Exempt Staff
- When a position becomes vacant, the hiring official should review the Role Descriptor for the vacant position that is located in the Career Navigator. The hiring official can add departmental duties to the fundamental duties and/or revise a few of the fundamental duties. Preferred qualifications can be added also, but required qualifications cannot be changed.
- The hiring official should then initiate the Position Request Authorization and exception forms.
- Appropriate justification for filling the vacancy and any support costs should be attached to the authorization form.
- Exceptions to these procedures must be approved by the Chancellor at the time the Position Request Authorization form is submitted.
- After the Chancellor has approved the Position Request Authorization, the Office of the Chancellor will e-mail the completed form to the hiring official, the Affirmative Action Officer/Chief of Staff, and the Director of Human Resources.
- After the Position Request Authorization form has been approved, the hiring official is responsible for appointing the Search and Screen Committee and selecting one member of the committee to serve as the chair. (Note: exempt positions for one year or less or less than full-time do not require a Search and Screen Committee but must follow all other procedures.)
- The hiring official should send an e-mail to the Director of Human Resources and the Affirmative Action Officer/Chief of Staff with the proposed committee members. The committee should include 3-5 members. The members could include faculty, staff, students, and/or other appropriate individuals. The make-up of the committee should include a diverse mix based on race and gender. At least one committee member should have a working knowledge of the position.
- Once the Affirmative Action Officer/Chief of Staff has approved the committee, an e-mail should be sent to the Director of Human Resources.
- The role of the committee is to serve in an advisory capacity to the hiring official. The committee's primary responsibility will be to select the candidates who should be interviewed and participate in the interview process. In addition, the hiring official needs to clarify the role(s) of the committee in evaluating the candidates. The process includes:
- Identify those candidates to receive an initial interview; that list should be sent to the Affirmative Action Officer/Chief of Staff and Director of Human Resources for approval
- list the strengths and weaknesses of each of the candidates that received an initial interview and identify 2-3 candidates that should move to a second interview; this list should be sent to the Affirmative Action Officer/Chief of Staff and Director of Human Resources for approval
- after second interview, strengths and weaknesses of acceptable candidates for hire should be sent to the Affirmative Action Officer/Chief of Staff and Director of Human Resources for approval
- The Affirmative Action Officer/Chief of Staff and Director of Human Resources will serve as ex-officio members of each Search and Screen Committee.
- The chair of the Search and Screen Committee should schedule the first committee meeting. The Director of Human Resources and the hiring official should attend the first meeting. At this meeting the hiring official will review the projected timeline for filling the vacancy.
- The Committee should discuss the evaluation criteria and the screening process.
- Director of Human Resources, hiring official and committee will interview initial candidates
- Second Interviews will be scheduled with others as appropriate for the position
- Interviews will be scheduled with the appropriate vice-chancellor when applicable
- Faculty and staff will be notified if open sessions are scheduled
- Hiring official or designee escorts candidate(s) the day of the on-campus interview
- Hiring official and committee should submit a written report of candidates’ strengths and weaknesses within three days following the final interview to the Affirmative Action Officer/Chief of Staff and the Director of Human Resources for hiring.
- Affirmative Action Officer/Chief of Staff notifies Hiring official and Director of Human Resources of approval of hiring.
- Human Resources checks references on the approved candidate that is being recommended for the position
- After references are checked, Director of Human Resources extends a verbal offer to the selected candidate.
- After candidate accepts the verbal offer, the Office of Human Resources sends written offer letter to the candidate
- Office of Human Resources notifies all other candidates that the position has been filled.
- The Office of Human Resources and the Office of Affirmative Action will maintain a file of the hiring activities for three years.