Hiring Policy and Procedures Scope




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HR: 4080, p. 1

HRD: 1110, p. 1


Hiring Policy and Procedures
Scope: This policy applies to positions that are covered by retirement benefits. For information about temporary and student assistant positions, refer to policy HR 4145.

Recruiting Terms





  1. Affirmative Action - Those results-oriented actions which the college must take to ensure equal employment opportunity. Where appropriate, it includes strategies to correct underutilization.




  1. Affirmative Action Recruiting - A good faith effort to increase the pool of candidates to include qualified minorities in job categories where underutilization exists. The Executive Director of Diversity and Equal Opportunity designates these recruitments based on a reasonable expectation that qualified minorities are available.




  1. Availability - The percentage of minorities or females who have the skills required for entry into a specific job category within the geographical region of search. The Executive Director of Diversity and Equal Opportunity may limit or expand these regions as appropriate to the recruitment strategy. The job categories and regions of search are:




Job Categories

Search Areas

Faculty and Executives


National

Administrative, Professional and Technical/Paraprofessional


Washington/Baltimore Metro area

Secretarial/Clerical, Skilled Craft, and Service/Maintenance

Local Tri-county Area

4. Minorities - All persons classified as black (not of Hispanic origin), Hispanic, Asian, or Pacific Islander, and American Indian or Alaskan native.


5. Applicant PoolAll applicants for a particular vacancy. Applicants are categorized as follows:
Secondary - Those applicants who are determined by HRD to be less competitive than Primary Applicants based on the objective performance-based criteria listed in the vacancy announcement. In the absence of Primary Applicants, the Search Committee Chair may request secondary-rated applicants for committee review; however, there is no obligation for the committee to consider secondary applicants.
HR: 4080, p. 2

HRD: 1110, p. 2


Primary – Those applicants screened and referred to the search committee by HRD for additional review. HRD Screening Criteria consist of the objective performance-based criteria listed in the vacancy announcement.
Top Applicants - Those applicants screened by the Search Committee and identified for interview. The screening process will evaluate the applicant’s application, resume and other relevant documents submitted by the applicant to determine notable achievements, patterns of success, background, comparable experience and transferable skills relative to the responsibilities and critical performance objectives of the position. Where there is a large pool of Top Applicants, the Committee should select the top 4 – 6 for interview.
Finalist(s) – Those identified as having the greatest potential for high performance as determined by the interview process. The Search Committee Chair is responsible for ensuring that reference checks are completed and carefully evaluated on the finalist(s) prior to making a recommendation for hire. Questionable information learned during reference check(s) should be discussed with HRD.
Degree Requirements: If the finalist does not possess the degree requirements stated in the position description, the job offer will be contingent on acquiring the degree within a reasonable timeframe as outlined in a Training Plan. The Training Plan must be approved by the supervisor and is retained in the employee’s Official Personnel File. Failure to acquire the degree without good cause may subject the employee to termination.

6. Search Committee - Employees appointed to screen, interview, and recommend applicants in accordance with the college’s competitive hiring procedures. Search Committee members will attend an orientation on the hiring procedures and Candidate Assessment Guide prior to conducting interviews.


The Committee should consist of the minimum number employees or stakeholders needed to adequately assess applicants, NOT the maximum. Search Committees must act on their responsibilities in a responsible and timely manner.


  1. Underutilization - Employment of persons classified as minorities or gender group in a job category at a rate below their availability.


Policy: The College’s hiring philosophy is to fill vacant positions with high performers through performance-based, competitive hiring procedures. However, the college reserves the right in special circumstances to non-competitively reassign an employee to another position. All deliberations relating to the hiring process are confidential and shall be

HR: 4080, p. 3

HRD: 1110, p. 3
discussed only on a need to know basis. All decisions relating to hiring, promotions, and reassignments shall be in accordance with the college's nondiscrimination policy.
Hiring Negotiations: In all nonfaculty hard-to-hire situations, the Executive Director of Human Resources, or his/her designee, will represent the college in all hiring negotiations and make all verbal offers. Where additional incentives are warranted, administrative grant of leave credit up to seven years of annual leave calculations and up to ten days of sick leave may be negotiated in lieu of additional salary.
Employees in the Maryland State Retirement System may have their sick leave balance credited with an additional amount.
Internal Applicant Consideration: Permanent employees who are in the pool of Top Applicants will be interviewed prior to external candidates. If the internal applicant(s) are determined to be finalist(s), the Search Committee may make a recommendation for hire without further consideration of external applicants. Note: search committees are cautioned not to give extra weight to employees due to knowledge of internal processes that can be learned in a relatively short period of time, such as department filing procedures, procurement processes, telephone system, and organizational structure.

Refilling Vacancies Within Six Months: If a position is vacated in less than six months, the supervisor may hire from the list of qualified candidates generated from the competitive hiring process.



Vacancy Announcement: Vacant positions are advertised as follows: 1) Internal – Only permanent college employees are eligible to apply, and 2) Internal/External – Open to all college employees and the public. Internal applicants must apply by the internal closing date to receive internal applicant consideration. Vacancies may be posted in a variety of media. As a minimum, vacancies will be posted in the Friday Report. Vacancy announcements will indicate that the college is an affirmative action/equal opportunity employer.
Procedures: The Executive Director of Human Resources monitors the overall recruiting process. The Executive Director of Diversity and Equal Opportunity monitors affirmative action recruiting. A successful recruiting effort begins with an accurate position description and identification of critical objectives for high performance. These form the basis for the interview questions and are the responsibility of the hiring supervisor. Because of the complex and varied laws impinging on the recruiting function, the Executive Director of Human Resources, the Executive Director of Diversity and Equal Opportunity, or a designee, may, at their discretion, attend all screening meetings, interviews, and all other search committee meetings.

HR: 4080, p. 4



HRD: 1110, p. 4

RECRUITING STEPS





STEP

RESPONSIBILITY

ACTION




1

Hiring Supervisor

Upon receipt of a vacancy or new position, review position description and update as needed. Identify search committee members. Identify 4 – 6 critical objectives for high performance. Complete recruitment request form. Gain approval of executive manager (dean level or higher) and submit package to HRD.





2

Executive (dean level or higher)

Approve and forward package to HRD.




STEP

RESPONSIBILITY

ACTION




3

HRD

Coordinates representation with Executive Director of Diversity and Equal Opportunity and appropriate strategies to increase minority applicants. Determines “hard-to-hire” status. Coordinates the recruiting strategy with search committee chair.





4

Hiring Supervisor or Search Committee Chair


Develops interview questions following Interview Guide. Submits interview questions to HRD.




5

HRD

Completes initial screening and provides primary applicants to Search Committee.




6

Hiring Supervisor or Search Committee Chair

Coordinates ALL screening meetings and interviews with the Executive Director of Diversity and Equal Opportunity or HRD designee. Screens, interviews, and completes reference checks, documents findings on designated forms, writes recommendation letter and returns hiring package to HRD.





7

HRD

Review the committee’s recommendation and supporting documentation, determine salary range appropriate in hard-to-hire situations, and forward the hiring package to approving official.











HR: 4080, p. 5f.

HRD: 1110, p. 5f






8

Director

Executive reporting to the President

President


Approval authority for nonexempt staff unless the position is a direct report.

Approval authority for all administrative positions and those reporting to directors.

Approval authority with Board consent for all faculty and hiring recommendations of all vice president(s); approves hiring recommendations of all other positions two levels below.





9

HRD

Notifies hiring supervisor or Search Committee Chair of approval.





STEP

RESPONSIBILITY

ACTION




10


Human Resources or designee

In nonfaculty hard-to-hire situations, the Executive Director of Human Resources, or designee, will conduct the hiring negotiations and make the verbal offer. The supervisor is authorized to make salary offers in situations that are not hard-to-hire.




11

Hiring Supervisor

The supervisor confirms the offer in writing with a copy to HRD.




12

Vice President/Department Chair

Salary for faculty hires is determined by the Vice President of Academic Affairs and documented on the Faculty Placement in Rank form. Salary offers are coordinated with the Executive Director of Human Resources and may be delegated to department chairs.




13

HRD

Notifies all non-selected candidates. Consults with the search committee chair or hiring supervisor to determine appropriate strategy in the event the recruitment proves unsuccessful.



References: Board of Trustees Policy Per: 702, 703, 704, 705

Administrative Manual Policy HR 4140, 4060, 4130, 4005
For more information contact: Executive Director of Human Resources, 301 934-7724

Rev. 01/98; 01/99; 02/99; 09/99; 10/01; 02/03



HRD: 2/91


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