Procedures for filling vacant positions

Effective Date: 3/1/99

Revised: 6/01/01

Purpose:

To establish and define the College policy concerning the procedures for filling vacant positions and to assign the responsibility for recruitment and approval of employment.

Policy:

Each vacant position should be listed with the Office of Finance and Administration. This notification should normally be in memorandum form. Newly created staff positions will be reviewed and assigned a title prior to recruitment. Faculty positions should be listed with the Office of Finance and Administration in order that they might notify appropriate agencies of the vacancy in compliance with Federal Regulations. Staff positions will be announced internally prior to external recruiting.

It is essential that the Vice President for Finance and Administration have an opportunity to review position vacancies prior to recruitment. It is his/her responsibility to assign classifications and salary ranges to vacant positions to ensure fiscal accountability.

In filling vacant staff positions the following should occur:

  1. Request for Search form will be completed and sent to Finance and Administration.
  2. Internal search
  3. A search of applicant files in the Office of Finance and Administration shall be conducted.
  4. An advertisement may be placed in the appropriate media. Advertisement for vacant positions shall be as broad as necessary to attract applicants consistent with a goal of diversity in the work force.
  5. Campus interviews will be conducted, during which the Release of Personal Information form shall be signed in order to conduct an appropriate background check.
  6. A selection of best-qualified applicants shall be made.
  7. Before the final offer of employment can be made, the background check must be completed, and the salary and job classification must be approved by the Office of Finance and Administration.
  8. All Appointment letters to non-exempt employees will be prepared by the Office of Finance and Administration. The President's office will prepare all letters of appointment to an exempt position. Orientation and an explanation of benefits to all full time employees will be conducted in the Office of Finance and Administration.

The Finance and Administration Office is available to assist departments in their search by:

  1. Placing of job postings on campus.
  2. Designing and placing advertisements in newspaper and meeting Department of Labor requirements.
  3. Answering questions for internal and external applicants.
  4. Receiving all resumes and maintaining records. Records of search activity must be maintained indefinitely. Each unit shall forward complete records of all contacts (resumes, telephone calls, personal interviews, etc.) referrals, hires, reasons for rejection and all recruiting efforts to attract qualified applicants, to the Finance and Administration office. Similar records on searches to fill faculty positions must be maintained by the individual unit.
  5. Replying to all resumes and applications received.
  6. Letters to those not chosen for an interview will be sent out, after the selection of the resumes of the applicants is made.
  7. After the final candidate is chosen, letters to the others interviewed will be sent out.
  8. After the selected candidate's salary range has been approved by the Vice President for Finance and Administration, a letter of appointment will be processed for the non-exempt employees. (President's office sends out the exempt letters.)

It is essential that there be clear and complete documentation of all activity during the search process. A copy of this documentation will be maintained in the Office of Finance and Administration.

Release of Personal Information