Policy

Definition

Faculty Member: A College employee on faculty contract as defined in CP 3-10 and BP 3-10.

Procedure

Preparing the Position Vacancy Announcement

1. The immediate supervisor who is directly responsible for a position vacancy shall inform the College President, appropriate Vice President, Personnel Officer and the Affirmative Action Officer (AAO) of that vacancy.
2. The immediate supervisor shall identify from 3 to 7 prospective screening committee members from the staff and submit the names for approval to the Personnel Officer and AAO. The appropriate Vice President or (his/her designee) is automatically included on the screening committee.
3. Upon receiving approval of the screening committee members, the immediate supervisor shall notify the committee members of their selection.
4. The immediate supervisor shall act as the chairperson for the screening committee which shall hold two or three meetings as necessary to complete the employment process.
5. The immediate supervisor shall develop in draft form the position vacancy announcement which shall include (as a minimum) the following: (Examples on file in the Personnel Office)

1. Title of the position to be filled;
2. Description of the position, including the duties and responsibilities;
3. Minimum educational qualifications;
4. Minimum work experience;
5. Special requirements, including credentialing, licensures, and preferential qualifications;
6. Length of contract, including full-time, part-time, or temporary employment;
7. Salary range and benefits;
8. Anticipated starting date;
9. Closing date for applications;
10. Procedures for applying for the position;
11. Name and address of the Personnel Officer to whom applications are to be sent;
12. Location and description of Morgan Community College; and,
13. Assurances of equal opportunity.

The screening committee shall review and approve the job vacancy announcement at its first meeting, and the appropriate Vice President, Personnel Officer, and the Affirmative Action Officer shall approve (verbally or in writing) the completed position vacancy announcement prior to mailing.

Distribution of the Announcement

1. When feasible, all positions are to be announced a minimum of 30 calendar days.
2. The Affirmative Action Officer will be responsible for the distribution of the vacancy announcement. The announcement will be mailed to the appropriate local, regional and national agencies/offices/colleges that are contained on mailing lists developed by the AAO.
3. The AAO will distribute the announcement to additional offices/agencies identified by the screening committee chairperson.
4. The AAO will advertise positions in local, regional, minority, and national newspapers as applicable and directed by the committee.
5. The AAO will record the list of mailings in the Distribution Record.

Handling of Applications

1. All applications shall be directed to the AAO who shall retain all applications until the closing date of the position vacancy.
2. The AAO shall arrange for the security of applications and record entries of receipt in the Affirmative Action Log.
3. The AAO shall notify all applicants of receipt of their application and resume within five (5) working days and the Applicant Data Card will be sent at this time.
4. The AAO shall maintain a record of the mailing of such notifications for the affirmative action files.

The Selection (Screening) Process

1. The screening committee, at its organizational meeting, shall:

1. adopt appropriate procedures to be used throughout the screening and interview process,
2. approve the position vacancy announcement,
3. adopt a profile sheet based on mandatory minimum qualifications, and an evaluation check-sheet to be used to screen candidates who meet the minimum qualifications as determined by the Personnel Officer. The AAO shall provide technical assistance in development of materials used in the evaluation of candidates. All screening and evaluation materials shall be reviewed by the Affirmative Action Officer prior to their usage.
4. participate in an affirmative action inservice

2. The chairperson of the screening committee shall be responsible for arranging, commencing, and conducting screening committee meetings and scheduling interviews with the candidates as outlined in Part II of this policy.

1. The chairperson shall maintain a summary sheet and back-up rating sheets on the screening process for each candidate and shall supply such information to the Affirmative Action Officer for recording in the Affirmative Action Log. (Examples on file in the Personnel Office)

3. The Personnel Officer shall prepare the profile sheet for each application based on the minimum qualifications developed by the screening committee.

1. The Personnel Officer shall keep applications of candidates who do not meet the mandatory minimum qualifications in a separate file for review by the screening committee, and only those candidates who meet the minimum qualifications shall be advanced to the screening committee.

4. The screening committee shall hold meetings to screen applications that meet the mandatory minimum qualifications as soon as is practical after the closing date of the announcement.

1. The AAO will advise the screening committee regarding areas of under-utilization.
2. The application of each candidate shall be screened by the committee in terms of the preferred qualifications of the candidate as outlined in the position vacancy announcement using the Evaluation Checklist .

5. Only those candidates whose applications satisfy the standards by the committee shall be advanced to the interview stage.

Interview Procedures

1. The screening committee shall interview those candidates who advanced to the interview process. The purpose of the interview is to identify three (3) or fewer candidates who are best qualified for the position.
2. The screening committee shall develop questions prior to the interview process which assist in identifying the best candidate for the position. Such questions shall be reviewed and approved by the AAO prior to the interviews.
3. During the interview process questions shall be asked uniformly to all candidates and all Title IX procedures shall be adhered to during the interview.
4. The screening committee shall rate each of the candidates who have been interviewed using the interview evaluation form developed by the committee for rating the applicants. (See examples in the Personnel Office) The chairperson shall aggregate the ratings and record them on a summary sheet.
5. The screening committee chairperson shall complete the interview sheet for the Affirmative Action record and shall forward that summary sheet to the AAO and shall submit to the appropriate Vice President an unranked list of the top three candidates.

1. The screening committee chairperson shall likewise inform the AAO of the names of those candidates who were not recommended.

6. At this point the screening committee shall be discharged.

Hiring Procedures

1. The appropriate Vice President/Dean shall review the top three (3) applicants with the College President. The Personnel Officer and AAO should be consulted during this process.
2. After review, a candidate will be selected. The Vice President/Dean shall contact the candidate and make the agreed upon offer.

Notification to Unqualified and Unselected Candidates

1. The AAO shall send letters of notification to those unqualified and unselected candidates - based on the screening committee's action within five (5) working days following the hiring and acceptance of the selected candidate.
2. The AAO shall record the mailings of such notifications and maintain such records in the Affirmative Action Log.

Disposition of Applications and Affirmative Action Records

1. The screening committee shall submit all records, logs, and other relevant material to the AAO within five (5) working days after forwarding their recommendations.
2. The AAO shall maintain all records associated with the employment process for a period of three (3) years.

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