For a review of the entire hiring process, please see the Hiring Notebook (see
Job Requisition form can be found at employment/forms)
Job Requisition Instructions
The Job Requisition begins the hiring process. It provides the Employment Office with information needed to post (on the HR web and MEMO) the position, screen/interview applicants, and later, it provides information needed to make the job offer.
If you have any questions on how to complete the Job Requisition forms, please call your District HR Coordinator (see
1. Complete the attached
- Job Information—title of the position, supervisor, contact information, location, budget information, working hours, etc.
- Second page
- Job Summary—brief statement describing the overall purpose and objectives of the job. Can be written using the following as resources: (1) review the generic job description (see (job description should not be changed more than 20%), (2) review previous Job Requisitions, and/or (3) call College or District HR Coordinators.
- Essential Functions—list of principle tasks, duties, and responsibilities of the job; includes % of time on each function. The “Represented Duties” listed in the generic job description can be used as a guide for these essential functions.
- Minimum Requirements – the minimum knowledge, skills and experience needed to perform on the first day of the job.
- Desired Qualifications—the knowledge and skills specific to the job that the “ideal” candidate would need to perform the job. An example would be a college degree in a specific area, a skill and/or experience that would enhance the applicant’s ability to perform the job. You may specify the number of years or level of education, if relevant to the job.
- Special Working Conditions – list of any specific certifications, hazardous environments/chemicals, weekend hours, business travel, special physical requirements, etc.
- Committee membership – MCCCD requires a committee that is diverse in terms of gender and ethnicity to promote objectivity and prevent bias. The committee should have at least three members. Members must include at least one male, one female and one person reflecting ethnic diversity.
- Third page—the list of physical and mental requirements for the position.
- Fourth page—“Job Requisition Check Sheet” lists tasks to be completed for the Job Requisition.
- Fifth page—“Recruitment Plan”. Employment Office will place all the job postings on the email (MEMO) and on the Employment webpage. Any additional recruitment plans should be indicated on this form. Include the text of any advertising that will be used. Please do not place your ads until you have received the Job Posting number.
- Samples—
Job Requisitions forms are due two (2) Thursdays before the Monday it will appear in the Job Opportunities Bulletin/website. (Summer/holiday deadline may vary).
If you have any questions, please do not hesitate to contact your college or District HR Coordinator.
9/09/08
Multiple Criteria
An issue that has caused frustration among the search committees is the single tally sheet used to rate the candidates. Many committees use multiple criteria for rating candidates, but the tally sheet only reflected the interview score. Below is an example of a tally sheet that can be used to enable multiple criteria scoring. A suggested rating scale would be the traditional 1-5 rating scale. The committee should decide on the criteria for the ratings before the interview begins.
- Screening Matrix score: This score can be the committee’s impression of the candidate’s qualifications listed on the application.
- First interview score: This is the traditional face-to-face or telephone interview with the multiple questions and answers.
- Additional interview score (optional): If candidates are brought in for an additional formal face-to-face or telephone interview. NOTE: Final interviews are informal and not scored (if notes are taken, submit with packet)
- Microteach/presentation/skills assessment: Most faculty candidates are asked to give a demonstration of their teaching abilitites. For staff positions, some committees are now requesting candidates to give a presentation, perform technology functions, etc.
- Community forum: Some positions, particularly upper administration positions, have candidates meet with internal and/or external community members. Contact your District H.R. Coordinator for assistance.
- Reference checks can be used as part of the decision making process
- Other: College tour (optional) not scored
The final score of all the above would be the score that is submitted on the “Committee Totals” sheet.
If you decide to use multiple criteria, please let your Employee Services representative know he/she can help you.
Example of Interview Tally Sheet
Candidate ______
Screening Matrix score:______
First interview score:______
Additional interview score:______
(optional)
Microteach/presentation/skills assessment:______
(optional)
TOTAL:______
Internal Search - Points to Consider
Recruit/Confirm Committee StructurePrepare newspaper/publication ads – submit with online Job Requisition (JR) or email your District Employment Coordinator for review/approval.
Determine interview/assessment format
(1st Interview is usually with a panel). If additional interview/assessments will be conducted, document type and develop interview questions, assessment and scoring sheet. Maintain all notes with searches (including 2nd interview)
Submit interview questions and assessments - with to online JR or email your District Employment Coordinator for approval
Complete and submit online JR to District Employment for final approval
(2 Thursdays before the Monday posting)
Consider: Posting dates for internal / faculty transfer
Are subject to follow the appropriate employee group policy manual and/or MOU. (i.e., Faculty transfer opportunities will post for two weeks, the PSA President recommends internal/external simultaneous postings close on the same date)
Internal Screening Packet Ready
No interview questions submitted - no packet will be released
Internal Interview Packet Ready
Allow 3 business days from drop off date
Calling interview candidates – any questions, contact your District Employment Coordinator and/or review employee group policy manual (i.e., PSA receives at least 3 day advance notice from appointment time)
College/District Site conducts additional interviews and/or assessments (maintain all notes with search file)
Forward recommendation of internal candidates to Administration/President
Contact your District Employment Coordinator and/or review employee group policy manual (i.e., PSA forwards (2) if feasible for review)
Send PAR and entire search file to District Employment
FYI: If moving in or out of SPF or Skill Ctr. position, governing board action required
*** Send an email to your District Employment Coordinator if the college chooses not to recommend the internal candidate for hire or request to move to the external search. Email District Employment if any internal candidates’ scores will be retained for further consideration?
Providing solutions:
Any change to the process such as revised questions, member drops/added, add assessment criteria must be submitted to District Employment Coordinator for review and/or pre-approval
Does the committee have knowledge of the minimum and desired qualifications? For desired qualifications -does every member know how to view each qualification (ranking and/or weighing)?
What constitutes a good response? Interview Questions – Are you developing a rubric score?
P.S. Have you or others in your work environment taken the EOLT “Hiring the Best” Workshop? RFP – faculty searches require faculty to complete the workshop prior to assuming the role as chair
External Search – Points to Consider
Recruit/Confirm Committee Structure (if not a continuation of internal search)Prepare newspaper/publication ads – submit with online Job Requisition (JR) or email your District Employment Coordinator for review/approval.
Determine interview/assessment format
(1st Interview is usually with a panel). If additional interview/assessments will be conducted, document type and develop interview questions, assessment and scoring sheet. Maintain all notes with searches (including 2nd interview)
Submit interview questions and assessments - attach to JR or email for approval
Complete and submit online JR to District Employment for final approval
(2 Thursdays before the Monday posting)
Consider: External postings are subject to follow the appropriate employee group policy manual and/or MOU.
External Interview Packet ready
Allow 3 business days from drop off date
Calling interview candidates – any questions contact your District Employment Coordinator and/or review employee group policy manual (i.e., PSA receives at least 3 day advance notice from appointment time)
Forward recommendation of external candidates to Administration/President
Contact your District Employment Coordinator and/or review employee group policy manual (i.e., PSA forwards (3) if feasible for review)
Send PAR and entire search file to District Employment
FYI: Did you consider start date, governing board service date and benefit eligibility date? Contact your District Employment Coordinator
Providing solutions:
Any change to the process such as revised questions, member drops/added, add assessment criteria must be submitted to District Employment Coordinator for review and/or pre-approval
Does the committee have knowledge of the minimum and desired qualifications? For desired qualifications, does every member know how to view each qualification (ranking and/or weighing)?
What constitutes a good response? Interview Questions – Are you developing a rubric score?
P.S. Have you or others in your work environment taken the EOLT “Hiring the Best” Workshop? RFP – faculty searches require faculty to complete the workshop prior to assuming the role as chair
Rubric Examples:
- Describe a work situation that demonstrates your ability to adapt to change.
5 / Evidence of a person’s willingness to understand others as well as self when confronted by change, to see other perspectives about the change, recognition of importance of mission of the workplace when determining response to change, willingness to move forward (“put on a good face”) even if disagreed with the need for/outcome of the change, recognition of role that one’s attitude plays in dealing with change
4 / Provides more detail about response to change, such as how thought about change, and how dealt with change, may mention awareness of other’s perspectives, missing at least one of the elements above
3 / Minimal detail about situation, little evidence of introspection in understanding oneself or other’s response to change
2 / Evidence that the person is not adaptable to change
1 / Evidence that the person will present an obstacle to a needed change
- Describe a project that you performed using spreadsheet software. What were the difficulties that you experienced completing the project and how did you resolve them?
5 / Excellent description of project , significant difficulty described, solution demonstrates creative thinking
4 / Excellent description of project , significant difficulty described and solution used are average
3 / Project described in detail, no difficulties or solution mentioned
2 / Minimal description and difficulties mentioned
1 / No experience or mention of ideas related to this
HIRING PHASE / DATES
Prepare Job Requisition
Submit Job Requisition to HR / Oct 1, 2010
Position Opens Internally/Externally / Oct. 25, 2010
Posting closes Internally / Nov 5, 2010
Posting closes Externally / Jan 7, 2011
Internal Screening
MCC HR schedules internal interviews
Internal Interviews
External Screening (if needed)
MCC HR schedules external interviews
External Interviews (if needed)
Reference Checks
Final Interview with President
PAR/Search Packet, forms completed, signed and routed to MCC HR
PAR/Search Packet routed to DO HR
Make Preferred Candidate Statement
August 2010 / December 2010 / April 2011
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November 2010 / March 2011
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1 / 2 / 3 / 4 / 5 / 6 / 1 / 2 / 3 / 4 / 5 / FINALS WEEK
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Job Requisition Checklist
___ Review the hiring procedures at
___ Complete job requisition on-line
___ Complete job requisition form
--job description
--essential functions
--minimum qualifications
--desired qualifications
--committee member list
--Approvals (finance, supervisor, president)
___ Complete checklist "Type of Interview" you are planning to use (i.e., interview,
microtech/demonstration, community presentations, etc.).
We will be interviewing candidates in the following manner (please check all that apply):
____ Face-to-face or telephone interview
____ Microteach/demonstration
____ Community forums
____ Social activities (lunch, tour, etc.)
____ Other (please specify): ______
(Please note: all candidates must be treated equally. For example, if you have a social activity for one candidate, must do it for all)
___ Submit Interview questions (job related, open-ended, probing, behavioral, skills) to on-line job requisition
___ Attach Recruitment Plan to on-line job requisition
Recruitment Plan
Newspaper/journals/publications:
___ Text of ad (please attach)
___ Design of ad (please attach)
___ Location and dates of ad
Publication nameDates to appear
l.
2.
3.
4.
Other recruitment methods (describe):
Name of contact person who is coordinating the ads for this position:
______
Contact your HR Coordinator for training on the Posting, Screening, and Interviewing process. A current job description is available at and should be used when completing the Job Requisition Form.
POSITION INFORMATIONPosition Title / If position is not for immediate
hire, indicate start date:
Grade / Calendar 12109.59 12 Month 10 Month 9.5 Month
9 Month Other / If Short Term, End Date:
FTE: 1.00 .75
.50 .25 Other / For Faculty
Occupational Academic / Interview Contact
Name #
College/Division / Supervisor / Phone #
Department/Office / Days
Department ID / Hours
SPECIALLY FUNDED INFORMATION
Funding Source/Grant Name
Funding Start Date End Date / Grade/Step
BUDGET INFORMATION
New Replacement Reallocation Non-Budgeted Position #
If replacement give name/reason:
Budget Code(s) / Percentage (Include CFS Codes)
Position charge to: / If Funding & FTE are coming from different accounts, please identify:
FUNDING/FTE
CFS# 1 / % / CFS# 1 / %
CFS# 2 / % / CFS# 2 / %
CFS# 3 / % / POS# 1 / %
POS# 2 / %
Differential
Earning Code / Total Hours / Earning Code / Total Hours
S25S30S35S40S45S4WS50S5P / S25S30S35S40S45S4WS50S5P
S25S30S35S40S45S4WS50S5P / S25S30S35S40S45S4WS50S5P
Budget Definition: New Position - The hire of a person into a new vacant regular board approved position with the associated full, three quarter or
half-time FTE.
Budget Definition: Replacement - The hire of a person into a vacant regular board approved position.
Budget Definition: Reallocation - The reallocation of funds from one source (account, position, fund) to another to create or fund a regular board approved position.
Budget Definition: NON-Budgeted - Hire of a person into a short-term position (OYO, OSO).
If you desire to post your position(s) internally and externally simultaneously, please check here Yes No
and provide rationale.
Proposed length of external posting: number of weeks
SIGNATURE APPROVAL
______
Supervisor/Committee Chair/DateCollege President/Vice-Chancellor or designee/date
______
Dean/Administrator/DateBudget Department/Date
______
College Budget Approval / DateEmployee Services Representative/Date
wgf 02/05 Fax (480) 731-8599/8704
Job Summary - Summarize the overall purpose and objectives of the job. (Example Attached)Instructs students from diverse backgrounds and/or cultures in entry and upper-level courses. Uses traditional and nontraditional methods for instruction, including the use of technology. Interacts with students outside of class hours. Demonstrates a commitment to service excellence, innovation, student success, integrity, and diversity in the performance of job duties.
Essential Functions - List the principle tasks, duties and responsibilities of the job. (Indicate % of time spent on each function.)
Supervises and instructs a diverse population of students in a classroom and/or lab setting; develops written syllabi/course outlines and course materials; evaluates knowledge of subject matter taught and monitors students' scholastic records; prepares and grades exams; develops and enhances knowledge of subject matter taught and individual training skills required to remain current with new trends and developments in the field and to promote the scholarship of teaching and learning through attendance at conferences, courses, seminars, and/or workshops; maintains office hours to assist and advise students; engages in the academic life of the college by participating in District wide and campus committees.
Minimum Qualifications - Minimum knowledge, skills, and abilities to enter the job. Also list any certifications, degrees, etc. that are required.
Utilize Board Approved Minimum Qualifications for the advertised discipline
Desired Experience - Desired experience, education, and training.
Special Working Conditions (If required): Examples: chemicals, fumes, heat/cold, evening/weekend hours, travel.)
COMMITTEE
Committee Chair
Members / Job
ABCEGMPRVXOth
ABCEGMPRVXOth
ABCEGMPRVXOth
ABCEGMPRVXOth
ABCEGMPRVXOth
ABCEGMPRVXOth
ABCEGMPRVXOth
ABCEGMPRVXOth
ABCEGMPRVXOth / Ethnicity
12345
12345
12345
12345
12345
12345
12345
12345
12345 / Sex
MF
MF
MF
MF
MF
MF
MF
MF
MF / Ethnicity
1 = Caucasian4 = Asian
2 = Black5 = Native American
3 = Hispanic
Job Category
A = MATE = CECM = M&O
B = PSAG = College SecurityR = FAC
C = CraftsP = Community RepX = SPFNote: All selection committees need to have Ethnic and Gender balance. In addition, in accordance with Section 2.11.3 of the RFP, Faculty participation on screening committees shall be utilized in the screening of new college and District administrative personnel. The College Senate Faculty President will recommend faculty to serve on screening committees for college administrative personnel. The District Faculty Executive Council will recommend faculty to serve on screening committees for District administrative personnel.
Upon receipt of your posting request Employee Services will route the request for approval signatures to the District Budget Office and Wage & Salary. Upon receipt of all approvals, we will post your position in accordance with the policies of the particular policy group. Please check the current policy manuals for requirements for transfer, internal posting etc.
Complete this formPART I: PHYSICAL REQUIREMENT
Section A / Section B / Section C
What are the physical / What are the physical / What are the physical dexterity
requirements of your job? / requirements of your job? / requirements of your job?
# of pounds lifted… / Operating…
sitting / waist high
standing / shoulder high / a telephone
walking / above the head / computer/electronic
kneeling / equipment
stooping / pounds are… / hand tool
using a ladder / carried alone / electric tools
on an incline / with someone else / manipulate small objects
using stairs