Form Applicant Information Candidate Position Applied for Department Completed by Print Name Position Campus STRENGTHS WEAKNESSES ADDITIONAL COMMENTS Date Interviewed 18
COMMUNITY COLLEGE OF ALLEGHENY COUNTY AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER Date Submitted: PERSONNEL ACTION REQUEST Campus: TYPE OF ACTION Please check: Regular College Position Temporary Replacement Position Grant-funded Position Creation of New Position Promotion Leave of Absence Specify: Other Specify: GENERAL INFORMATION Name: Position Title: Position Code: Administrative Salary: Class Code: AFT Fund No.: Job Slot Number: Excluded Center No.: Effective Date: SEIU Dept: Hrs/wk: SUMMARY OF CREDENTIALS AND EXPERIENCE Highest Degree Earned: School: Major: Additional Credits Beyond Degree: CCAC Experience: Employment History list in order of most recent: APPROVALS REQUIRED (1) Initiator: Date: (2) Dean or Supervisor: Date: (3) Dean of Administration: Date: (4) VP/CP Date: (5): VP for Business & Admin Date: (6): VP for Human Resources Date: 19
COMMUNITY COLLEGE OF ALLEGHENY COUNTY AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER REFERENCE CHECK FORM APPLICANT DATA Name Position Title Campus Job Slot It is strongly recommended that professional references be provided in lieu of references from a friend or relative. A professional reference is typically a former employer, a supervisor, a colleague, a client, a vendor, a professor within field, or someone in a position of responsibility that can judge the persons work experience, professionalism, and reliability. SUGGESTED QUESTIONS: What is/was your relationship to? Can you provide a general sketch of s character? How would you describe his/her performance? What do you consider s strengths to be? Would you employ again? Yes, No, or Maybe? REFERENCE NAME, POSITION, ADDRESS, PHONE, EMAIL, AND RELATIONSHIP TO APPLICANT COMMENTS PROFESSIONAL REFERENCES I hereby grant CCAC permission to check the references listed above. Applicant's Signature (only needed if reference(s) not provided on application) Date: REFERENCES CHECKED BY: DATE: 20
Community College of Allegheny County REQUEST FOR INTERNAL TRANSFER OR PROMOTION Purpose: To inform the Business Office, the Hiring Administrator, and the Service Employees International Union of requests to bid for permanent vacancies in accordance with article 11.2 of the contract between the College and the union. Directions: Unit eligible employees are to complete an on line application at www.ccacjobs.com and apply for the position they are interested in, including answering any application questions. Unit eligible employees should also complete this form and return it to the Business Office. Employee Name: Present Position: Present Duties: Seniority Date: Position Desired: Title Campus Job Slot Employee Signature: Today's Date: Please print or email 5 copies: 1-Business Office 2-Hiring Administrator 3-S.E.I.U. 4-Employee 5-H.R. 21
DISCLOSURE REGARDING INVESTIGATIVE CONSUMER REPORT BACKGROUND INVESTIGATION Community College of Allegheny County to which you have applied for employment, may request an investigative consumer report about you from a third party consumer reporting agency, in connection with your employment or application for employment (including independent contractor or volunteer assignments, as applicable). An investigative consumer report is a background report that includes information from personal interviews (except in California, where that term includes background reports with or without information obtained from personal interviews). The most common form of an investigative consumer report in connection with your employment is a reference check through personal interviews with sources such as your former employers and associates, and other information sources. The investigative consumer report may contain information concerning your character, general reputation, personal characteristics, mode of living, or credit standing. You may request more information about the nature and scope of an investigative consumer report, if any, by contacting the Company. You have the right, upon written request made within a reasonable time, to request (1) whether an investigative consumer report has been obtained about you, (2) disclosure of the nature and scope of any investigative consumer report and (3) a copy of your report. These reports will be conducted by HR Screening Services, Inc., 521 Cedar Way, Oakmont, PA 15139, 800-261-6268, www.hrscreening.com. The scope of this disclosure is all-encompassing, however, allowing the Company to obtain from any outside organization all manner of investigative consumer reports throughout the course of your employment to the extent permitted by law. Signature: Date: 22
BACKGROUND INFORMATION Applicants/Employees: Please provide the following information to facilitate a background check: Last Name First Middle I have no middle name Other Names/Alias Social Security #* Date of Birth* Phone Driver s License # State of Driver s License** Present Address City/State/Zip Please list any former address(es) over the past 7 years, including approximate dates: Address: Address: Address: Address: Address: Dates: Dates: Dates: Dates: Dates: May we contact your current employer? YES: NO: Signature Date: *This information will be used for background screening purposes only and will not be used as hiring criteria. ** If you will be requesting driving records, we recommend that you have this form notarized. Note: If you do business in Utah, you cannot ask for DOB, driver s license, or SSN until either a confidential offer of employment or at the time the background report will be run. 23
ACKNOWLEDGMENT AND AUTHORIZATION FOR BACKGROUND CHECK I acknowledge receipt of the separate document entitled DISCLOSURE REGARDING BACKGROUND INVESTIGATION and A SUMMARY OF YOUR RIGHTS UNDER THE FAIR CREDIT REPORTING ACT and certify that I have read and understand both of those documents. I hereby authorize the obtaining of consumer reports and/or investigative consumer reports by Community College of Allegheny County ( Employer ) at any time after receipt of this authorization and throughout my employment, if applicable. To this end, I hereby authorize, without reservation, any law enforcement agency, administrator, state or federal agency including the Department of Motor Vehicles, any institution, school or university (public or private), information service bureau, employer, or insurance company to furnish any and all background information requested by HR Screening Services, Inc., 521 Cedar Way, Oakmont, PA 15139, 800-261-6268, www.hrscreening.com and/or Employer. I agree that a facsimile ( fax ), electronic or photographic copy of this Authorization shall be as valid as the original. New York applicants only: Upon request, you will be informed whether or not a consumer report was requested by the Employer, and if such report was requested, informed of the name and address of the consumer reporting agency that furnished the report. You have the right to inspect and receive a copy of any investigative consumer report requested by the Employer by contacting the consumer reporting agency identified above directly. By signing below, you acknowledge receipt of Article 23-A of the New York Correction Law. New York City applicants only: You acknowledge and authorize the Employer to provide any notices required by federal, state or local law to you at the address(es) and/or email address(es) you provided to the Employer. Washington State applicants only: You also have the right to request from the consumer reporting agency a written summary of your rights and remedies under the Washington Fair Credit Reporting Act. Minnesota and Oklahoma applicants only: Please check this box if you would like to receive a copy of a consumer report if one is obtained by the Employer. Signature Date: 24
Last Name: Community College of Allegheny County Acknowledgement of Search Committee Confidentiality Form Print Full Name (legibly): I hereby acknowledge and agree that, as a part of my participation and membership on a search committee for the purpose of hiring qualified candidates for positions of employment with the Community College of Allegheny County (CCAC), I will receive or will have access to certain information, which may include but not be limited to names of applicants for employment, employment applications, employment references, collegiate transcripts, resumes, curricula vitae, portfolios, and other information relating to applications for employment with CCAC, which may be regarded as being confidential under federal and Pennsylvania law (collectively referred to herein as Confidential Information). I hereby acknowledge and agree that I do not have the authority or responsibility to disclose or release any such Confidential Information to the public, the media, or any party not a member of the subject search committee. I acknowledge and agree that I will only discuss the contents of the Confidential Information to which I am privy with: other members of the search committee; or other College employees involved in the hiring process for the particular position in regard to which I am a member of such search committee. I acknowledge and agree that any request from the public, the media, or any party not a member of the search committee for information relating to any applicant should be referred to Kimberly Manigault, Vice President for Human Resources, so that a determination may be made as to whether the information requested is confidential and/or should be disclosed. I further acknowledge and agree that I will not disclose to anyone the password to the ccacjobs.com website, that my access to the ccacjobs.com website shall be only for my individual use as a member of the search committee, and that I do not have the authority to disclose the password to any other person or use the password to access the ccacjobs.com website for a reason not in connection with my role as a member of the search committee. I have read, understood, and retained a copy of this Acknowledgement of Confidentiality and agree to comply herewith as well as with all College policies and procedures. Dated: / / Signature 25
SECTION 7 - INTERVIEW QUESTIONS- DO S & DON TS Questions related to an applicant s race, color, religion, national origin, ancestry or place of birth, sex, gender identity or expression, sexual orientation, disability, marital status, familial status, veteran status, age or use of a guide or support animal because of blindness, deafness or physical disability of any individual may not be asked during an interview. The following are several examples of questions that should not be asked: Are you a U.S. citizen? Where were you born? What is your birth date? How old are you? Do you have a disability? Are you married? What is your spouse s name? What are the ages or do you have any children? Examples of Legal & Appropriate Questions: Do you have child care arrangements? What is your race or ethnic origin? Which church do you attend? What is your religion? What are the dates of completing your degree; graduation? Do you rent or own? Refer to female applicants as girls or anyone as young. Show interviewee Job Description and ask Are you able to perform the job duties on the job description with or without reasonable accommodation? Please describe your experience as it relates to the job. Would anything prohibit you from making a longterm commitment to the position and the institution? What skills and ability do you possess as they relate to the job? Reasons for termination from previous employment. What are your career interests? Would you have any problem working overtime, if required? (for hourly positions) Do you have the ability to handle the job requirements? (Interviewer: list requirements) Samples of Pre-employment Inquires under EEOC Guidelines Subject Area Acceptable Unacceptable Name For access purposes, whether applicant work records are under another name Citizenship Criminal Record References Organizations Work Schedule If hired, can you show proof of authorization to work in the U.S.? - If asked of all candidates. Application asks if applicant was ever convicted of a felony charge General and work references not related to race, color, religion, sex, national origin, sexual orientation, or ancestry Organization membershipprofessional, social, etc, so long as affiliation is not used to discriminate Willingness to work required work schedule To ask if a woman is a Miss, Mrs., or Ms. or to ask for maiden name a) If native- born or naturalized b) Proof of citizenship Arrest record References specifically from clergy or any other person who might reflect race, color, religion, sex, national origin, sexual orientation, or ancestry Listing of all clubs applicant belongs to or has belonged to. Willingness to work any particular religious holidays. Whether applicant has any military reservist obligations. Information attained from Search Committees: A Tool Kit for Human Resource Professionals, Administrators, and Committee Members, Christopher Lee, Ph.d SPHR, Cupa-HR; How to Excel as a Human Resources Assistant, Council on Education in Management; Mock Interview Questions, A guide to asking the right interview questions, Jennifer Zucc. 26
SECTION 8 - APPLICANT TRAVEL PROCEDURES A. Travel reimbursement is limited to Administrative positions grade 18 and above, and (Teaching Faculty, Counselor, and Librarian) AFT positions only. Reimbursement is based on receipts submitted to the Hiring Administrator and expensed to the Campus President or Vice President budget. B. If the candidate is located within a 150-mile radius, the candidate is responsible for mileage. Tour of Campus (if time allows) and meal is provided by the hosting campus and arranged by the Search Chair/Hiring Administrator. C. If the candidate is located beyond a 150-mile radius but within a 300-mile radius, roundtrip mileage and an overnight accommodation for one (1) night at a local hotel at a reasonable rate will be reimbursed, no other fees are covered. Tour of Campus (if time allows) and meal is provided by the hosting campus and arranged by the Search Chair/Hiring Administrator. D. If the candidate is beyond the 300 mile radius, the candidate may elect for flight arrangements (in economy class) or roundtrip mileage, however, reimbursement will be based on whichever is lesser. An overnight accommodation for one (1) night at a local hotel at a reasonable rate will be reimbursed. Shuttle, taxi, or mileage only from a rental car will be reimbursed for travel to/from airport, hotel and campus location. No other fees are covered. Tour of Campus (if time allows) and meal is provided by the hosting campus and arranged by the Search Chair/Hiring Administrator. E. Candidates are entitled to a maximum of $60 per day for meals providing that the employee is traveling out of county and an overnight stay is involved. For any stay beyond an even 24 hour period, partial per diem maximums of $10 per breakfast; $15 for lunch; and $35 for dinner shall apply to travel terminating past 9:00 a.m., 1:00 p.m., and 7:00 p.m. respectively. When out of county travel not requiring an overnight stay prevents a candidate from returning home by 7:00 p.m., a maximum of $60 is allowed. Receipts are required for all meal reimbursement requests. F. It is recommended that the candidate be interviewed by the Campus President and/or Vice President during the same trip so travel expense to the college is economized, and the applicant s time and expense are considered. Revised September 2017 27