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SWGTC Recruitment and Hiring Procedure |
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General Philosophy SECTION I: Recruitment, Advertising, Outreach The President evaluates the need for the position and the related budgetary requirements. Upon final approval of the Request to Recruit by the President, the request is forwarded to the Human Resources Coordinator for processing. The Human Resources Coordinator works with the Hiring Supervisor to develop position announcements/advertisements and to coordinate procurement and placement of advertisements according to the Technical College System of Georgia and SWGTC Recruiting and Hiring policies and procedures. Minimum qualifications for each position are posted on employee job descriptions and will be used when developing a position announcement. For clarification, the Hiring Supervisor is defined as the appropriate vice president or designee. All application packets for a position announcement must be completed using the online Job Center. Screening Applicants Before interviewing, the Human Resources Coordinator will make certain that the application has been completed and other required documents have been uploaded into the online Job Center. In the event that none of the applicants meet the minimum requirements for the position, the Hiring Supervisor may request that the Human Resources Coordinator conduct further recruitment activities. Interviewing Applicants Once the committee has been established, the committee will screen the qualified applicant pool submitted by the Human Resources Coordinator, and if necessary, reduce the pool to only the applicants meeting all minimum and/or preferred qualifications. Once it has been determined who will be interviewed, the Committee Chair will establish the interview schedule for the committee. It is the responsibility of the committee to develop the desired interview questions. The interview questions are added to the standardized Interview Rating Sheet. The committee may require written exercises, computer exercises, or other job related skills/demonstrations to be completed by the interviewee as an additional measure of competencies. During the interviews, the committee members will rate and/or comment on each question answered by the applicant. At the conclusion of the interviews, the committee will decide if a top candidate can be identified or if a second round of interviews should be conducted with one or more candidates. In some instances, it may be desirable to identify more than one top candidate for hiring consideration. During the interview process, the interview committee is required to complete an oral communication evaluation of the applicant. This process is accomplished by using the Oral Communication Evaluation Form. At the completion of an interview, all full-time and part-time faculty applicants are required to complete the Written Communication Evaluation. This form requires faculty to provide a writing sample on a selected topic for the committee to review written communication skills of the applicant. The Dean or Vice President for Academic Affairs is required to complete an Oral/Written Communication Verification Form verifying oral and written communication skills for any applicant that is proposed as a finalist by the committee. Records of the interview process will be maintained in the office of the Human Resources Coordinator. Background Checks No candidate will be hired or promoted until all background information has been received and evaluated by the Human Resources Coordinator and the Hiring Supervisor and/or the President. An applicant can be disqualified, and an employee dismissed based on falsification of any employment application documents. The President will notify the Human Resources Coordinator when a conditional job offer has been extended to an applicant and a background investigation is required. Once the results have been obtained, the Human Resources Coordinator will notify the President. If the background investigation results are satisfactory, the President will extend an official offer in writing to the applicant. If the results of a motor vehicle and/or criminal history records check reveal the presence of one or more convictions of any federal, state, local, municipal law/ordinance (including certain traffic violations) and if the seriousness of which (alone or collectively) impacts an applicant’s ability to obtain or maintain employment at SWGTC, the College will follow all applicable notification and procedural requirements of the Fair Credit Reporting Act. Hiring Recommendation At this point, the President will interview the top candidate(s). The President has the option of either accepting the candidate or rejecting the candidate and requesting that the interview committee continue their search. If an official offer of employment is made by the President, the Request to Hire form will be completed and forwarded to the Human Resources Coordinator. Once an offer has been accepted, the Human Resources Coordinator will distribute a letter of notification to non-selected applicants notifying them that the vacancy has been filled. The President’s Office will submit an official letter of employment to the applicant selected that includes the applicant’s salary, start date, and the official title of the position. If the full-or part-time candidate is allowed to begin work without copies of all official documents required for the position, such as official transcripts or copies of licenses, the official copies must be in the candidate’s file within 30 days. For some positions (particularly instructor positions) official copies of documents may be required before an interview, before the final meeting with the President, before the hire offer is extended, or within a specified number of days beyond the official start date. Part-time Faculty or Staff Retention of Records SECTION II: Personnel Files Southwest Georgia Technical College maintains all personnel files in the office of the Human Resources Coordinator. Support Staff Personnel Files Administrative Staff Personnel Files Faculty Personnel Files A second hanging file is blue and contains all employment documentation and within the hanging file is a pink interior file folder that contains all faculty credentials documentation. The faculty credentials file is built and maintained by the Dean for Academic Affairs for each full- or part-time faculty member (SWGTC Faculty Credential Procedure). At a minimum, the file must contain official transcripts from all post-secondary institutions attended, copies of documentation of related certifications or licenses, a SWGTC application, a resume, work verification for all employment relating to the field of instruction, and a matrix indicating the instructor’s qualification to teach each competency required in every class taught by the instructor. Maintenance of Files Responsibility Reference Adopted: 8-25-09 |