Title: #IV-8A. Campus Hiring Guidelines
HIRING GUIDELINES FOR POSITIONS LONGER THAN ONE SEMESTER IN DURATION
When a position becomes vacant, the Executive Level Administrator and the supervisor will assess whether the position will be filled and/or whether any changes in the position may be required to support evolving institutional or departmental goals. This review allows opportunities for the college to increase its efficiency and effectiveness in the use of human resources.
When it is determined that a position will be filled, the following steps shall occur:
1. For every vacancy and every new position created, an accurate and specific position description shall be prepared by the hiring supervisor. Responsibilities of the position, qualifications, experience and education requirements, etc., shall be outlined in detail.
· For classified, non-classified and Faculty Equivalent/Academic Professional (FEAP) positions, the description shall be prepared on the appropriate position description form provided by the campus Human Resources Office.
· For faculty positions, the division chair shall provide a written description of the requirements for the specific position (such as degree, experience, technology skill, etc.) to supplement the general "Faculty Position Description" provided in #IV-13.
2. The hiring supervisor attaches the position description (or summary of specific requirements for a faculty position) to the Personnel Requisition (available online or from the Human Resources Office), submits it to the Executive Level Administrator for approval, and forwards it to the Director of Human Resources.
3. For non-faculty positions:
Director of Human Resources obtains
the approval of the Campus President on the position description and submits it
to the Classification and Compensation Unit in
· The Classification and Compensation Unit determines whether the position is classified or non-classified and recommends a job title and classification (classified or nonclassified) to the Campus President.
4. The Chief Financial Officer documents the availability of funds and budget impact on the Personnel Requisition and forwards the requisition to the Campus President’s Office.
5. The Special Assistant to the President, who serves as the campus Social Justice Representative, will document whether underutilization of minorities or females exists in the job category of the position and will forward the request to initiate a search process or to seek a posting waiver to the Campus President for approval.
6. If approval to proceed with a search process is granted by the Campus President, the Executive Level Administrator takes appropriate action to fill the position:
· In all instances of recruiting faculty, faculty equivalent/academic professionals, or nonclassified staff, the appropriate administrator appoints a screening committee and chairperson. Screening committees will be composed of representatives of the various key constituencies with whom the incumbent will interact. Whenever possible, screening committees should include members of protected classes (women, members of minority groups, veterans, and persons with disabilities).
· In accordance with §18B-7-1d, “A nonexempt classified employee, who applies and meets the minimum qualifications for a nonexempt job opening at the institution where currently employed, whether the job is a lateral transfer or a promotion, shall be transferred or promoted before a new person is hired.” The provisions of §18B-7-1d shall not take precedence over mandates in the campus Affirmative Action Plan.
· When filling classified staff positions, the hiring supervisor will carry out the applicant screening process under the guidance of the Social Justice Representative.
7. The campus Social Justice Representative monitors affirmative action efforts undertaken during the search and selection process.
The Social Justice Representative is not a member of a screening committee. The responsibility for affirmative action in the search process rests with the screening committee and hiring administrators. The Social Justice Representative monitors the recruitment, screening, and selection process and serves as a resource person to enable the institution to act affirmatively in recruiting women and members of minority and protected groups (Blacks, Hispanics, Native Americans/American Indians and Asians). The WVU at Parkersburg Equal 0pportunity/Affirmative Action Plan provides information regarding the campus affirmative action goals and strategies to achieve those goals. A copy of this document is available in every Executive Level Administrator's office and is provided to each screening committee chair.
8. The Social Justice Representative reviews the Affirmative Action Plan's goals and objectives to determine if women and minority groups are underutilized, and notifies the hiring supervisor or screening committee if underutilization is identified.
· Where there is underutilization of minorities and/or women, it is expected that special efforts will be made to attract those candidates.
9. In consultation with the appropriate administrator, the Human Resources Director shall prepare a position advertisement consistent with the requirements listed in the position description.
· The inclusion of equivalencies (i.e., "masters or equivalent") is recommended as appropriate. If a specific degree is required in the ad, persons who do not meet the specific degree requirements cannot be considered.
High School Diploma/G.E.D
4 years experience; or 1 year experience for 1 year of education
Up to 18 months beyond High School
completion of a 6 month program or at least 6 months of work experience
18 months to 3 years beyond High School
19 to 36 months of work experience
minimum 19 months work experience
4 years of work experience; for a non-related degree, apply 1 1/2 years toward the educational requirement (this is for General Education Curricular courses)
related bachelor's degree plus 2 years of related experience at the appropriate level; OR related associate's degree plus 4 years of related experience; OR high school diploma plus six years of related experience at the appropriate level
Doctorate or other terminal degree
no equivalencies apply
* 900 hours at a vocational/technical school is equivalent to 1 year of education
** ALL work experience referred to above MUST be directly related AND at the appropriate level
· The ad must contain a statement that the position description/announcement is available in alternative format (e.g., large print, Braille, audiotape or disk) by contacting the Director of Human Resources.
· Position announcements and/or advertisements shall request the names, addresses, and/or telephone numbers of at least three professional references.
· Completion of an employment application packet will be required for all positions.
ad shall direct all expressions of interest to the Director of Human Resources,
ad will contain the statement "
· Before ad copy is submitted to a publication, the Social Justice Representative shall approve it.
· The use of the campus logo is required.
· The position must be advertised in appropriate and sufficient recruitment sources.
· The hiring supervisor will inform all faculty and staff in the hiring unit of vacant positions and encourage them to assist in recruiting a pool of qualified and diverse applicants.
· At least fifteen days must elapse between date of publication of advertisements and the beginning of the interviewing process.
· Hires can occur only at the rank and/or title identified in the advertisement.
10. The chairperson of the screening committee consults with the appropriate administrator, and then with the committee to discuss the position description, time requirements and other criteria for the search procedure.
11. All advertising expenses incurred in the search process are paid by the Human Resources Department; other expenses are paid by the unit for which the search is being conducted.
B. PRE-INTERVIEW SEARCH AND SCREEN GUIDELINES
The following guidelines describe the pre-interview and search and screen process.
1. In consultation with the Human Resources Director, the hiring administrator determines appropriate and sufficient sources for advertisement of the position and outreach for recruitment of candidates, especially those from underutilized groups, individuals with disabilities, and veterans of the Vietnam-Era.
· The Director of Human Resources will place the ad in the designated publication(s) after the Social Justice Representative has approved the ad.
· Position announcements shall be posted in the following locations for a minimum of fifteen (15) working days for all professional positions and a minimum of ten (10) working days for all other positions:
ü On the designated bulletin board for Human Resources information in the main building.
ü On the campus Intranet and Internet sites
ü WVU Jobs Bulletin (for all non-faculty positions)
· Professional publications will be used including specialty journals and listserves.
· Advertising in the Chronicle of Higher Education is required for all administrative positions.
· Other modes of advertisement and recruitment are required and may include:
ü Distributing the position description to historically black colleges and universities and to minority-oriented professional organizations, etc.
ü Soliciting nominations and recommendations from members of campus community
ü Contacting personal and professional colleagues
ü Corresponding within personal and professional networks of screening committee members.
· An extensive list of recruitment sources is available in the Human Resources Office. Departments should add their own sources as appropriate.
2. Various other outreach activities are determined; applications and nominations are solicited through personal and professional contact networks. Use of available Internet listserves specifically targeted to disciplines and jobs, particularly those targeted to minorities, women and other protected groups, is required.
3. Applications and nominations are acknowledged as they are received by the Human Resources Office.
4. As applications are received, the optional Self-Identification Form (SID) is
forwarded to the Social Justice Representative for compilation of statistical information.
5. The Social Justice Representative reviews the representation of women and
minority persons in the pool of applicants before the application deadline (or advertised date when the review of resumes will begin). At this point, the Social Justice Representative determines whether a more intensive strategy to recruit women and minority persons is necessary. This strategy may involve additional advertising, telephone and personal contacts, etc.
6. The Social Justice Representative will review with the screening committee
criteria for reviewing, application materials, and documenting references and information obtained from interviews, which shall be drawn from the qualifications and required experience set forth in the position description.
7. The screening committee develops a timeline for activities.
8. Sample form letters and clerical assistance in the processing of
correspondence with applicants will be provided by the Human Resources
9. As applications are reviewed and advanced in or eliminated from the screening
process, notes are to be kept by the screening committee justifying the reasons
for each such decision.
· The screening committee reviews references for the persons to be interviewed.
· Individual committee members may not ask the candidate to provide additional references without the knowledge and approval of the committee chair.
· The screening committee will solicit letters of reference or contact references by telephone.
· Thorough written records of information received through telephone reference checks will be maintained in the search file.
· All information and documentation received through review of references must be treated as confidential; all requests by candidates for confidentiality in review of documents and information received through references shall be honored.
· Individual committee members may not contact a candidate’s colleagues or former supervisor without express permission of the candidate.
· The screening committee will use the criteria as listed in the job description to carefully evaluate all information and commentary received from references.
· Based on its review of references, the screening committee may wish to eliminate additional candidates from further consideration for interviews.
· The screening committee should keep notes justifying all decisions to advance or eliminate candidates from further consideration in the screening process.
10. The screening committee develops a “short list” of candidates to be interviewed and consults with the appropriate administrator and the Social Justice Representative regarding the list.
· The screening committee may wish to identify a "reserve" pool of candidates at this time; these candidates would be available for secondary consideration after the first round of interviews is complete.
· If a candidate withdraws from the search, the candidate should provide written notification. If written notification is not available, documentation of the withdrawal (i.e., via telephone call) will be placed in the search file.
11. All documentation and discussions pertaining to the Committee's work shall
be considered confidential. It is inappropriate for committee members to share confidential information about its work with candidates or with those not involved in the hiring process during or after the search process.
C. INTERVIEW GUIDELINES FOR SEARCHES CONDUCTED BY A SCREENING COMMITTEE
1. Depending on the scope and nature of the search, some or all of the following individuals and groups may be included in the interview process:
Students and/or representatives of student government
Faculty members and/or representatives of the Faculty Senate
Staff members and/or representatives of the Staff Council
Representatives of other key campus groups (internal or external) as appropriate
2. The screening committee develops a written interview evaluation form in conjunction with the Social Justice Representative to be distributed to all interviewers prior to the actual interviews.
chairperson of the screening committee will contact each candidate to extend
the formal invitation for an interview and to discuss the interview format and
expectations. General information on
· Ideally at least three (3) candidates will be interviewed.
· The Director of Human Resources will coordinate the schedule of interviews and ensure that the interview schedule for all finalists includes interviews with the Executive Level Administrator and Campus President.
Director of Human Resources will advise or assist candidates with regard to
travel arrangements, hotel accommodations, reimbursement guidelines,
3. Several basic guidelines will be followed in all on-campus interviews:
· A member of the screening committee or an appropriate designated staff person should be available to escort candidates to and from all interviews or activities.
· In the actual interview session, the designated escort(s) will introduce each candidate and, where practical, the interviewers.
· Copies of the candidate's application materials will be distributed to all interviewers before the interview.
· The candidate may be asked to make brief introductory remarks on general topics such as his/her reason for applying for the position, qualifications and relevant experience, etc. This general introduction may be followed by a question and answer session and finally by an invitation for the candidate to make concluding remarks. (NOTE: It may not be necessary or advisable to develop a rigid format for individual one-on-one interviews.)
· All candidates for faculty positions will be required to present a teaching demonstration according to instructions provided to them in advance.
· The Social Justice Representative will provide all interviewers with guidelines that should assist them in making appropriate pre-employment inquiries. Interviewers should be aware that the West Virginia Human Rights Commission and campus policy specifically forbid pre-employment inquiries that express, "directly or indirectly," a limitation, specification or discrimination as to race, religion, color, national origin, ancestry, sex, sexual orientation, age, veteran status, or disability.
· When recruiting professionals, campus and community tours and social activities are an important component of the on-campus interview process.
1. For searches conducted by a screening committee, the committee submits to the appropriate administrator a written report containing the strengths and weaknesses of each of the final candidates (all those candidates who were
· The screening committee (or hiring supervisor) will document notes on all decisions made regarding candidates.
· The WVU at Parkersburg Affirmative Action Plan specifies that when candidates are assessed to be substantially equally qualified for a position, a member of a protected class should be given preference if underutilization exists. If members of two protected classes are substantially equally qualified for the position, the member of the more underutilized class should be given preference.
2. The Executive Level Administrator selects the final candidate and indicates his/her recommendation along with the recommended salary and proposed starting date on the Personnel Requisition, and submits it to the Social Justice Representative. If the administrator considers none of the candidates recommended by a committee to be acceptable, he or she may ask the screening committee to consider the reserve pool of candidates.
3. The committee (or hiring supervisor) provides the Social Justice Representative with all records of the search and selection process, including all candidate evaluations, records of reference checks and specific information required for the Search and Selection Activities Report.
4. When the position being filled is a
faculty, non-classified or FEAP position, the Social Justice Representative
submits the Search and Selection Activities Report Form to the Social Justice
5. An offer cannot be made to a candidate until:
The Search and
Selection Activities Report has been approved by the Director of AA/EO Programs
The Campus President has indicated approval of the candidate, salary and starting date on the Personnel Requisition.
6. Should the candidate reject the offer, the position may be offered to the next candidate by following the steps outlined in Steps 4 through 6 in this section.
E. CLOSING THE SEARCH
1. The Director of Human Resources notifies all remaining candidates of the selection of an individual to fill the position.
2. The search files are closed and all documentation, records and reports relating to the search process, including records of all written and verbal contact with applicants, will be stored in the Human Resources Office for a minimum of three years.
interim appointment to a position is a temporary reassignment that is used as a
short-term solution in order to continue the day-to-day activities of a
unit. When an interim appointment occurs,
the employee normally assumes the full responsibilities of the vacant
assignment. Interim assignments normally
should be for a minimum of four weeks and should not exceed a year in duration. It is the policy of
The following guidelines apply when appointing an individual to an interim position:
1. The Executive Level Administrator seeks authorization to fill the position on an interim basis by initiating a Personnel Requisition.
2. When recommending an individual for appointment to an interim position, the Executive Level Administrator will indicate in writing the procedure used to identify the individual. The procedure should ensure that consideration is given to all individuals who would qualify for the position. This is best done through an open procedure with sensitivity to minority and women employees in the unit.
3. The letter of appointment will include a statement indicating whether the interim employee may apply for the permanent position. The letter should also make clear that the individual’s original position would be available upon completion of the interim appointment. The employee shall also be made aware that the assignment to the interim position does not guarantee an eventual permanent assignment to the position.
4. An individual who is appointed to an interim position must be qualified to fulfill the responsibilities of that position, unless extenuating circumstances prevail.
5. Interim assignments are not intended to prepare or train an interim employee for a permanent assignment. Time spent by an individual in interim positions cannot be used in determining qualifications for the same permanent position. Experience gained by an individual in an interim dean’s or chair’s position should not represent the primary basis to be used in determining qualifications for the permanent position.
As soon as practicable after a position becomes vacant a search should be initiated.
G. Exceptions to General Posting Requirements
certain conditions, the advertising and search requirements for filling a
position may be waived in
§ include a complete explanation of the reasons for the request,
§ identify the position title/rank,
§ include a copy of the position description,
§ identify the candidate and provide the candidate’s race and gender,
§ provide the application/resume of the candidate,
§ provide the length and terms of appointment,
§ indicate how the person was identified, and
§ provide race and gender composition of the unit in which the position resides.
The circumstances under which an exemption to posting may be granted are as follows:
1. Affirmative Action Requests. When an appointment or appointments would further the spirit of Affirmative Action
2. Resignation from an administrative position of a faculty member who will remain with the particular department. If the administrative position is to be filled by someone currently employed on the campus, no general posting is necessary. The department will be consulted by the Dean or other appropriate hiring administrator on possible candidates. Consideration must be given to Affirmative Action requirements.
3. Vacancy occurring in a faculty position under time constraints such that a temporary faculty member must be appointed to fill the position. The term of such appointments must be consistent with the provisions of WV Higher Education Policy Commission Series 9 and WVU Board of Governors Policy No. 2. An approved Affirmative Action search must begin in a timely manner following the temporary appointment.
4. Reorganization involving collapsing and/or combining positions. Principles of Affirmative Action must be followed and adherence to such principles monitored by appropriate administrative officers.
5. To re-employ qualified persons affected by layoff. Vacancies may be exempt from posting requirements pending evaluation of the position requirements against the qualifications of those laid off employees on the campus recall list. If vacancies have been posted, the position may be removed from the competitive selection process in order to re-employ qualified persons affected by layoff who are on an active recall list.
6. Position changes as a result of disciplinary reassignments following review and authorization by the Campus President.
7. Other circumstances of necessity as determined by the
Executive Officer for Social Justice in
A Search and Selection Activity Report must be submitted regardless of a waiver being granted.