4.36 Recruiting/ Advertising
I. Purpose
II. Scope
The purpose of this policy is to ensure that the college complies with its relevant policies, as well as applicable state and federal civil rights laws and regulations, in recruiting/advertising and documenting recruitment and selection efforts. Effective recruitment and selection processes ensure that all qualified applicants and employees receive equal opportunity for recruitment, selection, and advancement.
III. General
Recruiting/Advertising
The college subscribes to the concept that the hiring and retention of a quality staff is critical to the effective execution of its stated mission. To this end, it will endeavor to recruit from the widest practical market. For tenure track faculty and exempt positions at Grade 18 or above, the college will advertise in appropriate national publications. The administration shall develop advertising and recruiting expense guidelines that are consistent with the policy's scope and the prudent expenditure of public funds.
Search Committees
Search committees are required for the selection of candidates at all levels of professional and faculty service. The college is less vulnerable to potential discrimination lawsuits if the screening and selection process includes a search committee, each of whom independently screens and evaluates each candidate.
Confidentiality
It is critical that confidentiality is maintained throughout the entire search process. The essence of good recruitment and personnel practice is that candidates are assured privacy.
Reference Checking
Hiring managers are required to check references on all finalists. Reference checking confirms that a candidate has achieved what is indicated on the resume or discussed at the interview. A general guideline is to request three references, preferably from past and present employers.
Role of Chief Diversity, Equity & Inclusion Officer
The college is committed to making a broad outreach to all populations in an effort to attain diverse applicant pools. At the beginning of the recruitment process, the Chief, Equity and Inclusion officer (CDEIO) will notify the department and search committee if underutilization exists. Underutilization
exists if women and underrepresented populations are not being employed at a rate to be expected given their availability in the relevant labor pool.
At the first search committee meeting the CDEIO will give the charge to the search committee explaining the committee's compliance obligations in terms of utilization goals, recruitment options, advertising sources for expanded outreach, applicant screening and interview documentation, permissible and illegal interview questions, and selection documentation and approval process.
The CDEIO will review the search committee's list of candidates selected to be interviewed to ensure compliance with federal non- discrimination laws and regulations. If questions arise during the review, the CDEIO will contact the hiring department or a member of the search committee for clarification and additional information as may be warranted.
Federal Documentation Requirements
Federal law requires employers to maintain and summarize race, gender, and ethnic information related to each search and selection process. This information is retained by the Human Resources department and is utilized for tracking purposes only. This information is confidential and should not be used in any way during the selection process for filling the position.
Federal law requires applicant records to be maintained for at least two years from the date of the making of the record or the personnel action involved, whichever is later. It is the responsibility of the Human Resources department to maintain search and selection documentation for this period. In the event that the Office of Federal Contract Compliance Programs conducts a compliance review, these records may be requested from the hiring official.
IV. Procedures
Required Search Documentation
The four documents listed below are required to be utilized during each search. Documenting these four steps allows for consistency in the search process and assists a department in providing equal opportunity to all applicants throughout each phase/step of the search process.
Upon completion of the search, each of these documents must be submitted to the CDEIO.
- Applicant Screening Tool – The applicant-screening tool explains the method used to determine which candidates of those meeting the minimum qualifications are invited for an interview. Screening criteria must be job related. The screening process can begin as soon as applications are received.
- Interview Questions – All interviewees should be asked the same core questions, keeping in mind that in-depth questioning may vary slightly depending on the interviewee's background. All interview questions must be job-related and must pertain to the position being recruited. Federal and State laws prohibit certain questions that are used to find out personal information. The CDEIO will provide guidance on interview questions at the initial meeting of the search committee.
- Interview Evaluation Tool – It is best to evaluate a candidate right after the interview while the results of the interview are fresh in one's mind. An interview rating tool assists a hiring manager in determining which candidates had the best experience and qualifications related to the requirements for the position.
- Justification – An explanation of why the selected candidate is being recommended for hire over other qualified candidates must be supplied. This explanation should indicate any specific skills and/or experiences that the recommended candidate possesses that other candidates do not.
V. Approval
Required Search Documentation
The four documents listed below are required to be utilized during each search. Documenting these four steps allows for consistency in the search process and assists a department in providing equal opportunity to all applicants throughout each phase/step of the search process.
Upon completion of the search, each of these documents must be submitted to the CDEIO.
- Applicant Screening Tool – The applicant-screening tool explains the method used to determine which candidates of those meeting the minimum qualifications are invited for an interview. Screening criteria must be job related. The screening process can begin as soon as applications are received.
- Interview Questions – All interviewees should be asked the same core questions, keeping in mind that in-depth questioning may vary slightly depending on the interviewee's background. All interview questions must be job-related and must pertain to the position being recruited. Federal and State laws prohibit certain questions that are used to find out personal information. The CDEIO will provide guidance on interview questions at the initial meeting of the search committee.
- Interview Evaluation Tool – It is best to evaluate a candidate right after the interview while the results of the interview are fresh in one's mind. An interview rating tool assists a hiring manager in determining which candidates had the best experience and qualifications related to the requirements for the position.
- Justification – An explanation of why the selected candidate is being recommended for hire over other qualified candidates must be supplied. This explanation should indicate any specific skills and/or experiences that the recommended candidate possesses that other candidates do not.
VI. Responsibility
Chief Diversity, Equity & Inclusion Officer (CDEIO) & Executive Director, Human Resources