Human Resources : Recruitment & Hiring Procedures
The full Recruitment and Hiring Procedures document can be downloaded here (pdf format).
Faculty Rank Positions | Classified/Support Staff Positions | Wage (1500 hour) Employee Positions
(to include teaching faculty, administrative/professional faculty and restricted faculty positions)
The President’s Staff person in charge directs the selection process. (He/She may delegate as desired.)
The President’s Staff person (or designee) prepares a “Request to Advertise” form (Appendix #1) and submits the completed form, along with a detailed position description, through the appropriate Vice President/Director to the President.
When detailing the requirements for the vacant position, the President’s Staff person (or designee) should ensure the required educational level, knowledge, skills, abilities, and required licensure are job-related and in line with those established by the VCCS-29 criteria for faculty personnel. If the position is designated as “sensitive” in nature, it will require a criminal history background check and may require fingerprinting. Such requirements will be specified in the recruitment advertisement.
No positions will be advertised without the prior written approval of the President (signature on Request to Advertise form). The form is submitted to the Vice President of Financial and Administrative Services for approval (signature) and then to the Human Resource Office.
The Human Resource Manager is responsible for developing the advertisement and sending it forth to the requested media. All vacancies are advertised both internally and to the general public. Sources utilized by the College to advertise vacant positions may include but are not limited to:
- the Daily Bulletin
- various professional magazines/journals
- local and national newspapers
- VCCS listing
- College website
- Chronicle of Higher Education
- Other colleges/universities including predominately Black institutions
It may be requested in the advertisement for applicants to provide copies of transcripts and letters of reference in addition to the resume and State application form.
All application materials are received in the Human Resource Office. As documents are received, a listing of applicants is maintained for each position on an "Interview and Selection Log" (Appendix #2). As a minimum, the resume is required by the closing date noted in the advertisement. The completed State application form must be received prior to the interview.
After the closing date, all application materials are forwarded to the President’s Staff person (or designee). This person may appoint and utilize a Screening Committee for the purpose of selecting candidates to be interviewed. Established criteria from the advertisement will be utilized in reviewing all application documents. Screening Committees are encouraged for all vacant faculty positions. The list of applicants is reviewed by the appropriate President’s Staff person (or designee) and may be reviewed by the President prior to the selection of candidates for interviewing.
The President’s Staff person appoints an Interview and Selection Committee (which may also serve as the Screening Committee). This Committee is comprised of college-wide employees to include administrative/professional faculty, teaching faculty, and classified/support staff. A Committee Chair will be elected from among the Committee members. This Committee will be briefed on the requirements of the position and the proper conduct of the interview. As a part of the briefing, a video will be viewed by all Committee members along with handouts discussing proper conduct of the interview. A member of the Employee Community Building/Affirmative Action Committee or person representing a minority or other ethnic group or nationality must be a member of the Committee. A diverse Committee is encouraged. The Interview and Selection Committee will be informed it is a recommending body only; final selection, in the form of a recommendation to the President, lies with the President’s Staff person (or designee).
The interview process must include a formal assessment of each candidate’s speaking and writing abilities. Written communication skills can be evaluated by requiring candidates to submit a written statement of one or more pages on a topic relevant to the job responsibilities; i.e., their teaching philosophy, or view of the community college. Oral communication skills can be evaluated by requiring, as part of the interview process, that each candidate make a presentation to the Interview and Selection Committee (or some other group) on a topic relevant to the job. For teaching faculty, this may involve a “mini-teaching” demonstration of 15-30 minutes on an instructional topic relevant to the area of teaching responsibility. For non-teaching positions, candidates may be asked to identify and discuss major issues or new developments within their area of expertise, or to respond to a problem solving case study. Any requests for written and/or oral presentations will be identified and discussed with the candidates in advance of the formal interview.
The President’s Staff person (or designee) is encouraged to conduct reference checks on the candidates interviewed. Reference check documentation will be retained by the Human Resource Office for EEO/AA reporting and audit purposes and will not become a part of the applicant’s file.
The President’s Staff person and the President may interview the two or three final candidates.
All persons conducting interviews (to include Committee members, supervisors, President’s Staff person and the President) will complete an "Interview Evaluation" form (Appendix #3) on each candidate. This form will identify strengths and weaknesses. The Committee Chair will maintain a listing of questions asked of the candidates. These documents will be retained by the Human Resource Office for EEO/AA reporting purposes and will not become a part of the applicant’s file.
The President’s Staff person in charge recommends the final choice and reviews proposed salary with the President. The final decision lies with the President.
Once a decision has been made, the successful candidate is contacted by the President’s Staff person (or designee) of the offer of employment. When a verbal acceptance is received, the Human Resource Manager is instructed to prepare the required Rank and Salary proposal (or Salary Proposal if no faculty rank is given) for written confirmation of the offer. The President’s Staff person (or designee) will contact by telephone the remaining candidates who were interviewed to notify them that the position has been filled. Candidates will also receive a follow-up letter.
Applicants not interviewed for a position will be notified in writing by the Human Resource Office that the position has been filled.
All documents from the Committee(s), the President’s Staff person and/or designee, and the President will be forwarded to the Human Resource Office. Required documents will be retained for EEO/AA reporting and audit purposes.
The President’s Staff person (or designee) will announce the new hire to the College. The Human Resource Manager will schedule a meeting with the new employee to complete the documentation for payroll. An official personnel file is established at this time and is retained in the Human Resource Office.
Classified/Support Staff Positions
The President’s Staff person in charge directs the selection process. (He/She may delegate as desired)
The President’s Staff person (or designee) prepares a “Request to Advertise” form (Appendix #1) and submits the completed Employee Work Profile (EWP) providing a detailed position description, through the appropriate Vice President/Director to the President.
When detailing the requirements for the vacant position, the President’s Staff person (or designee) should ensure the required educational level, knowledge, skills, abilities, are job-related and in line with those established by the Department of Human Resource Management (DHRM) for the role title. If the position is designated as “sensitive” in nature, it will require a criminal history background check and may require fingerprinting. Such requirements will be specified in the recruitment advertisement.
No positions will be advertised without the prior written approval of the President (signature on “Request to Advertise” form). The form is submitted to the Vice President of Financial and Administrative Services for approval (signature) and then to the Human Resource Office.
The Human Resource Manager is responsible for developing the advertisement and sending it forth to the requested media. All vacancies are advertised both internally and to the general public. Sources utilized by the college to advertise vacant positions may include but are not limited to:
- the Daily bulletin
- local and national newspapers
- RECRUIT (state job listing)
- College website
- Virginia Employment Commission (VEC)
Required application materials include a cover letter, current resume and completed State application form.
All application materials are received in the Human Resource Office. As documents are received, a listing of applicants is maintained for each position on an "Interview and Selection Log" (Appendix #2). As a minimum, the resume is required by the closing date noted in the advertisement. The completed State application form must be received prior to the interview.
After the closing date, all application materials are forwarded to the President’s Staff person (or designee). This person may appoint and utilize a Screening Committee for the purpose of selecting candidates to be interviewed. Established criteria from the advertisement will be utilized in reviewing all application documents. The list of applicants is reviewed by the appropriate President’s Staff person (or designee) and may be reviewed by the President prior to the selection of candidates for interviewing.
The President’s Staff person appoints an Interview and Selection Committee (which may also serve as the Screening Committee). This Committee is comprised of college-wide employees to include administrative/professional faculty, teaching faculty, and classified/support staff. A Committee Chair will be elected from among the Committee members. This Committee will be briefed on the requirements of the position and the proper conduct of the interview. As a part of the briefing, a video will be viewed by all Committee members along with handouts discussing proper conduct of the interview. A member of the Employee Community Building/Affirmative Action Committee or person representing a minority or other ethnic group or nationality must be a member of the Committee. A diverse Committee is encouraged. The Interview and Selection Committee will be informed it is a recommending body only; final selection, in the form of a recommendation to the President, lies with the President’s Staff person (or designee).
The interview process must include a formal assessment of each candidate’s speaking and writing abilities. Written communication skills can be evaluated by requiring candidates to submit a written statement of one or more pages on a topic relevant to the job responsibilities. Any requests for written and/or oral presentations will be identified and discussed with the candidates in advance of the formal interview. Applicants invited to the college for interviewing may be asked to bring work samples of a specific nature; i.e., spreadsheet, formal letter, or invitation design.
The President’s Staff person (or designee) is encouraged to conduct reference checks on the candidates interviewed. Reference check documentation will be retained by the Human Resource Office for EEO/AA reporting and audit purposes and will not become a part of the applicant’s file.
The President may interview candidates for vacant classified positions.
All persons conducting interviews (to include Committee members, supervisors, President’s
Staff person and the President) will complete an “Interview Evaluation” form (Appendix #3) on
each candidate. This form will identify strengths and weaknesses. The Committee Chair will
maintain a listing of questions asked of the candidates. These documents will be retained by
the Human Resource Office for EEO/AA reporting purposes and will not become a part of the
applicant's file.
The President’s Staff person in charge recommends the final choice and reviews proposed salary with the President. The final decision lies with the President.
The President’s staff person (or designee) will contact the successful candidate to make the offer of employment. When a verbal acceptance is received, the Human Resource Manager is instructed to prepare a Letter of Agreement confirming the offer of employment. The remaining candidates that were interviewed are contacted by telephone with a follow-up letter by the President’s Staff person (or designee) notifying them that the position has been filled.
Applicants not interviewed for a position will be notified in writing that the position has been filled. The Human Resource Office will be responsible for providing this notification.
All documents from the Committee(s), the President’s Staff person and/or designee, and the President will be forwarded to the Human Resource Office. Required documents will be retained for EEO/AA reporting and audit purposes.
The President’s Staff person (or designee) will announce the new hire to the College. The President’s Staff person (or designee) will also introduce the new employee to the President on the first day of employment. The new employee will meet with the Human Resource Manager to complete the documentation for payroll. An official personnel file is established at this time and is retained in the Human Resource Office.
The President’s Staff person in charge (or designee) directs the selection process.
If the position is advertised, the same steps outlined in Section VIII are followed. It is encouraged by the Human Resource Office to advertise all wage position vacancies.
If the position is not advertised, the recruitment/selection process is at the discretion of the President’s Staff person (or designee).
The President’s Staff person (or designee) announces the new hire to the College. On the first day of employment, the President’s Staff person introduces the new employee to the President.
The new employee will also meet with the Payroll Officer to ensure all required documentation is complete. The new employee will be given time sheets for recording work hours and a pay schedule indicating when the time sheets are to be submitted and the pay dates. An official personnel file is established at this time and is retained in the Human Resource Office.