ࡱ> ] lbjbj{{ 41\1\d ...8f rd.Q($$$jPlPlPlPlPlPlP$SUXP$$$@$$P P>&&&$&$&&zC/%H(ձP<QHDV%XVPKVKD$$T&$$$$$PPT&$$$Q$$$$V$$$$$$$$$ :  POLICY AND PROCEDURE Title: Recruitment and Selection of Professional Staff Policy No.: 0.00 Department: Human Resources Contact: Vice President for Business Affairs Policy In support of its mission, 鶹ӰԺ shall recruit and select qualified, diverse, and responsible faculty members of outstanding ability and nature to serve both academic and administrative professional roles. In this endeavor, as delegated by the Nevada System of Higher Education (NSHE) Code (Title 2, Chapter 5, Section 5.4.1), 鶹ӰԺ shall use the recruitment and selection procedures provided in this policy to select and hire the best available outstanding candidates to fulfill the duties of positions recruited for. The President of the College is the sole appointing authority for the College (NSHE Code Title 2, Chapter 5, Section 3) and shall have final authority on all aspects of the recruitment and selection process. College recruitment and selection must conform to all requirements of NSHE Code as well as all other applicable State, Federal, and local laws and regulations. 鶹ӰԺ shall conform to all Affirmative Action and Equal Employment Opportunity requirements in effect. Procedures Position Recruitment 1.1. Determination of Open Positions. At the beginning of each academic year, the President of the College shall approve the list of positions for which recruitment may be conducted during the year. This may be updated throughout the year as needed. Academic faculty positions shall be determined in concert with the Faculty Senate Department Chairs Committee, the Vice President for Academic Affairs, and the Vice President for Business Affairs. The Department Chairs Committee and the VPAA will make recommendations on the priority for specific positions within the disciplines, and the VPBA will make recommendations on the number of positions that may be funded. Administrative faculty positions to be recruited will be determined in concert with recommendations from the Vice Presidents of the College. 1.2. Position Announcements. For approved positions, position descriptions shall be created within the position announcement template provided by the Human Resources Department. Position descriptions shall provide an overview of the position and the minimum professional qualifications and responsibilities of the position. A closing date for the acceptance of applications and the salary range shall be stated. These shall be created by those current employees most familiar with the role of the position to be announced, potentially with input from knowledgeable people from outside the college. Position announcements must be approved by the supervising Vice President and Human Resources. If possible, it is best to create announcements through the Search Committee for the position. When the position announcement is complete, the appropriate Vice President shall complete the recruitment authorization form and forward it to the VPBA. 1.3. Position Advertising. The scope and duration of position advertising shall be determined with the creation of the announcement. Advertising should be as broad as reasonable and affordable to create an adequate pool of qualified applicants for the position. 2.0 Search Committee 2.1. Committee Formation. The selection process is coordinated through the office of the appropriate Vice President or Dean supervising the function of the position. The Vice President or Dean shall consult with existing department employees and those members of departments potentially affected by the position to form an ad hoc Search Committee. Unless otherwise authorized by the President, search committees shall be composed of a minimum of five members that reflect the diversity, expertise, and roles at 鶹ӰԺ. At least one member shall be a representative of the Personnel Committee as designated by the chair of the Personnel Committee. Non-voting ex officio committee members may be included in search committees; people not employed in a professional or classified position by the college must serve only in an ex officio capacity. Human Resources shall be informed of the membership of the committee. 2.2. Search Committee Member Roles. 1. Search Committee Chair. The Vice President or Dean responsible for the position shall assign the chairship of the committee to one of its members. This will generally be a person in a leadership role for the function of the position, such as a department chair, but may be anyone familiar with the function of the position. The Vice President or Dean may serve as chair if deemed appropriate and approved by the president. The committee chair shall have general responsibility for a timely, thorough and fair search following all relevant procedures and legal requirements. This should include scheduling and leading meetings that will include such activities as developing a position announcement, identifying recruitment strategies, scheduling interviews, creating interview questions, making recommendations for selection among candidates, and others as required of the search. The chair also serves as a regular member of the committee. 2. Personnel Committee Representative. The person designated as the representative for the Personnel Committee is primarily charged with monitoring adherence to established policies, procedures, and legal requirements to assure a fair search process. This person is also a regular member of the committee in all regards in the recruitment and selection process. For searches that occur at times when members of the Personnel Committee are not available, such as during the summer, an individual from Human Resources may be assigned to the Search Committee in this role. 3. Regular Membership. All regular members of the search committee shall have the same level of responsibility and contribution to the process. No one members vote shall carry more weight than another. 4. Ex Officio Members. Members designated as ex officio may meet with the committee and contribute input and opinion during the process. However, they have no vote in determinations in any matter. Vice Presidents and Deans supervising the positions being recruited may assign themselves as ex officio members of the respective search committees. 2.3. Committee Confidentiality. Each member of a Search Committee shall complete the Human Resources Search Committee Confidentiality form before having access to any applicant materials or information. Search committee members should consider potential conflicts of interest with candidates. Search committee members must disclose any personal relationship or potential conflict of interest to the Human Resources Department, in which the Vice President for Business Affairs will consult with the appropriate Vice President or Dean to determine if the committee member can remain on the committee. The Personnel Committee representative should also make the Personnel Committee Chair, Human Resources, or the Vice President for Business Affairs aware of any potential conflicts they perceive. Confidentiality must be maintained throughout the entire process and after its completion. This includes any communication with people outside of the committee regarding any aspect of individuals having applied for the position being recruited, and any other activity that could compromise the integrity of the search. Search Committee confidentiality is permanent; it shall be maintained throughout the formal searches and after searches are completed. Discussion between members of the Search Committee outside of a committee meeting should be avoided and never conducted in any manner that would be available to unauthorized individuals. 2.4. Committee Training. It is imperative that all search committee members comply with all matters of confidentiality and conformity to policies and legal requirements relating to the recruitment and selection process. To this end, at the first meeting of each search committee, the representative of the Personnel Committee serving on the Search Committee shall provide the relevant information to the full committee as specified by Human Resources. At the beginning of each academic year, Human Resources will provide training to the members of the Personnel Committee to assure they deliver all required and appropriate information required for searches. 3.0 Application Acquisition and Review 3.1. Application Submissions. Applicants for professional positions shall submit application materials electronically to Human Resources through the 鶹ӰԺ Consensus recruiting software. Initial applications will be entered within Level 1 of Consensus. A member of the Human Resources staff shall notify applicants in the event required materials are absent. After the closing date, incomplete applications shall be removed from the search. All complete applications are placed in Level 2 of Consensus by Human Resources staff. Application packets elevated to Level 2 must include: 1. Completed online application; 2. Letter of interest; 3. Resume/Curriculum vitae; and 4. Three contacts for references and/or three current letters of recommendation 5. If the minimum qualifications for the position require a degree, certificate, or particular courses, unofficial transcripts should be present prior to interview. In consideration of disabilities, technological barriers, or other circumstances, an application may be submitted outside of the electronic system. In such cases, after affected candidates have contacted Human Resources, this department will contact the Search Committee chair to establish how such applications will be handled. Human Resources staff shall notify all candidates not elevated to Level 2. 3.2. Application Review and Rating. Level 2 applicants shall initially have their qualifications evaluated relative to the minimum qualifications list. All candidates in Level 2 meeting minimum qualifications shall be elevated to Level 3. This determination shall be made by the chair of the search committee, perhaps in consultation with other committee members and supervising Vice President and/or Dean. In the event few or no applicants meet the minimum qualifications, the appropriate Vice President and/or Dean and Human Resources will be notified. In this situation, the recruitment period may be re-opened for continuing recruitment or other options may be considered including rewording the job description. Human Resources staff shall notify all candidates not elevated to Level 3. Level 3, except in special circumstances approved by Human Resources, is where applications are reviewed and rated by search committee members within the Consensus recruiting software program. Committee members should not rate applicants within Consensus until they are placed in Level 3. Ratings shall be based on factual information available within the applications, and not on personal speculation about candidates. The Consensus program enables Search Committee members to rate applicants individually and the software summarizes overall ratings. Level 3 candidates shall be reviewed together at a meeting of the Search Committee. The Consensus summary of ratings at this level shall be distributed by the Search Committee chair at this meeting. The committee will review and deliberate the qualities of candidates to determine which are best qualified and acceptable for interviewing for the position. Meeting minimum qualifications does not in and of itself assure that a candidate is acceptable for further consideration for a position. All candidates considered well qualified shall be elevated to Level 4. Human Resources staff shall notify all candidates not elevated to Level 4. Level 4 candidates may be considered for interviews. As a general rule, the college may reimburse some travel expenses for up to three candidates based on current Human Resources reimbursement guidelines. If there are more than three candidates that the committee would like to interview, there may be a round of telephone interviews at Level 4 to reduce the number of potential candidates. All candidates considered well enough qualified for live interviews shall be elevated to Level 5. Human Resources staff shall notify all candidates not elevated to Level 5. Level 5 is for only those candidates the committee considers acceptable for live interviews. The number of applicants placed into Level 5 may be more than the actual number to be interviewed. The candidates ranked highest by the Search Committee at this point shall be given the first opportunity to accept invitations for interview. Alternate candidates may be identified should the highest ranked candidates not accept interviews. Summary of Consensus Levels: Level 1: Initial collection of all applications Level 2: Complete applications Level 3: Applicants meeting minimum qualifications established for the position Level 4: Better qualified candidates that may be considered when ranking for interviews Level 5: Highest ranked candidates that may be invited for interview Depending on the search, the naming of the Consensus levels may vary. 4.0 Candidate Interviews The final pool of applicants shall be interviewed on campus. In exceptional circumstances, other arrangements may be required. Exceptions will be approved by the appropriate Vice President and in consultation with the VPBA. Interview settings for each finalist must be the same, for example, no mixing of phone and face-to-face interviews. Interviews will only be conducted with individuals who meet the minimum qualifications and are rankedamong the top qualifiers for the position as advertised. 4.1. Contacting Candidates and Scheduling Interviews. Upon selecting either the preliminary or finalist pool of candidates to interview, the search chair shall coordinate with the appropriate Vice President and associated assistant to make interview arrangements. Generally, the assistants are responsible for coordinating staff and candidate schedules for travel, interviews, and facilities arrangements. Interview schedules typically include meeting with the appropriate Vice President, a campus tour, the formal interview with the Search Committee, and a teaching or skills demonstration. The President may also wish to meet with candidates. It is critical for the search chair to work closely with the assistant in making arrangements. Preliminary interviews generally only require arrangements of time, Search Committee location, and contact information. If a teaching or other type of demonstration is applicable, the time and location should be announced so that other members of the 鶹ӰԺ community may participate. It is encouraged that an evaluation of the demonstration by the audience be utilized, and if used, must be the same for every candidate for the position. Teaching or demonstration topics must be of a similar nature for each candidate within a search. In-person interviews may involve interactions in a social setting. Depending on budget and time considerations, 鶹ӰԺ may provide lunch, dinner, or other engagement arranged by the search chair and the assigned assistant. This gathering may include only the candidate (and spouse if present), all or select Search Committee members, and appropriate Vice Presidents or Deans. Arrangements must be similar for all candidates for a position. 4.2. Interviewing Candidates. The Search Committee shall conduct interviews of candidates before final selection recommendations. Interviews of the finalist candidates shall be conducted in-person unless otherwise authorized by Human Resources and the President. In some cases, it may be deemed appropriate by the Search Committee to have preliminary interviews of candidates. For all interviews, interview questions must be developed by the Search Committee and approved at least three business days in advance by the VPBA or designee. Questions must relate to professional qualifications including, but not limited to, knowledge, experience, performance, competence, philosophy, and suitability to the position. Before interviewing each candidate, the Affirmative Action statement must be read to the candidate and committee by a selected member of the Search Committee. All questions must be asked of all candidates and in the same order, preferably by the same person. The full committee should be in attendance for each interview. Those who cannot attend all interviews must abstain from any vote for candidates advancing in a pool. Preliminary Interviews. On Level 4 of the selection process, it may be deemed appropriate by the Search Committee to have preliminary interviews of several applicants to assist in deciding the finalist interview pool. This is not a required step. These interviews are typically of shorter duration and with fewer and different questions than finalist interviews. They are typically carried out at distance, either by telephone or other electronic communication method. Interview communication must be the same for each candidate. For example, there shall be no mixing of telephone and other types of electronic communication in interviews for the same position. From the preliminary interviews, finalists may be selected for in-person interviews based on their qualifications as stated in their applications and answers to the preliminary interview questions. Finalist candidates are advanced to Level 5. Finalist Interviews. The finalist pool of applicants shall be interviewed in-person (including interactive video) on a 鶹ӰԺ campus. In exceptional circumstances other arrangements may be used. Exceptions will be approved by the appropriate Vice President and in consultation with the VPBA. The finalist pool will typically have the top three candidates as determined by deliberation of the Search Committee. More than three candidates may be interviewed; however, only up to three applicants for any single professional position search may be reimbursed for travel for the interview, based upon current Human Resources reimbursement guidelines. The committee may interview less than three candidates if less than three are deemed acceptable for interview or if less than three candidates accept an offer for interview. Interview settings for each finalist must be in the same format. There may be no mixing of phone and in-person interviews. Finalist interviews shall always consist of at least an in-person interview with the Search Committee and a personal meeting with the position supervisor usually Vice President or Dean to discuss salary, benefits, conditions of the position, and the general setting and attributes of the College. Finalist interviews may also include a teaching demonstration or other demonstration of professional abilities and a meeting with the President. Other components of the interview may be included, so long as they relate to determining the professional ability and appropriateness of the person(s) being interviewed, and that all interviewees for the same position are subject to the same requirements. 4.3. Reference Checks. There must be an attempt to contact applicant references by telephone for at least the top ranked candidate for any position before an offer of employment is made. The reference calls shall be made with two or more representatives of the committee in attendance. Reference questions must be approved in advance by Human Resources, and are generally no more than may be asked in about 10 minutes. The responses to reference calls shall be shared with the Search Committee. 5.0 Candidate Selection Upon completion of all interviews, the Search Committee Chair shall convene a meeting of the full committee to deliberate the qualifications, strengths, and weaknesses of the candidates interviewed. The perceived fit of the candidates into the college community may be a consideration. The acceptability of candidates and the ranking of those deemed acceptable will be determined by the consensus of the committee. Ex officio committee members or members who could not attend all interviews may participate in deliberations, but may not have any vote or say in the final consensus. The committee chair shall then meet with the appropriate Vice President or Dean to discuss the recommendations, and then write a memorandum of recommendation representing the consensus of the Committee. The memo shall be addressed to the Vice President overseeing the position. The memo should be properly formatted on 鶹ӰԺ letterhead and sent as an email attachment or as a paper document. In addition to standard memo formatting information, the memo shall include the following information: The names of the candidates interviewed Which candidates, if any, are recommended as acceptable for the position The ranking of the acceptable candidates from highest to lowest A brief summary of the strengths and/or weaknesses that led to the recommendations The approval of recommendation by the Vice President shall be forwarded to the President. Final approval of recommendation to offer a position to a candidate and the salary to be offered are at the sole discretion of the President, based on the information and recommendations received. The Vice President or Dean supervising the position shall contact the highest ranked and approved candidate to offer the position with salary and other relevant information. If the highest ranked candidate does not accept the position, the process will continue down the rankings until reaching the end of the list of acceptable candidates. Soon after a candidate has verbally accepted an offer of a position, a professional new hire contract agreement worksheet will be completed and forwarded to Human Resources. Human Resources will mail an official offer letter to the candidate for signature. The same individual making position offers to candidates shall also be responsible for contacting the candidates for whom an offer will not be made. If no acceptable candidates accept the offer of the position, the search shall be declared finished. The options of reevaluating the need for the position or re-advertising for the position shall be deliberated as if the search is beginning anew. 6.0 Closing the Interview Once an offer has been accepted by a candidate, or if no suitable candidate has been placed in the position, the search is closed. Search Committee members must destroy all applicant materials. Confidentiality is maintained after a search closes. The Human Resources department will work with the Search Committee chair and appropriate Vice President to ensure that all paperwork related to the search is completed. Human Resources shall also contact any who were not interviewed to inform them that they are not being considered for the position. Approved by Presidents Council: September Approved by Faculty Senate: August Revised by Faculty Academic Standards Committee & Office of Academic Affairs: Reformatted & updated by Presidents Council: September Contact the assistant to the President for any questions, changes, or additions. Relevant NSHE Code Title 1, Article VII, Section 4.e.2: The President is: To be the appointing authority for all professional personnel in the member institution, subject only to the Nevada System of Higher Education Code, and to execute personnel contracts Title 2, Chapter 1, Section 1.1: Definitions As used in the Nevada System of Higher Education Code, the terms set forth below have the meanings stated herein: (a) "Academic faculty" means: (1) For the universities, instructional, research and library faculty, as defined by the Board of Regents, and (2) For the state college and community colleges, instructional, counseling and library faculty, as defined by the Board of Regents. (B/R 1/03) (b) "Administrators" means administrative faculty employed in executive, supervisory or support positions, as defined by the Board of Regents. (B/R 4/91) Title 2, Chapter 5, Section 5.3: Appointing Authority The president of each System institution shall be the appointing authority for all faculty of the System institution. No employment contract is valid without the president's signature and a contract form which has not been signed by the president is considered an instrument of negotiation and is not a binding contract or offer. The president shall have the authority to issue a contract for employment for any approved or budgeted position, except as otherwise stated in Subsections 1.6.1 and 5.4.2 of the Nevada System of Higher Education (NSHE) Code. Title 2, Chapter 5, Section 5.4.1: Recruitment Procedures. Each System institution shall develop procedures for recruitment and selection of faculty. These procedures shall be published in the administrative manual of the System institution. Such procedures shall be consistent with the provisions of the NSHE Code. Title 3 Chapter 1, Section 3.r: Statute requiring all personnel actions taken by state, county or municipal departments, agencies, boards or appointing officers to be based solely on merit and fitness reasonably and properly imposes upon the governing board of the University of Nevada the obligations that it imposes on other state, county and municipal boards, namely the obligation to make hiring and retention decisions on the basis of merit and fitness and not on an immaterial factor such as age, sex, race, color, creed or national origin. Board of Regents v. 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