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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 Advertise 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 Advertise 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 Advertise 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 five business days. All internal job announcements will be posted on the morning report for a minimum of two days. Internal announcements are posted in the internal section of the Online Job Center for current STC employees only. Human Resources will advertise on the STC website, the Worksource Georgia website, Team Georgia Careers, and the local newspapers. More position-specific advertising will be posted on job recruiting platforms as needed and/or requested and as funds are available.

Part-time Employees (non-teaching):

When the need to fill a part-time position is identified, the appropriate hiring supervisor will complete the Request to Advertise Form. The signed Request to Advertise 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 Advertise 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 five business days. All internal job announcements will be posted on the morning report for a minimum of two 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 the allowed hours to deter accruing benefits without approval from the Director of Human Resources.

Part-time Employee (teaching):

When the need for adjunct credit faculty positions is identified, the Deans have authority from the Vice President for Academic Affairs to fill these positions. The Dean will forward the job announcement to the Director of Human Resources to advertise if needed. 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 is identified, the Executive Director 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 Supervisor.

Interview Committee

Each Hiring Supervisor 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.

Interview Questions

Before the interviews, the selection committee will review the list of minimum qualifications and training to develop a set of interview questions that enable the interviewers to learn more about the candidates/interviewees. Each applicant interviewed shall be asked the same questions. Applicant’s responses will be noted and rated by the interviewer(s) on the Interview Questions and Rating Form provided by the Human Resources Office. The form containing the interview questions must be approved by the Director of Human Resources prior to conducting the interviews. 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. Interviewers have the flexibility to ask follow-up questions, as needed, based on an applicant’s initial response. 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 applicant’s 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 candidate’s packages are sent to the President, the Hiring Supervisor will check at least two professional references for each candidate and attach the Applicant Reference Form to the application. When possible, reference checks on the selected candidate for employment must be conducted with the individual’s current employer (i.e. their immediate supervisor) and at least one (1) other former supervisor. In addition, hiring official(s) may extend the scope of the reference checks to other candidates/finalists (e.g. the top three (3) applicants). Reference must be with a current (when possible) or former supervisor and cannot include co-workers, family or friends. Applicants are to be advised that reference checks will be conducted, and all associated questions will be limited to job-related inquiries to verify such job-related information as:

  1. Name;
  2. Employment dates;
  3. Job-title held and duties;
  4. Beginning and ending salaries:
  5. Training completed;
  6. Job performance;
  7. Disciplinary history;
  8. As applicable, eligibility for re-hire; and
  9. As applicable, the reason for leaving a past employer
Verification of the applicant’s 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, 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, credit check 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. Any administrative or judicial proceeding calling such employment in question, 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: Candidate Selection Form, Position Announcement, Job Description, Signed and completed Request to Advertise Form, Applicant Reference Forms, Interview Rating Tab Sheet, Applicant’s Cover Letter, Application, and Resume. The President may choose to interview the recommended candidate(s), may reject the applicant pool or direct the search to 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 State’s loyalty oath, and receipt of official transcripts, where required. At this time, the candidate will complete and sign the Background Request Form.

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 Supervisor’s 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. 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.

Steps to Hiring a Full-time Position (steps must be completed in the order that they appear)
  • Complete a Request to Advertise Form
  • Upon approval, job announcement must be posted at least 5 business days in the Job Center
  • Screen Applicants to determine eligibility for interview
  • Complete the Interview Questions and Rating Form and obtain approval from Director of HR
  • Set up interviews with applicants (Director of HR may do this upon request) •
  • Conduct interviews (all interviewees must complete an Applicant Reference Form) on site and leave with the Receptionist
  • Tabulate rating forms and determine top candidate
  • Call the references of the top candidate
  • If references are satisfactory, let candidate know he/she will be moved to the next step of the selection process
  • Discuss salary with top candidate and agree on amount
  • Set up meeting/interview the President
  • Ask the Human Resources office to prepare the Offer of Employment letter. First day of employment should be either the 1st or the 16th of the month
  • Compile the hiring package that should accompany the Offer of Employment letter
    1. Candidate Selection form
    2. Position Announcement and Job Description
    3. Completed and signed Request to Advertise form
    4. Applicant Reference forms (completed and signed by Hiring Manager)
    5. Interview Rating Tab Sheet
    6. Applicant’s Cover Letter, Application, and Resume
  • After meeting with President, candidate fills out and signs the Background Request Form. Inform candidate that offer is conditional upon a successful background investigation
  • Complete background check on the candidate
  • Withdraw offer if background check returns disqualifying results
  • If satisfactory, the Director of HR will inform candidate of official start date and notify the other interviewees
Steps to Hiring a Part-time Non-teaching Position (steps must be completed in the order that they appear)

Adopted: June 25, 2009
Reviewed: August 15, 2016; August 16, 2017; September 18, 2017; August 20, 2018; September 16, 2019; September 14, 2020; August 16, 2021; August 23, 2023;
Revised: April 15, 2024;