Screening and Selection
Application screening identifies individuals for referral to the interview stage and ultimately for hire. Review of the resume provides the first opportunity to assess an applicant's qualifications.
Initial Screening - Stage One
- The initial screening reviews application materials to determine if minimum qualifications for the position have been met.
- The hiring supervisor or search committee will initiate the preliminary screening unless it is requested for HR to conduct the initial screening.
- Applications and resumes are evaluated solely on qualifications that are stated in the job announcement.
- Applications that meet the minimum qualifications are included in subsequent screening reviews.
- The search committee secretary will send non-selection letters to applicants who did not meet the minimum qualifications and are eliminated at Stage One.
Subsequent Screening - Stage Two
- Only applicants who met the minimum qualifications are reviewed at this stage.
- A fair screening process entails reviewing an applicant's qualifications compared with the qualifications specified in the job announcement.
- A screening matrix or other agreed upon method of screening is useful and necessary to the committee's formal charge to evaluate application materials objectively and fairly.
- In general, only submitted application documents are referenced in the evaluation process. Occasionally, search committee members or the hiring supervisor or others may have personal knowledge of the applicant. In such instances, the relationship with and knowledge of the candidate should be disclosed.
- The committee will review and evaluate application materials consistently.
- Applications are ranked or prioritized according to the screening criteria review established by the committee and top candidates are identified for interview.
- Once application materials have been reviewed and finalists identified, the search committee secretary may send letters of non-selection to applicants eliminated at Stage Two or the committee may elect to retain some applications for possible further consideration pending the results of Stage Three.
Interviews - Stage Three
The interview is to gather and assess additional information on each finalist's knowledge, experience, abilities, skills, and traits that will be used to perform the job. It is a comprehensive process that consists of devising relevant questions and scheduling open forums with different employee groups, the hiring department staff, and with external groups as applicable.
- Interviews may consist of two or more sequences to identify top finalists for on-campus interviews. Initial interviews may include telephone, video, and/or audio interviews.
- The telephone interview may be taped, with the candidate's permission, for review by committee members unable to attend.
- Candidates selected for on-campus interviews are to be informed of the interview process to be used (i.e., presentation, exercise, etc.), make up of the of search committee, and provided with a schedule of events as early as possible. A discussion of the position's salary range should also occur to verify candidate's continued interest.
- Consider hands-on activities such as presentations or work samples.
- Allow time for the candidates to visit and inquire about the college and community.
- A brief consultation with HR to discuss employee benefits and overall interview impression should be scheduled.
- Send relevant college materials to candidates prior to campus visit.
- To ensure fairness and consistency, the interview process is to be conducted in similar fashion for all candidates.
- Once the top candidate(s) have been identified, reference checks are to be conducted that will include a background check. Refer to Section Five on specific guidelines.
Conclusion of the Interviews
- The search committee chair will schedule a meeting with the hiring supervisor (and with the HR Director, if desired) to review the interview of top candidates and recommended selection.
- The search committee chair will write a memo to the hiring supervisor that addresses (a) the overall interview process,(b) identifies the strengths and weaknesses of each of the candidates interviewed, and (c) diversity recruitment efforts and results. A copy of the memo is forwarded to HR.
- The memo is forwarded to the Vice President or Dean for approval and then forwarded to the President for final approval.
If, after interviewing all selected candidates, the hiring supervisor determines that no candidates are suitable for the position, a request may be made to (1) close the search unfilled, (2) return to the original applicant pool for further review, or (3) extend the search process. Closing the search unfilled requires a discussion with the appropriate Vice President or Dean and HR, and upon concurrence, the hiring supervisor will write a memo to the President explaining the circumstances and offering a recommendation to temporarily fill the position.
The selection stage involves obtaining necessary approvals on the recommended candidate selected and ensuring all documentation has been completed and submitted. Once approval from the President and/or appropriate Senior Staff has been received on the recommended selection, the hiring supervisor does the following:
- Confers with the appropriate Senior Staff and HR Director to discuss an acceptable starting salary and key terms and conditions (such as authorized moving expenses) to offer the candidate. The starting salary should be within the salary range agreed upon at the onset of the recruitment process, unless extenuating circumstances are presented.
- Once a salary amount has been determined, the hiring supervisor will call the candidate with an official offer of employment.
- Upon acceptance, the hiring supervisor completes the Request for Administrative Appointment Letter form.
- If the top candidate declines the employment offer, the hiring supervisor has the option to consider other finalists whom the hiring supervisor and President or Senior Staff find acceptable.
- Informs the other candidates interviewed and not selected of their status via telephone. A follow-up letter may follow.
Conclusion of the Search
All interview documents including forum comments and other related documents are to be transferred to HR for retention in the official recruitment file. Documents may include:
- Original application packet of the candidate selected and for all other applicants.
- Summary of resume screening process and interview comments/findings.
- Copies of sample letters sent to candidates at every stage along with the list of candidates receiving each letter.
- Completed Exempt Staff Recruitment Data Report (see attached Appendix).
- Any other documentation not mentioned that lends explanation and credibility to the recruitment, screening, and selection process.
Internal Search Processes
Colorado College recognizes that its employees represent a valuable source of experience and knowledge and encourages employees to apply for positions through the competitive process. In unique and exceptional situations, CC recognizes that promotion of a current employee may be the best way to fill a position.
When approved by the President, hiring supervisors may consider the following internal search options:
1. Advertise the position internally first and allow only current employees to apply.
2. Recommend a transfer or a hire of an existing employee for a vacant position.
The steps to initiate an internal search include:
- A written request from the hiring supervisor to the President through the respective Senior Staff and HR that provides justification and benefits for the internal option.
- If there is a recommendation to transfer or hire a specific existing employee, attach a copy of the employee's resume and the job announcement.
- Simultaneously, the respective Senior Staff and HR Director provide input to the President.
- If the internal review option is approved, the hiring supervisor shall appoint a review committee (refer to forming a committee in Section Three).
- The committee will review the written credentials of the internal applicants or the employee being proposed for the internal transfer or promotion, develop interview questions, conduct the interview with the employee(s), and make a recommendation to the hiring supervisor regarding the employee(s) qualifications and fit for the position.
- The hiring supervisor will conduct reference checks, both internal and external contacts.
- The hiring supervisor will present the review committee's recommendation to the President (copy to respective Senior Staff and HR Director) for review and approval.
- If the President approves the recommendation, proceed with standard selection procedures.
- If the President does not support the recommendation, a decision on the method to fill the position will be made at that time.