UNIFORM

GUIDELINES

FOR COMPLIANCEAND MONITORINGOFRECRUITMENTAND SELECTIONATACCSINSTITUTIONS

MarkA.Heinrich,ChancellorAlabamaDepartmentofPostsecondaryEducation

Preparedby:

DivisionofHumanResources

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GUIDING STATEMENT

TheChancellor of the Alabama Community College System hassetinplaceauniformprocedure for filling positions on Salary Schedules B, C, and D as well as a similar process for filling positions on Salary Schedule E. Theintentis toensurethatthescreeningandselectionprocessisaccomplishedinaprofessional,nonpoliticalmanner,withoutbias,andincompliancewithallstateandfederallaws.

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POLICYNAME: / 602.01:AppointmentandAssignmentofPersonnel
EFFECTIVE: / September27,2007
SUPERSEDES: / 602.01issued01-22-04;12-08-94
SOURCE: / StateBoardofEducationResolution;CodeofAlabama16-60-111.4and16-60-111.7
CROSSREFERENCE: / Policy203.02and204-01

1.ThePresidentofeachinstitutionshallappointthefacultyandstaffoftheinstitutionaccordingtoqualificationsapprovedbytheStateBoardofEducationandsuchotherpoliciesasmayhavebeenadoptedbytheStateBoardofEducation.ThePresidentofeachinstitutionisauthorizedtomakeassignmentsoffacultyandstaffatthelocallevel.TheChancellorhastheauthoritytoreverseanyappointmentorassignmentofpersonneldeterminedtobecontrarytoanystatute,andsuchpoliciesasmayhavebeenadoptedbytheStateBoardofEducation.ThePresidentsserveatthepleasureoftheStateBoardofEducation.

2.Afull-timeconsentingemployeemaybetransferredfromonecollegetoanotherorfromtheDepartmentofPostsecondaryEducationtoacollege,withthewrittenagreementofboththetransferring and receivingPresidentsorChancellor,andwiththeapproval oftheChancellor. TransferrequestswillapplyonlytopositionsforlateralmovesandwillconformtotheAlabamaCollegeSystemUniformGuidelines.

3.TheChancellorshallnotifytheStateBoardofEducationofanyreversalsofappointmentsorassignmentsresultingfromthispolicy.

POLICYNAME: / 602.02:HiringPracticesandProcedures
EFFECTIVE: / 05-25-06
SUPERSEDES: / 602.02issued03-24-05;01-22-04;12-08-94
SOURCE: / StateBoardofEducationResolution;CodeofAlabama16-60-111.4and16-60-111.7
CROSSREFERENCE: / Policy203.02and204-01

Vacanciesinpresidential,full-timefaculty,andotherfull-timeadministrativeandsupervisorypositions,regardlessofwhetherthepositionisshownonSalarySchedulesA,B,C,orD,shallbefilledaccordingtothepracticesandproceduressetoutinTheAlabama CollegeSystemUniformGuidelines.

GUIDELINESFORPOLICY

602.02: HIRINGPRACTICES AND PROCEDURES

I.ThePresident(ordesignee)ofeachinstitutionshallpostnoticesofallpersonnelvacancies,full-timeandpart-time,temporaryandnon-temporary,forallsalaryschedules.Thevacancynoticeshallbepostedinanareainplainviewateachinstitution’smaincampusandallinstructionalsitesatleastfourteen(14)calendardaysbeforethepositionistobefilled.Thesepostingrequirementsshallnotbeimplementedtoalter,abridge,orreplacepracticesandproceduressetoutintheUniformGuidelines.

II.Thevacancynoticeshallinclude,butisnotlimitedto,thefollowing:

A.Jobdescriptionandtitle;

B.Requiredqualifications;

C.Salaryscheduleandamount;

D.Informationregardingthelocationforsubmittingapplications;

E.Informationregardinganydeadlinesforreceiptofapplications;

F.Anyotherrelevantinformation.

III.Whenapersonnelvacancyoccursduringanacademictermandisnotasupervisory,managerial,ornewlycreatedposition,thevacancynoticemaybepostednotlessthanseven(7)calendardaysbeforethepositionistobefilled.

IV.Postingofpersonnelvacanciesshallnotbeabridgedordelayedexceptincircumstancesofdireemergency.Undersuchemergencyconditions,anydelayinthepostingofnoticesshallbeonlytemporaryinordertoreasonablymeettheemergencyconditionsthatmayarise.Anysuchemergencyconditionsandposting(s)mustbedocumentedinwritingtotheChancellornolaterthantheendofeachacademicterm.

(TheseguidelinesareissuedincompliancewiththerequirementsofAct98-147.)

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RESPONSIBILITIES OF DPE HUMANRESOURCES
  1. DistributetothePresidents and the college Human Resources offices standard procedures for record keeping and reporting of activities under the UniformGuidelines,includingsearchprocesses,temporaryappointments,lateraltransfers,reorganizations,andmaintenanceanduseoftheApplicantPool.
  1. Developascheduleofrandomauditstoexaminethecomplianceofeachinstitution.
  1. Examinedatafromtheinstitutions,including informationonraceandgenderandmakerecommendationstotheChancellor.
  1. AddressissuesofinterestedpartiesrelatingtotheUniformGuidelines.ConductinvestigationsintoissuesandmakerecommendationstotheChancellorforresolution.
  1. MakerecommendationstotheChancellorregardinganychangesinsearchesorotherapplicableissuesthatmaybenecessary.MakesuggestionstotheChancellortopreventlitigation.
  1. Enhance,improve, and maintaintheApplicantPool.
  1. E-mailvacancynoticestoApplicantPoolinaccordancewithDPEguidelines.
  1. Post vacancy notices on the ACCS website.
  1. Maintainmembershipwitha diversity recruitment source.

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RESPONSIBILITIESOF PRESIDENTS AND INSTITUTIONS

1.AttendtheannualACCSHRMADiversityConference.

2.Posting/Advertisingrequirements

SalarySchedulesB,C,andD:aminimumof21dayspriortoapplicationdeadlinepostoninstitutionwebsite,email to DPE Human Resources,email to allACCS institutions, post on Diversity Inc. website, post on Alabama Job Link, advertise inatleastonenewspaperinthecollegeservicearea, send position announcement via U.S. mail to those members of the applicant pool who cannot receive email.

SalaryScheduleE:aminimumof14dayspriortoapplicationdeadlinepostoninstitutionwebsiteandACCSwebsite.

Allothervacancies,includingvacanciestobefilledbytemporaryappointmentofacurrentemployee,mustbepostedinternallyforaminimumof14days.Wheneveraninternalposting isused, itisrecommendedthat thefollowing languagebeincluded atthetopofthevacancyannouncement:

InternalPosting(JobTitle)

ThispositionispostedincompliancewithAlabamaCode §16-22-15.Itistheintenttoplaceacurrentemployeeinthisposition.

Internal postings are only required to be posted at the institution and are not required to be emailed to other colleges for posting.

Note:Aninternalpostingmaynotbeusedtofillanypositionwithsomeoneotherthanacurrentemployeeandmaynotbeusedtofillanewposition.

Foradjunctinstructorpositions,tutorpositions,andhourlyemployees,acontinuousadmaybepostedontheinstitution’swebsite. Ifacontinuousadisnotposted,thesepositionsmustbepostedforaminimumof14dayspriortotheapplicationdeadline.

3.Email vacancy announcements for all full-time positions to DPE Human Resources.

4.ReestablishandreappointtheRecruitmentandSelectionCommittee(s)andpublicizeannuallythattheinstitutionisseekingpersonstoserveonthecommittee(s).ThismaybeaccomplishedbyE-mailormemofromthePresidenttoallstaff,faculty,andadministration.MaintainacopyoftheRecruitmentandSelectionCommitteeAppointmentFormwiththesearchfiles.

5.Provide the search committee chair with a packet of information for each vacancy to include a copy of the following: job description, position announcement, schedule for completion of the search process, copy of search committee guidelines, copy of the interviewing guidelines and legal inquiry.

6.Meet with the search committee (search charge) before the review of applicant files to explain the committee’s responsibilities and the review / interview processes.

7.Ensure that references are checked and documented and ensure that the required employment, experience, and credentialing requirements are verified and documented.

8.ReporttotheChancellortheoutcomeofeachposting usingtheNotificationofHireform.

9.Keepin the search file:ApplicantReportingForm;recordsofallinterviewsandcontactswithapplicants;writtenevaluationofeachapplicant; written recordofresponse toeachannouncedvacancy, includinglist of allqualifiedpersons,thenameofthepersonofferedthepositionandthereasonsfortheselection;searchfilesforeachpositionforaperiodofnotlessthanfive(5)years.

10.NotifyDPEHumanResourcesoftemporaryappointmentspriortomakingtheappointment.NotifytheDPEHumanResourceswhenatemporaryappointmenthasended.ApprovaloftheChancellorisrequiredtoextendatemporaryappointment.(ALLSalarySchedules)

11.Conductafull searchprocess intheyearofthetemporary appointment tofill the positiononapermanentbasis.(ALLSalarySchedules)

12.Conductannualharassmenttraining.(ALLemployees)

13.Conductethicstraining.(Newemployees)

14.ObtainandkeeponfileaFamilyRelationshipDisclosureForm.(ALLemployees)

15.Presidentswillholdannualmeetingswithminoritycommunityandeducationalleaderstodiscussrecruitment.InstitutionswillcompleteCommunityMeetingReportingForm andkeeponfileforreference.

16.MemorandumsofAgreementforPersonnelServicesandContractsforPersonnelServicesinexcessof$5,000mustbesubmittedtotheChancellorforapproval.

17.Submit totheChancellorarequestforapproval of anytransfer,reorganization,orsalaryadjustmentthat is not a result of the normal Schedule E progression for advancement afterconsulting withDPEHumanResourcesfordiscussion.

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GUIDELINESFORNOTIFICATIONOFAPPLICANTPOOLANDPOSTING/ADVERTISING

2.The college will post and advertise vacancies according to the responsibilities described on page 5. The DPE Human Resources office will post vacancies according to the responsibilities shown on page 4.

3.The college will maintain a copy of the posting emails and the advertising documentation inthesearchfile.

4.MembersoftheApplicantPoolwhohaveindicatedthattheycannotreceivenotificationbyE-mailMUSTBENOTIFIEDBYU.S.MAILOFALLVACANCIESwithinthe requiredtimeframes.

5.Inthelettertoapplicantswhoarenothiredinformingthemthatthepositionhasbeenfilledorclosed,includethefollowingstatement:

IfyouarenotcurrentlyamemberoftheAlabamaCommunityCollegeSystemApplicantPoolandwouldliketobecomeamember,goto

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VACANCY ANNOUNCEMENTS

1.Vacancy announcementsmust contain aposting date,salaryrange, anda brief description of the positionrequired and if applicable preferred qualifications,application packet requirements, application deadline, Human Resources contact information, EOE statement, E-verify notification, and background check notification.

2.PlacethefollowingstatementonALLjobvacancyannouncements:

[InstitutionName]isanequalopportunityemployer.ItistheofficialpolicyoftheAlabamaDepartmentofPostsecondaryEducation,includingpostsecondaryinstitutionsunderthecontroloftheStateBoardofEducation,thatnopersonshall,onthegroundsofrace,color,handicap,gender,religion,creed,nationalorigin,orage,beexcludedfromparticipationin,bedeniedthebenefitsof,orbesubjectedtodiscriminationunderanyprogram,activity,oremployment.[InstitutionName]willmakereasonableaccommodationsforqualifieddisabledapplicantsoremployees.[InstitutionNames]reservestherighttowithdrawthisjobannouncementatanytimepriortotheawarding.

3.PlacethefollowinginformationwhenadvertisingANYvacancyinthenewsmedia:

[InstitutionName]isanEqualOpportunityEmployer.(ThismaybeshortenedforcostpurposestoEOEontheadvertisement.)

SAMPLE VACANCY ANNOUNCEMENT

Intent to Employ

Posting Date:

Position: (Title)

Position Available: (Date)

Required Qualifications:

Preferred Qualifications: (If applicable)

Salary Schedule Placement:

Duties / Responsibilities or Summary Function Statement:

Application Procedures: (Contact information, acceptable methods of submission, etc.)

Application Requirements: (Documents)

Application Deadline: (Date and Time)

EEOC, E-verify, Background Check Statements:

ABC Community College is an equal opportunity employer. It is the official policy of the Alabama Department of Postsecondary Education, including postsecondary institutions under the control of the State Board of Education, that no person shall, on the grounds of race, color, handicap, gender,religion, creed, national origin, or age, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity or employment.

ABC Community College will make reasonable accommodations for qualified disabled applicants or employees.

More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process.

ABC Community College reserves the right to withdraw this job announcement at any time prior to the awarding.

Any offer of employment is contingent upon a satisfactory criminal background investigation.

This employer participates in E-Verify.

SAMPLENEWSPAPERADVERTISEMENT

ABC CommunityCollegehasthefollowingposition(s)open:DeanofFinanceandAdministration.Formoreinformationcontact Box 0000, City, AL 36130, (334) 555-5555. ABCCommunityCollegeisanEqualOpportunityEmployer.(orsimplyputEOE)

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JOB DESCRIPTIONS

1.DevelopandcompletepriortoannouncementofALLvacancies.

2.Mustcontain–(a)dutiesandresponsibilitiesofjob;(b)requirededucationandworkexperience;(c)requiredlicense,certification,orothercredentials;(d)allotherspecialqualificationsorrequirements.

3.All job descriptions must be reviewed annually. Documentation of the annual review by the supervisor and the employee must be maintained.

SAMPLE JOB DESCRIPTION

ABC Community College
Job Description
Position Title:
Division:
Accountability:
FLSA (exemption):
POSITION SUMMARY
PRIMARY JOB DUTIES & RESPONSIBILITIES
  1. Provide
  1. Conduct
  1. Provide

SECONDARY JOB DUTIES & RESPONSIBILITIES
1.Provide
2.Evaluate
3.Attend
OTHER JOB DUTIES & RESPONSIBILITIES
  1. Provide
  2. Collaborate
  3. Other duties as assigned.

TOOLS & EQUIPMENT USED IN JOB
  1. Computer

MINIMUM QUALIFICATIONS
REQUIRED
  1. Degree
  2. Experience
  3. Ability to
  4. Ability to
  5. Ability to

PREFERRED

  1. Degree
  1. Experience

This job description may be altered or modified at any time by management.

Reviewed & Approved:

Supervisor SignatureDate

Reviewed:

Employee SignatureDate

RECRUITMENTANDSELECTION COMMITTEE

1.AppointedbyPresident–maybeonecommitteeormore.

2.Membership: at least 40% minority and 50% female.

3.FollowsSearchCommitteeguidelines.

SAMPLEMEMOAPPOINTINGSEARCHCOMMITTEE

MEMORANDUM

DATE:May16, 2013

TO:Ms.AdamsMs.BrownMr.Jones

Ms.SmithMr.Thomas

FROM:JohnDoe,President

SUBJECT:SearchCommittee,DeanofFinanceandAdministration

I am requesting that you serve on the search committee to fill the position of DeanofFinanceandAdministration and that Ms. Adams serve as the Chair of the committee. Mr./Ms. (HR Person) will be contacting each of you to provideadditionalinformation.

Thankyouforyourcooperation.

SEARCHCOMMITTEEGUIDELINES

1.ThePresidentshallappointaSearchCommittee(oneormore)anddesignateaChairperson(s).TheSearchCommitteemustbeat least 40%minorityand50%women.

2.CommitteemembersshouldberemindedthatallSearchCommitteeactivitiesanddiscussionsareextremelyconfidentialandshouldnotbediscussedwithorinthepresence of others.

3.The Human Resources office shall meet with the search committee (search charge) before the review of applicant files to explain the committee’s responsibilities and the review / interview processes.

4.TheHuman Resources office shallprovidetheSearchCommitteeChair or the Search Committee memberswithapacketofinformationforeachvacancytoincludeacopyofthefollowing: job description;positionannouncement;scheduleforcompletionofthe search;acopyofthesesearchcommitteeguidelines;andacopyofinterviewingguidelinesandlegalinquiry.

5.TheSearchCommitteeChairshallmeetwiththeSearchCommitteeandformulatethequestionstobeusedduringtheinterviews.Committeemembersshouldtakeanactivepartinallphasesoftheinterviewprocess.

6.Ifmorethanten(10)applicationsarereceivedfrompersonswhomeetminimumqualifications, the President, in conjunction with the Search Committee, has the option ofconductingapreliminaryscreeningoftheseapplicantstodeterminea“reasonablenumber”forinterviews.This“reasonablenumber”cannotbelessthanten(10),andthePresident’sparticipationinthepreliminaryscreeningcannotbedelegatedtoanyoneelse. The search file must document the President’s participation and the criteria used for the screening.

7.Applicant file materials and anapplicant’squalificationsforthepositionincludingeducation,minimumexperience(ifapplicable),andcertification(ifapplicable)mustbeverifiedforpositionsonSalarySchedulesB,C,D, and E.Verificationofeducationalrequirementsmaybedonebycopiesoftranscripts.Verificationofminimumexperience(employment)mustbedonethroughdocumentationprovidedbyanemployerorformeremployerwheneverpossible.Onlywhenanapplicanthasalegitimatereasonfornotobtainingwrittenverificationbytheirownefforts,i.e.businessisnolongerinoperation,youmayaccept:

a.Copyofappointmentletterorcontract,andifthatisnotavailable:

b.Paystubs or W-2 forms

(Informationfromfriends,relatives,pastors,co-workers,etc.,willnotsuffice.)Verificationofcertificationmaybedonebycopiesofcurrentlicensure,certificates,etc.

8.If the vacancy announcement is being used to fill one position, theSearchCommitteeistorecommendthree(3)applicantstothePresidentwhobestmatchtherequirementsofthejob. If the vacancy announcement is being used to fill more than one position, the Search Committee is to recommend at least two (2) applicants per position to the President who best match the requirements of the job. The Search Committeereviews eachapplicant’seducation and experience and matches these qualifications to the requirements of the job and of the institution. No applicant should be recommended to the President who, in the opinion of the Search Committee, does not match the qualifications and requirements of the position and the needs of the institution.

The Search Committee does not have to interview the candidates if there are three or fewer qualified applicants when one position is being filled. The Search Committee does not have to interview the candidates if there are no more than two qualified candidates per position if more than one position is being filled using the same position announcement.

If the Search Committee is not required to interview, the names of all of the applicants must be submitted to the President in alphabetical order by the last name. The Search Committee may recommend that the search by closed without filling and re-opened. The President determines if a search will proceed or be closed and re-opened.

ForSalaryScheduleEsearches:ThePresidentmaydelegatehis/herinterviewresponsibilitytotheDean (or highest administrative position)oftheappropriatecollegearea. The final interview questions must be documented for the search file.

9.Ifadisabledcandidateistobeinterviewed,theSearchCommitteeshouldseekguidancefromtheADACoordinator.

NOTES:

1.OnlytheHumanResourcesOfficeand/orSearchCommitteeChair or designeeisauthorizedtoanswerquestionsoroffercommentsaboutanyjobopening.

2.Any correspondence with applicants should be maintained in the search file.

3.AnymemberservingonaSearchCommitteemustresignfromthecommitteeifthememberorarelativeofthememberappliesforthepositionforwhichthesearchisbeingconducted.

4.AnyquestionspertainingtoSearchCommitteepoliciesorproceduresshouldbedirectedtotheHuman Resourcesoffice or the President.

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POLICYNAME: / 205.04:DisclosureofEmploymentofRelatives
EFFECTIVE: / 01-25-07
SUPERSEDES:
SOURCE: / AlabamaStateBoardofEducationActionItemIX.A.2.datedJanuary25, 2007
CROSSREFERENCE:
1.DEFINITIONS

A.EmployingAuthority.Forthepurposesofthispolicy,EmployingAgencyincludes:theChancelloroftheAlabamaDepartment of Postsecondary Education,amemberoftheAlabamaStateBoardofEducation,aPresidentofanAlabamaCollegeSystemcollegeoruniversity,aSystem-levelDirectorofanyotherAlabamaCollegeSystemagency,entity,ordepartment,includingCITYProgram,SkillsTrainingConsortia,AlabamaIndustrialDevelopmentTrainingInstituteandAlabamaTechnologyNetwork.

B.Relative.Forthepurposesofthispolicy,Relativeincludes the following:spouse,dependent,adultchildandhisorherspouse,parent,spouse’sparents,siblingandhisorherspouse,ofanEmployingAuthority.

2.EMPLOYMENTOFRELATIVE

Asapartoftheemploymentprocess,within15calendardaysoftheemploymentofanindividualbytheEmployingAuthorityofanAlabamaCollegeSystemdepartment,agency,entity,orinstitution,regardlessofplacementonsalaryschedule,position,orcompensation,andregardlessofwhethertheemploymentistemporaryortheresultofasearchprocess,theindividualshallcompleteaFamilyRelationshipDisclosureForm.Suchformshallcontainthenameoftheindividual;thenameoftheAlabamaCollegeSystemdepartment,agency,entity,orinstitutionemployingtheindividual;thepositionand/ortitleforwhichtheindividualisemployed;thesalaryschedule,rank,step,andannualsalaryoftheindividual;andthedateonwhichemploymentcommences.SuchformshallalsocontainastatementbytheindividualregardingwhethertheindividualisarelativeofanyAlabamaCollegeSystemEmployingAuthorityandshallidentifysuchEmployingAuthorityandsuchrelationship.

3.REPORTING

UponcompletionoftheFamilyRelationshipDisclosureForm,itshallbeforwardedimmediatelytotheEmployingAuthorityoftheAlabamaCollegeSystemdepartment,agency,entity,orinstitutionemployingsuchindividual.TheEmployingAuthority,within15calendardaysofreceiptofaformdisclosingtheemploymentofarelativeofanyAlabamaCollegeSystemEmployingAuthority,shallprovideacopytotheChancelloroftheAlabamaDepartmentofPostsecondaryEducation.TheChancellorshallprovideanoticeofsuchdisclosuretothemembersoftheAlabamaStateBoardofEducationonamonthlybasis.

INTERVIEWINGTECHNIQUES

PREPARINGFORTHEINTERVIEW

Thepurposeoftheselectioninterviewshouldbetocollectadditionalinformationbeyondthatprovidedontheapplicationformregardingtheapplicant’sjob-relatedskills,knowledge,andabilities.Thisinformationshouldbeusedtoselecttheapplicantmostlikelytosucceedonthejob.Itisimportanttoevaluatethesamegeneralcriteriaforeachapplicant.Applicantsshouldbeevaluatedagainstthejobdescriptionorjobspecificationsandnotagainsteachother.

1.Alwaysreviewthejobdescriptionandspecifications.Ajobdescription willbeincludedwitheachfolderofapplications.

2.Preparequestionsbeforetheinterview.Thesequestionsmustbeformulatedtorevealthoseareasofknowledge,skills,andabilitiesrequiredforanewemployeetobesuccessfulonthejob.Followingaresamplestructuredinterviewquestionsforatypicalmanagementjob:

a.Tellmeaboutyourjob:Towhomdoyoureport?Howmanyotheremployeesreporttothissupervisorandwhataretheirjobtitles?Whatdoyoulikemostaboutyourcurrentjob?Whatdoyoulikeleast?

b.Whatwereyourtwomostimportantachievementsinyourcurrentjob?

c.Howdoyouthinkyoursubordinateswoulddescribeyouasamanagerandsupervisor?

d.Whatattributesdoyoubelieveaneffectivemanagershouldpossess?

e.Whatplansdoyouhaveforself-developmentinthenext12months?

f.Whattypesofcriticismareleveledatyoumostoften?

g.Howdoyouplanandorganizeyourwork?

h.Manyofusimproveourpersonalinteractionwithothersaswemature. Lookingbackoverthepasttwoyears,inwhatwayhaveyouimproved?

i.Whatstepsdoyougenerallyfollowinmakingadecision?

3.Reviewtheresume,applicationform,transcriptsandanycorrespondencethatwouldbeusefulinunderstandingtheapplicant’sbackground.Thisreviewshouldbedonebeforetheinterviewsoyoudonothavetorefertothematerialsfrequently.Spontaneityislostwhenoneinterviewsfromanapplicationform.

4.Rememberthatmostapplicantswillbewellpreparedfortheinterviewprocess;don’tgivethemanylessaqualityprofessionalinterviewthantheyexpect.

CONDUCTINGTHEINTERVIEW

1.Establishrapportthroughwarmgreetingsandintroductions.Asmallamountofgetacquaintedtalkaidsinfreecommunications.

2.Explainthepurposeandtheagendatohelprelaxtheapplicant.

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3.Gatherpredictiveinformationbyusinggoodlistening,probing,reflecting,summarizingandevaluatingskills.

Thiswillencouragethesharingoffactsandhelpcontroltheinterview.Ideallyyoushouldtalknomorethan25percentofthetime.Yourjobistolistenandtoevaluate;ifyouaretalking,youarenotlearninganythingabouttheapplicant.

TIPS

a.Useavarietyofquestionsandcommentstoalterthepaceoftheinterview.

b.Avoidaskingquestionsthatrequireonlyayesornoanswer.Don’task,“Didyoulikethatjob?”Insteadinquire,“Whatthingsdidyoulikemostaboutthejob?”

c.Avoidaskingleadingquestionsthatwouldencouragetheapplicanttoslantanswerstosuityou.

d.Theuseofwhy,how,what,anddescribeortellmeaboutwillyieldmorecompleteanswersthanleadingquestionssuchas,“Doyouliketoworkwithpeople?”

e.Don’tbeoverlyconcernedbysilences.Theycanelicitsignificantadditionalinformation.

f.Ifyoutakenotes,whichcanbeveryhelpfullater,explaintotheapplicantwhatyouaredoingandwhy.

Donotrecruitthe applicantduringtheinterview.Thetimeshouldbespent findingoutabouttheapplicant,notsellingtheposition.

1.Describethejobandtheorganization.Saveadetaileddescriptionofdutiesuntilthispointintheinterviewtoavoidcoachingtheapplicant.Exercisecautionindiscussingsalary,promotionalopportunities,tenureorotherjobsecurity.Theinformationyouprovidemaybeinterpretedasanimpliedemploymentcontract.ThePresident’sOfficewillberesponsibleforsupplyingsalaryandbenefitsinformationtotheapplicant.

2.Answerquestionsandallowtheapplicanttoaddinformation.

3.Concludetheinterview.Thanktheapplicantforhis/hertime,outlinewhatwillhappennext;and/orprovideadatewhenadecisionwillbereached.

POSTINTERVIEWPROCEDURE

Reviewtheminimumqualifications,jobdescriptionandotherrequirementsasnotedonthepositiondescription.Whenmakingthefinaldecisionastowhichapplicanttorecommendforhire,onlyinformationthatisjob-relatedshouldbeused.Candidatesmustbeevaluatedagainstselectioncriteriaandnotagainsteachother.

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INTERVIEWINGPROTECTEDCLASSCANDIDATES

Questionsrelatedtosex,age,color,race,religion,nationalorigin,geneticinformation,ordisabilityareinappropriatewheninterviewingcandidatesforpositions.Commonsense,commoncourtesy,andaprofessionalapproacharethecardinalrulesforsuccessful interviewing.Inordertoensurethatyouareconductinganappropriateinterview,youshouldrememberto:

1.Askthesamegeneralquestionsandrequirethesamestandardsforallapplicants;

2.Treatallapplicantswithfairness,equality,andconsistency;and

3.Followstructuredinterviewplansthatwillhelpachievefairnessininterviewing.

Inotherwords,treatallapplicantsinexactlythe sameway.Discriminatorybehaviorisimproper,evenwhenitisnotintended.

Thefollowingsuggestionsshouldbehelpfulinensuringthatnofederalorstateequalemploymentopportunitylawsareviolatedintheinterview:

  • Askquestions thatare relevant tothe job itself.Forinstance, while inmostcasesmen wouldhavenoreasontosupposeimpropersignificanceofquestionsregardingmarriageplans,becauseofpastdiscrimination,womenwould.Sodonotinquireinto:hermaritalstatusornon-maritalarrangements; whather husbanddoes,how much heearns; whether heis subject totransfer,howhefeelsaboutherworkingortraveling;whethershehaschildren(orplansto),howmany,andtheirages;arrangementforthecareofherchildren;orherviewsonbirthcontrol,abortion,orwomen’sissues.

Youmaycitethehoursrequiredbythejobandaskifhe/shewillhavedifficultymeetingthem.Forexample,youmaysay,“Westartat8:00a.m.hereandleaveat5:00p.m.Willyouhavedifficultymeetingthosehours?”Ifhe/shebringsupanyproblemhe/shemayforeseeinchildcare,etc.,thenindicatewhatservicesareavailable.

Becarefulnottodrawassumptionsaboutawoman’scompetencebasedonhersoftvoiceorfeminineappearanceorattire.Negativestereotypingcanleadtodiscrimination.

Beprofessionalandconsistentinaddressingmenandwomen.Ifusingfirstname,dosoforallcandidates.Ifnot,thendonotuseawoman’sfirstnameandnottheman’s.Inotherwords,inintroducingawomancandidate,useDr.,Ms.,orMiss,andasimilarlyappropriatetitleforthepersontowhomsheisbeingintroduced.Forexample,donotsay,“Mr.Powers,I’dlikeforyoutomeetMaryLou(candidate).”

1.Avoidflirting,patronizing,ormakingsexualjokesduringtheinterview. Trytobehavetowardwomeninacompletelybusinesslike,yetrelaxedway.

2.Avoidbringingupstereotypedprejudices:womenshouldn’ttravelalone;theyaretooemotional;theyaren’taggressiveenough.Don’ttellnegativestories aboutformerwomenemployees.

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3.Don’tgototheoppositeextremebyboastingaboutyourliberation,bypointingouthowfair-mindedyouare,orbygivinganinstant-replayofeveryfemaleorminoritystoryyouknow.

4.Inmakingaselectionorrecommendation,avoidmakingassumptionssuchasthefollowing:

a.Supervisorsormanagersmightprefermenoremployeesofcertainethnic/racialorigins;

b.Clientsorcustomersmightnotwanttodealwithwomenorminorities;

c.Co-workersmightobject;

d.Women’sworkmightlackcredibility;

e.Thejobmightinvolvetravel,ortravelwiththeoppositesexormembersofcertainethnic/racialbackgroundsthatwoulddisqualifytheapplicant;or

f.Thejobmightinvolveunusualworkingconditionsthatwoulddisqualifytheapplicant.

5.Donotplaceundueemphasisonconditionsofemployment(suchastravel,heavylifting,longhours,etc.)inthehopeofdiscouragingthecandidateandgettinghimorhertowithdrawfromthecompetition.Itisfortheapplicant,nottheemployer,todecidewhetherheorshewantsthejob-basedonaclear,honestexplanationoftheconditions.

6.Ifasked,giveaccurateinformationaboutthenumberofwomenorminorityemployeesalreadyintheorganization.Again,ifacandidateasks,andifyoudon’thavewomenorminoritiesinyourowndepartment,thenarrangeforthepersontomeetotherwomenorminoritystaffmembers.Ontheotherhand,donotassumethatthiscandidatewillnecessarilywanttomeetotherwomenorminorityemployees.

7.Obviously,donotindicatethatyou’reinterestedinhiringawomanorminoritypersonasastatistictoimproveyourdepartment’sAffirmativeAction/EqualEmploymentOpportunityprofile.It’sunlawfulandaninsulttoapplydifferentstandardsbasedonanapplicant’ssexorminoritystatus.

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ACCEPTABLEPRE-EMPLOYMENTINQUIRIESUNDEREEOCGUIDELINES

Subject Area / Acceptable / Unacceptable
Name / For access purposes, whetherapplicant workrecords areunder another name. / To askif a woman is a Miss, Mrs. orMs.,or toask for maidenname.
Residence / Applicant'sphone number or howapplicantcanbe reached. / Place and length of currentandpreviousaddresses.
Age / None.After hiring, proof of age by birthcertificate. / a)Age oragegroup ofapplicant.
b)Birthcertificate or baptismalrecord before hiring.
NationalOrigin/Ancestry / None. / a)Birthplace orancestryofapplicant,parents,grandparentsor spouse.
b)Firstor nativelanguage.
c)Anyotherinquiry into nationalorigin.
RaceorColor / None.Inquiry of racefor affirmative actionplan statistics,afterhiring. / Anyinquirythatwouldindicateraceor color.
Sex / None.Inquiryforaffirmative actionplanstatistics,afterhiring. / Any inquiry thatwould indicate sexunless job-related.
Religion orCreed / None. / a)Birthplace orancestryofapplicant,parents,grandparentsor spouse.
b)Recommendations or referencesfromchurch officials.
Citizenship / a)IfU.S. residenceislegal.
b)Required proof of citizenship,after hiring."If hired, can you show proof ofauthorizationtoworkintheUnitedStates?" / a)If native-born or naturalized.
b)Proof ofcitizenship before hiring.
c)Whether parents or spouse native-born or naturalized.
d)Date of citizenship.
MaritalStatus / None.Afterhiring:
a)Status (only marriedorsingle)forinsuranceand tax purposes.
b)Number and agesof dependents and age ofspouse for insurance andtaxPurposes. / a)Toaskmarital statusbefore hiring.
b)To ask the number and age ofchildren,who caresfor them, and ifapplicantplans to have children.
MilitaryService / a)ServiceintheU.S. Armed Forces,includingbranchand rankattainedas part of workexperience history.
b)Anyjob-relatedexperience.
c)Militarydischargecertification onlyafterhiring. / a)Militaryservicerecords.
b)Militaryserviceforanycountryotherthan U.S.
c)Type of discharge.
d)MembershipinReserves.
e)Intent to joinmilitary.
Education / a)Academic,professional,or vocationalschoolsattended,ifrelevanttotheposition.
b)Language skills, suchas readingandwritingforeignlanguages,ifrelevant totheposition. / a)Nationality,racial or religiousaffiliation of schools attended.
b)Howforeignlanguageability wasacquired.
CriminalRecord / Inquiries aboutconvictionsthatrelatetotheposition. / Arrestrecord.
Convictions that do notrelatetotheposition.
References / Generaland work references notrelated torace,color,religion, sex, nationalorigin orancestry. / Referencesspecifically fromclergyoranyother person who might reflectrace,color,religion, sex, nationalorigin, or ancestry.
Organizations / Organizationalmemberships,orExperiences gainedas a result of, solongasrelevant tothe position. / Listing of all clubs applicantbelongstoor hasbelonged to.

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Subject Area / Acceptable / Unacceptable
Photographs / None.Maybe required after hiringforidentification purposes. / a)Requestphotograph before hiring.
b)To take pictures ofapplicantsduringinterview.
WorkSchedule / a)Willingnesstoworkrequired workschedule.
b)Whetherapplicanthasmilitaryreservistobligations. / Willingness to workanyparticularreligious holidays.
PhysicalData / a)Requireapplicantto proveability todomanuallabor,liftingand other physicalrequirementsrelatedtoessentialfunctionsofthe job,ifany.
b)Require a physicalexaminationafter a joboffer ismade. / Toaskifthe applicanthas adisabilitythat wouldinterferewiththe ability toperformthejob.
Disability / Iftheapplicantcan performtheessentialfunctions of thejob with or withoutreasonableaccommodation. / To exclude disabledapplicants as aclass onthebasis of theirdisability.Each case must be determinedindividually–Any inquiriesthatwouldelicit informationaboutdisability or healthconditions.
OtherQualifications / Anyareathat has adirect reflection on thejobapplied for. / Anynon-job-relatedinquiry thatmaypresentunlawful discrimination.

Source:CivilRightsActof1964,TitleVIIas amended;EqualEmploymentOpportunityActof1972;Education Amendmentof 1972,TitleIX;Age Discriminationin Employment Actof 1967;EqualEmploymentOpportunityGuidelines,1978andrevisions;AmericanswithDisabilitiesActof1990,EEOCGuidelinesonPreemploymentDisability-RelatedInquiriesandMedicalExaminationsUnderADA.

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SAMPLEMEMORECOMMENDINGAPPLICANTSFORFINALINTERVIEW

MEMORANDUM

TO:PRESIDENT

FROM:DEANOFFINANCEANDADMINISTRATIONSEARCHCOMMITTEESUBJECT: APPLICANTSFORFINALINTERVIEWS

DATE:May18, 2013

Listed below are our recommended applicants for a final interview for the position of Dean of Finance and Administration.

JaneDoe

JohnSmith

MaryTaylor

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INTERVIEWS AND SELECTION BY THE PRESIDENT

1.For Salary Schedules B, C, and D searches the President must interview the finalists. For SalarySchedule E searchesthePresidentmaydelegatehis/herinterviewresponsibilitytotheDean (or highest administrative position)oftheappropriatecollegearea.

2.The President mayselectoneoftheapplicantsrecommendedbycommittee or may choose to close the search without filling the position.

3.The President maynotselectanyperson who was not recommended by the Search Committee tofillthe vacancy.

4.If the position is not filled, the President mayconduct a new search process.

5.Any search process that has not been completedat the conclusion of four months following the deadline for submitting application materials must be closed without proceeding or without filling the position. Completed searches are those that have either been closed without filling the position or an applicant has accepted an offer of employment.

SAMPLEMEMO FOR JUSTIFICATION OF

SELECTED APPLICANT

MEMORANDUM

TO:SEARCH FILE (or EMPLOYEES)

FROM: PRESIDENT

DATE:May18, 2013

SUBJECT:ENGLISH INSTRUCTOR POSITION FILLED

ABC Community College recently posted a position announcement to hire an English Instructor. Mr. John Doe has been selected to fill this position.

Mr. Doe holds a Master of Science Degree in Education with a concentration in English and a Bachelor of Science Degree with a major in English from 123 University. His background includes more than five years of teaching experience in the English discipline.

Mr. Doe’s skills, experience, educational preparation, and excellent reference meet the required qualifications and make him the best choice for this position.

TEMPORARY POSITIONS

1.Establishedforaperiodofone(1)yearorless:non-renewablecontractorgrantfor twelve(12)monthsorless;unanticipatedvacancytobefilledforlessthanoneyear.

2.NotificationsenttoDPEHumanResourcespriortoappointmentindicatingname,race,gender,position title,salary,andsalaryschedule.NotifyDPEHumanResourceswhentemporaryappointmentends.

3.Nopersonwhoisappointedtoatemporarypositionwillbegivenpreferenceforapermanentappointmentbyvirtueofservinginthetemporaryposition.

4.PresidentmustreceiveapprovalfromtheChancellorforanyextensiontotemporaryappointments and the approval must be receive prior to the extension.PresidentsmustnotifytheChancellorofthereasonfortheextension,expectedduration,anddatepositionwillbeadvertised.

5.Regardless of the salary schedule placement, temporary positions are to be posted for a minimum of fourteen (14) calendar days. Temporary positions are not required to be advertised in the newspapers, posted on Diversity Inc., posted at other colleges, posted on the ACCS website, posted on Alabama Job Link, or sent to the applicant pool.

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UNIFORMGUIDELINESFORADVANCEMENTSALARY SCHEDULE E

AdvancementwithinalevelforapositiononSalarySchedule E generally is a three year process and shall bebasedonseveralcomponents,aslistedbelow.

A.IndividualsseekingadvancementwithinalevelonSalaryScheduleEmusthavethefollowing:

1.WrittenrequesttothePresidentfromtheindividualdesiringadvancement;and

2.Writtenrecommendation(s)fromappropriateadministrator(s),withappropriatedocumentation;and

3.Jobperformance,asdemonstratedbyaseriesofperformanceevaluations,withtheindividualscoring“aboveaverage”or“exceedingexpectations”onthelasttwoannualjobperformanceevaluations,withnomajorweaknesses,liabilities,orproblemsnoted;and

4.Incumbencyinthepositionatthecurrentsalarygradeforatleastthreeyears,absentunusualandextenuatingcircumstancesdocumentedbytheappropriateadministrator(s);and

5.AdherencetoawrittenProfessionalDevelopmentPlan,whichmustincludethefollowing:(a)Addition tothepositionof higherordercompensablefactors,includingbutnotlimitedtoadditiontothepositionofincreasedsupervisoryresponsibility;(b)Attainmentofappropriateeducationand/orprofessionaldevelopmentwhichis job relatedand whichincreases the individual’sknowledgeorskillsgermanetotheposition,resultingintheindividualbecomingmorevaluableinhelpingtheorganizationtomeetstatedgoalsorobjectives;and(c)Attainmentofincreasedtechnicalcompetencethroughcertification,licensing,ortrainingwhichisjobrelatedandwhichexpandstheabilityoftheindividualtoperformcriticaljobfunctions.

B.Inadditiontotheaboverequirements,forindividualsseekingadvancementwithinalevelonSalaryScheduleE,thePresidentmayalsoconsiderthefollowingfactors:

1.Marketconditionsintheareaservedbytheinstitution;

2.Existenceofuniquecircumstancesorsituationsatindividualinstitutions,justifyingadvancement,includingdemonstrationofingenuity,creativity,etc.

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(Amended2-10-99)

EXHIBIT 1

Keyto*:AssistantDirectors,Assistants(Exec.orAdm.),Coordinatorsin allareas fitintothefollowingclassificationsaccordingtothepositionthejobanswersto:Level IifansweringtoPresidentorVice-President

Level IIif answeringtoProvostorDean levelposition

Level IIIifansweringtoDeanlevelpositionorbelow

Secretariesinallareasfit intothefollowingclassificationsaccordingtothepositionthejobanswersto:LevelIIIifansweringtoPresidentorVice-President

LevelIVifansweringto Provost,Deanlevelposition,orbelow

AcademicSupport / Instruction(Acad./Tech,Cont.Ed) / StudentServicesAdministration / Records / FinancialAid / InstitutionalSupport / ComputerServices / Maintenance/Grounds/Cust/Transportation / Security / Bookstore / Housing / FoodServices / IndustrialTraining
LevelIE1&2 / * / Nurse
* / * / * / * / * / * / SupervisorAsst.Supervisor
LevelIIE2&3 / * / * GraphicArtist / * / * / * / AccountantPurch.Agent
* / AnalystProgrammerTechnician
* / SupervisorAsst.Supervisor
LevelIIIE 3, 4,5 / Manager
* / ManagerStaffCoachGraphicArtistSuperintendent
* / Manager
* / ManagerTranscriptEvaluator
* / Manager
* / SecretaryManagerTreasurerAsst.Acct.Purch.Agent
* / ManagerOperatorTechnicianProgrammer
* / SupervisorAsst.Supervisor
ManagerMechanic1Technician1Specialist1 / Manager / Manager / Manager / Manager
Level IVE56 / SecretaryClerkSpecialist / SecretaryPrinterClerkSpecialist / SecretaryClerkInterpreterRecruiter / SecretaryClerkTranscriptEvaluator / SecretaryClerk / SecretaryClerkCashier / SecretaryClerkOperator / SecretaryClerk / Clerk / Clerk / Clerk / Clerk
LevelVE67 / Employee2ReceptionistClerkTechnician / EmployeeReceptionistClerkTechnician / EmployeeReceptionistClerkTechnician / EmployeeReceptionistClerkTechnician / EmployeeReceptionistClerkTechnician / EmployeeReceptionistClerkTechnician / EmployeeReceptionistClerkTechnician / EmployeeReceptionistClerkTechnician / EmployeeReceptionistClerkTechnician / EmployeeReceptionistClerkTechnician / EmployeeReceptionistClerkTechnician / EmployeeReceptionistClerkTechnician

1Categoriestoincludeskilledworkers,i.e.,painters,carpenters,electricians,etc.