Pine Technical College
Policy and Procedure


Policy Number: 501 Date: 8/4/98 Revision Date: 8/4/2000
Division/Department: Personnel Author: Robert L. Musgrove, Ph.D.
Subject: Hiring Process

Authorities:

Purpose:
The hiring of qualified personnel is one of the most critical functions that College managers can perform. To this end, Pine Technical College establishes this structure and process for the hiring of all personnel in the College. This policy will guide the orderly conduct of the hiring system that will ensure the role we view of candidates within the parameters established by federal and state laws.

Policy:
Managers will follow a logical sequence of hiring actions in collaboration with the Human Resource (HR) Department. The hiring process will be conducted through a committee structure, utilizing review instruments for applications and resumes and for interviews. These instruments will establish a scoring process so that all committee members will be reviewing candidates and their documentations on the same standards. This process will culminate in a hiring decision based upon thorough review of a candidate's paper work and interview performance.

Procedure:
When a vacancy has been determined for an existing or a new position, the manager of the unit or department will collaborate with the HR Department to develop an accurate and up-to-date job description and posting and advertising documentation.
All hiring for unclassified staff positions will also follow the guidelines in the Pre-Employment Review Process as outlined in the attached document.
The HR Department will process the appropriate paperwork to declare and post the vacancy. The HR Department will place ads to publicize the vacancy or consult with DOER for the appropriate lists to fill a vacancy. Recruitment and advertising will comply goals of the College's Affirmative Action Plan.
Vacancy advertising will follow a set format to be established by the HR Department.
The hiring unit manager will chair the selection committee or will appoint a designee to chair the selection committee.
The hiring unit manager will appoint other committee members to assist the chair in making the selection. Care should be given to the composition of the committee to ensure fair representation of different offices and levels of the organization and of protected classes that will be affected by the hiring.
The Chair and the committee will work collaboratively with the HR Department to develop a structured resume evaluation scoresheet. The scoresheet should be designed so that a committee member can accurately score a candidate's qualifications as presented in his/her application, resume, and transcript.
HR should review the instrument to ensure that it complies with federal and state guidelines for Equal Opportunity and Affirmative Action and other regulations.
The HR Department will collect all paperwork submitted by candidates and create a file of qualified candidates who meet the minimum requirements of the position description. A complete candidate file should include:

After the closing date, as posted in the vacancy ads, HR will release to the committee chair the file of all qualified candidates.
The chair and the committee members will score the application packet of each qualified candidate using the review scoresheet developed for that purpose.
Following the review and scoring by all members of the committee, the committee will meet as a whole to select the top candidates for interviews. These candidates should be those whose resumes are scored the highest using the review instrument unless there are extreme circumstances that would indicate otherwise.
A list of candidates for interview will be turned over to the HR Officer, who will then schedule interview appointments according to a calendar provided by the committee members. Interviews should be scheduled far enough in advance to accommodate candidates schedules
The chair and the committee will then develop an interview questionnaire and scoresheet to use in evaluating the candidate's interview performance. The questions in this scoresheet should be developed in order to assess the candidate's interview performance and qualities/qualifications as they pertain to the requirements of the job but which cannot be evaluated in the resume or job application.
Interview packets will be assembled by the HR Department and the committee chair for each committee member. The packets will include for each candidate:
The interview questionnaire and scoresheet must be reviewed by the HR Department to ensure compliance with all federal and state guidelines.
The committee will, as a whole, interview those candidates with whom HR has secured an appointment. Each candidate shall be asked the questions on the interview scoresheet, and committee members will score each candidate's response using the same set criteria.
After the last candidate has been interviewed, the Chair and committee will meet to evaluate the total scores of the candidates and rank order them according to a combined score obtained by adding the resume review score and the interview questionnaire score.
The committee and the HR officer will jointly develop a set of questions to be asked in checking references for the top three candidates. HR and the committee will collaboratively conduct the reference-checking by contacting a number of current references per candidate.
The results from the resume review, the interview and the reference check will be turned over to the hiring unit manager and the HR Department.
The HR Officer and the hiring unit manager will collaboratively develop an offer and present that offer to the top ranked candidate. Candidates will be provided with the name and telephone number of the representative of the bargaining unit relevant to the position.
After the candidate has accepted the final offer, an offer letter (in duplicate) will be issued by the HR Department to include position title, starting date, rate of pay, immediate supervisor, bargaining unit, fringe benefits, hours of work, and probationary period. One signed original will be retained by the HR Department and one will be provided to the new employee. A copy will be forwarded the immediate supervisor.
The HR department will issue letters to unsuccessful candidates thanking them for their response and informing them of the committee's decision.
All copies of confidential materials (resumes, applications, candidate materials) will be returned to the HR Department.
In critical situations, where a vacancy will seriously affect the college's or division's ability to function, a hiring unit manager may request that the college president waive certain of the procedures required in this policy. Such a waiver must be requested in writing, with an explanation of the rationale for the request and of the nature of the emergency.Policy.501

Responsibilities:
It is the responsibility of the hiring unit manager, committee chair, and the HR Officer to ensure a timely and orderly process for hiring so that vacancies do not go unfilled.
It is the responsibility of the HR Officer to ensure that all aspects of this process are in compliance with Pine Technical College policy, MnSCU policy, and state and federal regulations.

Dissemination:
Each manager on the Executive Cabinet will be responsible for disseminating this policy to everyone in his/her division. Copies should be provided to all campus employees.
Standard dissemination will also apply.

Reviewed by Executive Cabinet: 9/3/98
Reviewed by Faculty Senate: 9/3/98
Reviewed by:
Approved: 9/3/98