Initiating the Recruitment
The first step to ensuring a successful employment decision is planning. The time invested in preparation is critical to attracting, hiring, and retaining the right candidate for a vacancy. The hiring process starts with decisions about qualifications the position requires then proceeds through advertising the vacancy, forming the search committee, screening applicants, interviewing, and finally making the job offer. The following information explains the steps necessary to initiate the recruitment process and items to consider.
Decision to Fill a Position
The decision to fill a position may be due to a vacancy, the creation of a new position, delegation of duties, or an increase in departmental responsibilities. The hiring supervisor is responsible for ensuring adequate funding and approval to utilize those funds is required.
After the hiring supervisor has received a decision by the President or appropriate Senior Staff to fill the position through a recruitment process, s/he will meet with the Human Resources Department to discuss key elements of the recruitment process (i.e., salary range, diversity goals and associated recruitment sources, committee selection, and timelines.
Equal Employment Opportunity Consideration
The Colorado College (CC) welcomes all members of its community and reaffirms its commitment not to discriminate on the basis of race, color, national origin, gender, gender identity or expression, age, religion, sexual orientation, or disability in its educational programs. activities, or employment practices. We recognize that the quality of instruction and educational opportunities for all are enhanced when the diversity of the community is represented in the student population and workforce. Further, CC recognizes that women and minorities have been historically under-represented in the higher education work force.
Expanding the Applicant Pool
To support CC's mission on diversity, positions will be advertised to the public. In concert with Human Resources and established practices, the following strategies are just some of the recommended activities for the hiring supervisor and search committee to expand the network of applicants:
- Discuss the college's priority to achieve its diversity goals with the search committee.
- Include in each position announcement a statement that CC is an EEO employer.
- Promote the informal word-of-mouth approach to identify candidates in addition to advertising. Make direct contact with academic departments, administrative units, professional organizations, and colleagues.
- Encourage faculty and staff attending professional conferences or visiting other colleges or universities to promote employment vacancies.
- Solicit interest from potentially qualified individuals from protected groups for present and future positions.
- Keep national higher education associations informed of present and possible future positions.
- Maintain ongoing communication with local, regional, and national caucuses comprised of protected groups.
- Mail position announcements to local and regional women's organizations, agencies for persons with disabilities, and civic, social, and ethnic community action groups and organizations that will promote our efforts to attract qualified individuals and that will foster CC's diversity goals and equal employment opportunities for underutilized groups. Local and regional colleges and universities are also included in the list.
- Post all CC position announcements on the College's website.
- Identify viable recruitment sources such as local and regional newspapers, journals, periodicals, conferences, regional associations, and electronic sources to advertise the position.
- Utilize minority and female national periodicals as well as specialty periodicals based upon the occupational area being advertised (as the advertising budget allows).
- Contact colleges and universities, professional colleagues, and other institutions that have a track record of producing qualified minority candidates.
- Actively seek to identify minority candidates and interest them in CC.
A listing of institutions and organizations as media sources that include diversity outreach is referenced during the recruitment strategies discussion between the hiring supervisor and HR.
The recruitment timeline depends on the position to be filled and the response of the labor market. In preparing for the recruitment activities, it is recommended that key dates be identified that include the date application review begins, the anticipated start date and selection date, and on-campus interviews. Using the attached Recruitment and Screening Process & Timelines document, the hiring supervisor, search committee chair and/or HR work together to identify the recruitment timeline.
The general timeframe to advertise exempt staff positions in the local market is at least two weeks while national advertising may range from 30 to 60 days. Media advertisement deadlines will affect the recruitment period and application review date.
The Job Announcement shall include: (see attached Appendix)
- Official job title
- Reporting relationship
- Function or purpose of position
- Duties and responsibilities
- Minimum qualifications and preferred qualifications
- Proposed application review date
- Diversity and EEO language
When time constraints are an issue or there are other extenuating circumstances, the hiring supervisor may request that the President approve an expedited recruitment process by providing an explanation of the need and recommended modifications to the process. Typically, an accelerated process may include any of the following:
- Shorter recruitment period and date by which applications are reviewed
- Specific closing date
- Reduced committee size
- Preliminary review of applications by the search chair
- Reduced number of candidates to be interviewed
- Amount of time spent on campus by each of the candidates
- Request HR to conduct initial screening of minimum qualifications and receive only applications that meet minimum qualifications
- Use of an external search firm (in rare circumstances)
- Consideration of internal candidates only
While the timelines may be accelerated, the required committee representation and quality involvement of the search committee will be retained. When the hiring supervisor requests representation from the Women's and Minority Concerns Committees, information of the accelerated search approval and anticipated time commitments are conveyed.
Internal search guidelines are explained in Section Four.
Open Until Filled Guidelines
Closing dates for all exempt staff job announcements will include the statement "Review of applications will begin on and will continue until the position has been filled" unless there is approval to specify a closing date. Having an open until filled practice allows for an ongoing review of the applicant pool and additional recruitment efforts as necessary. HR will review optional EEO cards completed by applicants to determine if our recruitment efforts are attracting qualified applicants, including minorities and females. This practice will provide the flexibility to extend the review period as needed or to close positions unfilled if the applicant pool is not satisfactory.
Once a finalist pool is identified and interviewed, the hiring supervisor, search committee chair, and HR will determine if the search process can be closed. The decision will be based on an acceptable representation of qualified applicants including minorities and females.
Applications received after review has begun will continue to be forwarded to the search committee until the search process has been completed.
Recruitment budgets are categorized as national, regional, or local, depending on the recruitment scope decided by the hiring supervisor. The exempt staff recruitment budget includes costs for advertising, correspondence, lodging, food, transportation, moving expenses, and miscellaneous expenses.
Upon authorization to begin a recruitment search, a budget is established and administered by HR. The hiring supervisor and search chair have fiscal responsibility for staying within the established budget and consult with HR on such matters.
- Travel arrangements for candidates visiting the campus may be made through electronic reservation processes or travel agencies. Other expeditious options may be considered such as allowing candidates to pay for travel expenses and be reimbursed.
- Travel visits are limited to one per candidate from the search budget unless approved by the appropriate Vice President, Dean of the College, or President. Additional visits, when approved, are at the expense of the department.
- It is encouraged that search committees use the hotels and lodges that offer special college rates. Refer to the Travel Discount Listing provided by the Business Office.
- When entertaining candidates, search committees are to limit the cost of meals to a minimum (i.e., not necessary for entire committee to take candidate to dinner off-campus). On-campus meals are to be catered by Sodexho and off-campus meals should be limited.
Requests for additional funds for the search process must be approved by the Vice President for Business and Finance via HR prior to incurring further expenses.