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4.1.1.p.1. Procedure: Southeastern Technical College Recruitment and Hiring

General Philosophy

Southeastern Technical College (STC) shall follow the guidelines of the TCSG Recruiting and Hiring policy and procedure. STC is an affirmative action/equal opportunity employer that does not discriminate in its recruitment or hiring practices. Vacant positions shall be filled by selecting the best-qualified applicant on the basis of merit.

For clarification, Hiring Supervisor, as it is used in this procedure, is defined as the appropriate Vice President/ or designee provided that individual has autonomy in hiring personnel for his/her department.

Recruitment, Advertising, and Outreach

When the need to fill a position is identified, the appropriate Hiring Supervisor will complete a Request to Hire Form identifying if the position is a new or replacement position and the suggested advertising methods for the posting of the position. The signed Request to Hire Form, accompanied by a statement of minimum qualifications, education and other information pertinent to the posting of the position, is forwarded to the President for review, completion, and approval.

The President will evaluate the need for such position and the related budgetary considerations. Upon final approval by the President, the Request to Hire Form is forwarded to the Director of Human Resources for processing. The Director of Human Resources will develop the advertisement (or review for compliance if advertisement has already been produced) and coordinate procurement and placement of advertisements as approved by the President, according to rules, regulations, and the Technical College System of Georgia policies. All vacant positions shall be posted for no less than 5 business days. Internal announcements are posted in the internal section of the Online Job Center for current STC employees only.

Part-time Employees (non-teaching):

When the need to fill a part-time position is identified, the appropriate hiring supervisor will complete Request to Hire Part-time form. The signed Request to Hire Part-time form is forwarded to the President for approval. The form shall list specific job duties, minimum qualifications, education, and other information pertinent to the posting of the position.

The President will evaluate the need for such position and the related budgetary considerations. Upon approval by the President, the Request to Hire Part-time form is forwarded to the Director of Human Resources for processing. The Vice President for Administrative Services also approves the form prior to posting the position. All vacant positions shall be posted for no less than 5 business days. Internal announcements are posted in the internal section of the Online Job Center for current STC employees only. The form is then forwarded to the hiring supervisor. Part-time employees shall work no more than 19.5 hours per week.

Part-time Employee (teaching):

When the need for adjunct credit faculty positions are identified, the Deans have authority from the Vice President for Academic Affairs to fill these positions. The Deans will create the teaching agreement, which shall list the stated amount for the term, the contact hours, and any other relevant information. The Dean and the adjunct faculty member will sign the agreement and forward to the Vice President for Academic Affairs (VPAA) for approval. The President has given authority to the VPAA to hire credit adjunct faculty.

The VPAA will evaluate the need for such position and the related budgetary considerations. Upon approval by the VPAA, the agreement is forwarded to the Director of Human Resources for processing.

When the need for adjunct non-credit faculty positions are identified, the Vice President for Economic Development and the Executive Director of Adult Education have authority from the President to fill these positions.

Screening of Applicants

To further ensure the viability and equality of the recruitment process, all internal and external applications must be completed online at the STC Online Job Center*. Each applicant's experience, training, and education will be measured against the posted minimum qualifications. An applicant who does not submit a timely application or whose application does not meet the posted minimum job qualifications shall not be interviewed or otherwise considered for the posted vacancy. Whenever possible, screening of applications shall be handled by the Hiring Manager.

Interview Committee

Each Hiring Manager is responsible for compiling a diverse committee responsible for selecting and interviewing qualified candidates. This committee is usually composed of a minimum of two Southeastern Technical College employees, including the supervisor of the posted position. Although all interview candidates must meet the minimum qualifications, the interview committee may also consider additional preferred qualifications. Under normal circumstances, the candidate pool should contain members of racial minority groups and women. If not, the Hiring Manager may contact the Human Resources Office to discuss further recruitment efforts.

Interview Questions

Before the interviews, the selection committee will review the list of minimum qualifications and training and develop a set of interview questions that enable the interviewers to learn more about the candidates/interviewees. Normally, each applicant interviewed shall be asked the same questions and responses noted and rated by the interviewer(s) on forms provided by the Human Resources Office. During the interview process, care should be exercised to avoid questions that are not job-related. For example, questions related to disabilities, medical conditions, marital status, planned pregnancies, number or age of children are inappropriate. Pre-employment tests, medical examinations or immunizations may not be required unless pre-approved by the Director of Human Resources.

At the end of the interviews, the committee members will total the points and rate the applicants. The top applicants packages will be forwarded to the President for possible interview consideration. The recommendation from the committee is not binding because references and other factors could influence the selection process.

Employment Verification and Background Investigation

Satisfactory reference checks are a condition of employment. Before the top candidates packages are sent to the President, the Hiring Supervisor will check at least two references for each candidate and attach the Reference Documentation Form to the application. It is recommended that one of the references should be the current supervisor. Verification of the applicants educational and employment background is also completed prior to forwarding the package to the President or before an official offer of employment is tendered.

Pursuant to college policy, a thorough background investigation, including a criminal history records check, motor vehicle report, credit check, and/or academic credentials check, etc. shall be conducted on candidates prior to being hired for any position with the college, but after an official offer of employment has been made. Certain positions will also require a successful drug screen and fingerprint check. Candidates who are interviewed and offered a position shall be required to sign the appropriate release(s) for background investigations. Candidates who are offered a position with the college shall be required to provide proof of eligibility to be legally employed in the United States.

Background investigation information shall be used by the College and its officials and employees only for the purpose of determining whether to grant regular employment, and in any administrative or judicial proceeding calling such employment in question, and shall be stored, restricted and disposed of in such manner as may be required by federal or state authorities.

Final Interview and Offer of Employment

The following information should be compiled and submitted to the President prior to a final interview: Memo with selected candidate named, Position Announcement and Job Description, Original Request to Hire Form, Applicant Reference Forms, Interview Rating Tab Sheet, Applicants Cover Letter, Application, and Resume. The President may choose to interview the acceptable candidate(s) or may reject the applicant pool and the search will begin again. After the President has interviewed the applicant(s), and a satisfactory candidate is identified, he/she will make an offer of employment in writing. The offer is conditional upon a successful background investigation, satisfactory reference checks, execution of the States loyalty oath, and receipt of official transcripts, where required.

Retention of Records

The Director of Human Resources must retain all records of the search and selection process for a period of three years. It is the responsibility of the Hiring Supervisor to ensure that these records are complete. It is the Hiring Supervisors responsibility to ensure that documentation of the search and selection process is sent in a timely manner to the Director of Human Resources for follow-up correspondence and retention.

Organizational Transfers

When determined to be in the best interest of the college, the President may choose to restructure organizational components of the college by transferring employees within the college from one organizational unit, department, or program to another. As stated above, these transfers will not be based on discriminatory practices but shall be based on merit and workload, and as deemed appropriate.

Orientation

On the first day of employment, the immediate supervisor should greet and orient the new employee to his/her office area, telephone, fax, computer, and all other equipment, supplies, and working areas. The Director of Human Resources will also complete an orientation with the new employee, as presented in the New Employee HR Checklist and the New Employee Orientation Packet.



References
Exhibit: Request to Hire Form
Exhibit: Applicant Reference Form
Exhibit: Personnel Action Request
Exhibit: Background Request Form
Exhibit: Fulltime Employee Human Resources Checklist
Exhibit: New Employee Orientation Packet
Exhibit: Request to Hire Part-Time
Exhibit: Offer of Employment Letter

Adopted: June 25, 2009
Reviewed: August 15, 2016; August 16, 2017; September 18, 2017; August 20, 2018;
Revised: