Human Resources

The steps outlined in this process may require the completion of one step prior to proceeding to the next step, and in some instances the steps can occur simultaneously.

The decision to fill a position may be due to a vacancy, the creation of a new position, delegation of duties, or an increase in the department responsibilities. A completed Request to Recruit form (see Chapter 8, exhibit 1) and an accurate position description (see Chapter 8, exhibit 2) must be presented to the Management Team for approval, prior to beginning any recruitment activities.

Positions that are to be placed in the Broadband System, must be assigned to a job family by Human Resources prior to recruitment.

The Request to Recruit form requests the following information:

• Department
• Functional Title
• Type of Position
• Current Job Description
• Date Position Available
• Type of Funds
• Benefit Eligibility
• Minimum Qualifications(see Chapter 3, page 1)
• Preferred Qualifications (see Chapter 3, page 1)
• Justification attachment (see Chapter 9, exhibit 1) must be completed and attached to the Request to Recruit form.

1. List major responsibilities of postion;

2. Projected costs;

Salary

Operating expenses

Other funding issue

3. Value added to the college.

4. Data relevant to support need for position (Examples may include, but not limited to);

Supporting data relevant to position request

 

Current workload

 

License requirements

 

Other opportunities for reorganization of duties/responsibilities

 

Enrollment data

 

Retention/Completion rates

 

Placement rates Salaries of graduates

 

Labor supply/demand information Number of full-time and part-time employees in department

 

NCA requirements

 

Department accreditation requirements

5. Impact if position is not filled;

What programs/courses/services will be lost

 

What other ways could service be provided

 

Impact on workload of remaining staff

6. Other issues or concerns that may need consideration;

Once a decision has been made to fill the position through a recruitment process, the Hiring Manager (VP/Dean/Director), in concert with Human Resources will develop a recruitment plan. Human Resources will assist in identifying appropriate recruitment strategies and resources to make the best use of the recruitment budget. Human Resources staff will also help to ensure the recruitment plan, including the vacancy announcement, advertising time lines and application procedures comply with NDSCS's requirements.

External Announcements: Human Resources is responsible for communicating directly with target media recruitment sources to obtain costs, advertisement deadlines and placement of advertisements. All recruitment sources used are to be documented on the Request to Recruit form.

Human Resources has established a mailing list which includes: women's and veteran's organizations, agencies for persons with disabilities, and civic, social, and ethnic community action groups and organizations that foster equal employment opportunities for underutilized groups. Human Resources utilizes this mailing list for all benefitted, open to the public, vacancy announcements. Labels for other appropriate mailing lists will be provided by the Hiring Manager.

It is important to note that NDSCS requires a completed application to be submitted by all applicants. A resume will not be accepted in lieu of an application. All completed applicant materials are to be returned by the applicant to the Human Resources Office. Job Service will forward all completed applicant materials to the Human Resources Office.

Faculty/Management Positions must include: Job Category 2000, Job Family 0000 and in some cases Job Family 1000 and 3000

NDSCS Application

 

Cover Letter indicating interest in position

 

Resume

 

Copies of Transcripts - Official transcripts will be required of successful candidate

 

List of three professional references

Staff Position must include: 4000 -7000 job families and in some cases, job families 1000 and 3000

NDSCS application

 

Application materials listed above may be asked for, depending on the position.

Step 4: Establish Search Committee

Human Resources will work in conjunction with hiring manager to select the search committee members. Recommendations from others will be considered when appointing this committee. The committee will include diverse representation of the college population and the members should be able to provide a variety of perspectives on the role and function of the vacant position. A multi-cultured environment is strengthened by the contribution of a search committee comprised of individuals from various ethnic and cultural backgrounds. Committee membership should also include women and minorities. This promotes a diverse perspective in the screening process and reduces the chance for overt or inadvertent discrimination.

Please Note: If at anytime during the search process a committee member does not believe an objective evaluation can be done on a known applicant or there is a conflict of interest, the committee member will withdraw from the search committee.

A listing of search committee members and their campus extensions, will be maintained by Human Resources. A chair will be selected by the search committee after the search committee members have been determined.

• Faculty Search Committees may have as a minimum, Dean of area, two faculty, and one staff. Any appropriate external participation and student(s) is optional.
• Management Search Committees may have as a minimum, supervisor of position, two peer colleague positions, two faculty, and two staff. Any appropriate external participation and student(s) is optional.
• All other Search Committees may have as a minimum, three members and must include the hiring manger (Vice President/Director/Dean). \

Prior to beginning work on a search, the Search Committee will be convened by Human Resources for orientation and to give the committee its formal charge.

The most important responsibility of the search committee is to screen applicants-that is, to evaluate their job qualifications and to subject them to even more scrutiny to determine which individual is best qualified for the position and best meets the institutions needs (best fit). The search committee and human resources will work jointly to determine the techniques to be used to screen applicants. Follow the steps outlined in the Screening Process (see Chapter 5).

Prior to beginning the review and screening of application materials, the Human Resources Director will determine if there is a sufficient pool of qualified candidates. If the candidate pool is not sufficiently diverse according to NDSCS's Affirmative Action efforts, the search will be expanded and re-advertised. The screening process will not start until the Human Resources Director and the President or the President's designee sign off that the candidate pool is sufficiently in terms of qualifications. At this time the search will be expanded and re-advertised.

All screening/interview documents are to be submitted to Human Resources for retention in the official recruitment file.

All applicants/candidates are given written notification of their status by the Human Resources Office following the completion of each step in the screening process.

The Vice President/Dean/Director or Human Resources is responsible for checking references on all candidates advanced to the final interview stage. This should not be delegated to the Search Committee. A minimum of three professional references must be completed. Reference checks must include the candidate's current or most recent supervisor. The results of the reference check must be recorded on NDSCS's reference check form and forwarded to Human Resources upon completion. Reference questions and format must be approved by Human Resources prior to contacting references. Reference Checks, see Chapter 7

For staff positions (generally Bands 3000-7000), three references are required for the finalist only.

When selection decision is approved by the President, Human Resources will make the job offer to the selected candidate. After the candidate accepts the position, the President or designee will notify the search committee and the college community of the search outcomes. Human Resources will provide a short biography of the individual hired into the position.

The ranked list of candidates from the final interview stage may be utilized for future vacancies in the same position for a period of 12 months following the date of the initial interviews.

A. Internal announcement will be completed prior to utilization of an eligibility list.

B. If this option is selected, the recruitment process may begin with the final interview.

C. When multiple vacancies exist simultaneously for the same position, the hiring manager will receive one additional name on the list of eligible candidates for each additional vacancy. e.g. If there are two vacancies, the supervisor will select from the top four candidates on the ranked list.