Nonexempt Staff Recruiting Guidelines |
The first step to ensuring a successful employment decision is planning. The time invested in preparation to recruit for a position is critical to attracting, hiring, and retaining the right candidate for any position. Beginning the hiring process includes making decisions about the position announcement, timelines, budget, advertising the position, screening applications, interviewing candidates, checking references, and finally making the job offer. The following information is meant to serve as a road map for a successful support staff search. Please contact the Human Resources Office - Employment at x.6236 if you have any questions.
Posting a position
- Notify HR as soon as any vacancy is known, whether a newly created position or as a result of a termination.
- If the vacant position is the result of a termination, HR must receive the terminating employee's letter of resignation and leave calendar prior to posting the position.
- HR will e-mail the current job description on file to the supervisor to review and make changes. It then will be formatted into the position announcement template, which includes the schedule, current minimum hourly rate and status; and sent to the supervisor for final review.
- If an existing position is changed significantly, it may require review by the Job Evaluation Committee to determine the appropriate pay grade. A position may be posted with the pay grade "pending" at the discretion of the HR Director. If some duties have been delegated to another position, then that job description should be updated as well.
- Prior to posting any position, the position's budget must be reviewed by the department and HR. Any concerns must be addressed and necessary budget requests approved in advance of posting.
- The College reserves the right to delay or deny filling a vacant position due to fiscal constraints or other circumstances.
Advertising a position
- Once the position announcement and budget are finalized, HR will post the announcement on the HR employment bulletin board and the "Employment Opportunities" web site.
- If paid advertising is necessary, HR will fund a line ad in the Sunday Gazette and repeat that ad as necessary until the position is filled. Additional ads may be funded by HR subject to the Director's approval and as requested by the department.
Accepting applications
- All non-exempt support staff positions require a CC application be completed and turned in to HR. Applications are accepted between the hours of 9:00 a.m. and 4:00 p.m. Monday through Friday in Human Resources. Any applications submitted directly to the department must be forwarded to HR for official receipt prior to further consideration.
- Some positions require a typing test to be completed at the time the application is submitted.
- HR will screen the applications and forward to the supervisor only those applications that meet the required minimum qualifications as written in the position announcement.
- HR will call the department when applications are available to be picked up. Applications may also be faxed to the supervisor upon request.
Interviewing candidates
- Supervisors should begin interviewing applicants as soon as possible. Delaying the interview process until there are a certain number of applications may adversely affect the availability of qualified applicants.
- A brochure on what is legal or illegal to ask candidates is available from HR as well as other interview reference materials. It is also found on the website under Interview Tips & Preemployment questions.
- It is appropriate to respond to inquiries about salary and share the minimum rate for the grade of the position being advertised; however, no salary or employment offer may be made at this time.
- Nonexempt Staff searches are not required to form search committees, but the hiring department may utilize other staff members in the department/division to assist with all or a portion of each interview as long as the same process is followed consistently for every applicant.
- Develop a list of questions to be asked of every finalist, and forward a copy to HR for inclusion in the official recruitment file. Document each candidate's response - if not during, then immediately following the interview. Keep notes, but don't write on the application itself.
- At the end of the process, or at the point that a candidate is eliminated from further consideration, complete the Applicant Evaluation Sheet for each applicant and return with all applications to HR. This form can be found under the Colorado College HR Forms (Forms for Supervisors section).
Checking references
- When top finalists have been identified, the supervisor should personally contact those individuals who can best provide information regarding the candidate's work history, work performance and work ethic. It is recommended that you first telephone current or former supervisors (from the work history section of the application); then from the professional references listed on the application.
- Two thorough reference checks, using the Telephone Reference Check Form are required before requesting approval to hire. Where detailed information was not available and all attempts have been made, record the name of the person you spoke with and the information they were able to verify.
The hiring decision
- After checking references, and a decision is made to offer the position, the hiring supervisor is to consult with his or her department/division head for review and approval.
- Once senior level approval is obtained, the department informs HR of the desired candidate and recommends a salary and start date. All of the reference checks, applications, and other search documentation are to be returned to HR at this time.
- If the salary recommendation is above the minimum for the pay grade, the supervisor must provide information to support the requested hourly rate. The HR Director has the final decision regarding starting salary. If the salary to be offered exceeds the amount budgeted for the position, the department must identify available funds from within the same department and/or division. If division funds are not available, the division head may request HR approve funding from the contingency accounts in consultation with the Controller and Vice President for Business & Finance.
Making the offer of employment
- Once the details of the job offer have been decided and approved, HR will contact the candidate and make the offer of employment. The supervisor is notified whether or not the candidate accepts the offer.
- If the offer is accepted, the supervisor may contact the new employee to welcome him or her and offer a personal welcome and more detailed information regarding the position expectations and work environment.
- If the candidate refuses the initial offer because of salary, in some circumstances the HR Director may authorize a counter offer. If the candidate ultimately declines the College's offer, the supervisor must be prepared to go back to the pool and either select a second choice candidate, begin interviewing additional applicants, or re-advertise the position.
- Once a candidate has accepted the offer, the hiring supervisor will contact only those applicants who were interviewed to let them know that the position has been filled.
- HR will mail an employment letter to the new employee's home. This letter reiterates the details of the new job such as start date, hourly salary, pay grade, direct supervisor, and benefit eligibility date.
In-processing the new employee
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