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4.1.1 – Procedure – Hiring Process

Part 1: Purpose. It is the goal of Lake Superior College to recruit and retain the highest quality employees. The purpose of this procedure is to ensure that in fulfilling this goal, the College adheres to all contractual and legal requirements and promotes diversity in all of its search processes. Human Resources (HR), the Affirmative Action Officer, and the appropriate administrator will be involved in all phases of the search process to ensure this commitment is maintained. With limited exceptions, an open search will be conducted for vacancies. It is up to the discretion of the President if a search should be internal or external.

Part 2: Approval of New Positions

Requests for all new or replacement positions require the approval of the President’s Cabinet. The appropriate administrator or supervisor is responsible for drafting the position description and for collecting data which support the request. HR is available to provide assistance in preparing the position description. The administrator will forward the employment requisition form with a signed position description to HR for review. The President’s Cabinet approves all new positions.

New positions, in most cases, require an audit to determine the appropriate classification. The administrator should take this into account in planning the schedule for filling the position as the process is completed at the System Office and can take several weeks to complete.

Part 3: The Search Chair and Committee

Subpart A: Search Committee Chair. The chair of the search committee shall be appointed by the President and will normally be the administrator or supervisor of the vacant position. The search committee chair will meet with a HR representative prior to formation of the committee for a search chair orientation to review the process and set timelines. For classified positions there is an internal posting and bidding.

Subpart B: Search Committees. The chair shall invite participation in the search committee with an all-employee email. The committee should include: representatives from all bargaining units, if possible, and individuals with expertise or a stake in the decision. The search committee shall have at least four members, including the chair. The final selection of committee members will be approved by the President, using the Search Committee Nomination form.

Subpart C: Search Committee Members. All members of the search committee must agree to be available during all aspects of the hiring process, or they should not serve. All members shall also attend an orientation session facilitated by a HR staff member and a representative of Affirmative Action before the process begins. The committee members must agree to maintain confidentiality during the entire search process and take an active role in all aspects of the search for qualified candidates.

Part 4: Posting and Advertising. The posting requirements differ by bargaining unit, but generally require a two week posting period in a MnSCU or State website. In addition, there are other online resources, newspaper and targeted diversity resources typically used in the recruitment process. The search committee chair will work with a HR staff member to establish the recruitment plan.

Part 5: Applicant Pool Certification

The Affirmative Action Officer will review the Equal Employment Opportunity information related to the applicant pool, and meet with the search chair to discuss the pool and minimum qualifications.

The Affirmative Action Officer will be in contact with the Administrator and Director of Human Resources if there is a concern regarding the diversity of the applicant pool. The search process continues when the pool of applicants has been certified by the Affirmative Action Officer.

Part 6: Screening

Subpart A: Screening Criteria. The committee will develop the screening criteria using the position description, posting, and advertisements prior to the review of the applications. HR will screen the applicant pool for minimum qualifications. Each committee member will review all the applicant files using the agreed-upon criteria based on the job posting and make recommendations to the committee.

Subpart B: Selection of Candidates to be Interviewed

The search committee will meet and, through discussion, work to identify the candidates to be interviewed.

The screening process may include a phone interview or video call in order to further evaluate a larger pool of candidates. The chair is responsible for ensuring that this step includes the same equitable treatment as required of the on-campus interview session, (i.e. the same questions are asked of each candidate).

Part 7: Interview Process

  1. The search committee creates the interview activities (i.e., the interview questions, tests or exams, a presentation topic, etc.) to be used in each interview. HR will review all activities for appropriateness and is available to help create useful and effective evaluation tools.
  2. The committee is responsible for developing the content and schedule of interview activities, which may include a campus tour, and reserving an interview room.
  3. The chair of the search committee, or designee, will contact selected applicants to arrange interviews. The candidates will be sent a confirmation of the interview date and time, a parking permit, information needed to prepare for the interview, and materials requested by the committee. Interviews may feature use of video call technology. HR will send the interview confirmation template and materials to the chair, or designee, upon request.
  4. Candidates’ names are confidential, unless the candidates participate in an open forum, teaching demonstration, or other public presentation as part of the search. In which case HR will have applicant sign a release.
  5. The chair of the search committee is responsible for facilitating the search process.

Subpart A: Hiring Timeline Targets

 From resignation or retirement to point of job offer the following guideline targets apply:

Staff – 13 Weeks

Staff
Day 1 2 weeks 5 weeks 3 weeks 2 weeks Day 91
Resignation or Retirement Cabinet Approved/Position Posted Committee Review Completed Interviews Scheduled and Completed References Completed Job Offered

Faculty – 24 weeks

Faculty
September – November December January 4-6 weeks April 15 May 1st
FSGC* Consultation Develop Position, Posting Criteria Position Posted Interviews Scheduled and Completed References Completed Job Offered

Administrators – 15 Weeks

Administrators
Day 1 4 weeks 2 weeks 4-6 weeks 2 weeks Day 100
FSGC* Consultation Develop Position, Posting Criteria Position Posted Interviews Scheduled and Completed References Completed Job Offered

*Faculty Shared Governance Council

Part 8: Recommendation of Finalists

Subpart A: Selection of Finalists

After the interviews, the search committee will determine which of the candidates meet the criteria and are acceptable to forward to the President for finalist consideration. This determination should be based on the following factors:

  1. The candidate’s credentials and experience
  2. Interview results
  3. A work sample, test result or the results of other evaluative assessme
  4. The feedback of the campus constituent groups as a result of open forums, teaching demonstrations, or public presentations

The committee is charged with forwarding the finalists for the President’s consideration.

The chair will guide the committee through this process and create a list of evaluative comments (strengths and weaknesses) for each candidate recommended as a finalist. The search chair shall use the Search Committee Summary Form to recommend the unranked list of finalists to the President and include evaluative comments regarding each candidate.

Subpart B: Reference Checks. The chair of the search committee, or designee, or an external consulting firm will conduct reference checks on the finalists, after securing their written consent.

Subpart C: Hiring Decision. The appropriate Vice President and search committee chair will discuss the results of the search and reference checks with the President. The President will make the hiring decision.

Part 9: Travel Reimbursement

Subpart A: Allowable Candidate Reimbursements

  1. Administrator, faculty, and MMA candidates who travel more than 200 miles are eligible to receive MnSCU mileage rate OR lowest cost return flight and one overnight stay with the total not to exceed $500.
  2. Exceptions exceeding $500 for above searches at the discretion of the President.
  3. Exceptions for providing $500 allowance for MAPE or AFSME searches with same criteria at the discretion of the President.

Date Implemented: May 11, 1998

Date Updated: October, 2008
December 4, 2015