EMPLOYMENT PROCEDURES
The following procedures apply to all regular full-time and regular part-time positions. Exceptions to these policies may be granted by the president where there are extenuating circumstances (i.e. acting positions, promotions). The procedures are designed to assure the success of the affirmative action program at the College and the appointment of qualified personnel. Any Pellissippi State faculty or staff member who feels these procedures are not being followed is encouraged to contact the director of Human Resources and Affirmative Action at 694-6607.
II. Duties and Responsibilities of Search Advisory Committee and/or Hiring Supervisor
A. Solicit nominations from institutions, groups, and/or individuals likely to generate other-race applicants.
B. Complete Direct Contact forms documenting that telephone conversations, meetings, correspondence, etc. have been made with qualified other-race individuals to encourage their applications for the vacancy. (All faculty and administrative searches require completion of direct contacts. Support staff positions in departments that are underutilized also require direct contacts.)
C. Request nominations from professional organizations, discipline-related groups, and organizations devoted to leadership training.
D. Attend Search Committee Orientation conducted by the Human Resources and Affirmative Action staff.
E. Review job description and impartially evaluate credentials of all applicants.
F. Develop and then submit a list of interview questions to the director of Human Resources and Affirmative Action.
G. If serving on interview committee, participate in all interviews and complete an Applicant Interview Rating form on all persons interviewed.
H. Provide consultation and an unbiased perspective to assist the Committee in making a recommendation.
III. Steps In The Employment Process
A. Beginning the Search
1. The Search Advisory Committee shall obtain Recruitment Packet from Human Resources and Affirmative Action (available in hard copy, on Human Resources’ homepage, and via e-mail).
2. Determine method of directing hire, i.e., individual supervisor or committee (faculty and administrative staff require a committee of at least three people).
3. If using committee, select individuals to serve on the Search Advisory Committee (all committees must include other-race and/or minority members, when practicable).
4. Write a proposed job description following the format of sample description available in Human Resources and Affirmative Action (also available on Human Resources homepage and via e-mail).
5. Select appropriate media for advertising, e.g., bulletin boards, and/or appropriate publications, and/or newspapers and/or professional journals and the Tennessee Employment Security office.
6. Obtain supervisor’s and vice-president’s signatures.
7. Return completed packet and related materials to Human Resources and Affirmative Action for review and approval.
B. Advertising the Search
Following review and approval of the Recruitment Packet by the director of Human Resources and Affirmative Action, Human Resources and Affirmative Action will develop the advertisement for publication.
1. Faculty and administrative positions will be advertised locally and nationally in newspapers, appropriate publications, discipline-specific journals, etc.; support staff positions will be advertised locally in newspapers, the Employment Security office, etc. In addition, Human Resources and Affirmative Action prepares a Positions Open list on a regular basis and sends this list to appropriate organizations via e-mail and regular mail as well as to the Tennessee Board of Regents (TBR) office.
2. Positions advertised externally will have a review date of 14 calendar days from last date of advertisement in publications.
3. Positions approved for internal advertisement will have a review date of five working days from date of advertisement.
C. Accepting Applications
1. In order to be considered an applicant for an advertised position, individuals must submit a completed and signed Pellissippi State Employment Application and must submit other requested materials, e.g., resume, copies of transcripts, diploma, etc., prior to the review date.
2. Applications are accepted via fax, mail or in-person.
3. A separate application must be completed for each position (applications may be copied).
4. The College is not required to keep unsolicited applications.
D. Evaluating Applications
Prior to the applications being released to the Committee/Hiring Supervisor, the Human Resources and Affirmative Action staff will conduct a training session with the Committee/Hiring Supervisor on the search process.
1. Following the review date, Human Resources and Affirmative Action staff will complete an initial screening of applicants identifying those that meet the minimum requirements for the job. The Human Resources and Affirmative Action staff will review the qualified applicant pool and approve its composition prior to releasing the applications to the committee. (If the qualified applicant pool has inadequate representation of minority and female applicants, the director of Human Resources and Affirmative Action may request that additional efforts be made to recruit qualified minorities.)
2. After screening, the applications of those applicants meeting the minimum requirements will be forwarded to the Committee/Hiring Supervisor.
3. The Committee/Hiring Supervisor will evaluate all applications (a standardized form will be used for evaluation) using the advertised requirements for the position. Following evaluation, the Committee/Hiring Supervisor will select applicants for interview.
4. An Interview Request Memo will be completed and returned to Human Resources and Affirmative Action along with written interview questions and any special instructions for the applicants (e.g., teaching presentation). The Human Resources and Affirmative Action Staff will review the candidate list and possibly add additional candidates for interview. The director of Human Resources and Affirmative Action will review questions prior to scheduling interviews.
E. Scheduling Interviews/Interviewing
1. After the interview memo and questions have been reviewed and approved, the Human Resources and Affirmative Action staff will schedule interviews with the listed candidates. The candidates will be told the expected length of the interview, the number of committee members that will interview the candidate, the location where the interview will be conducted, and other special instructions, e.g., teaching presentation.
2. The Human Resources and Affirmative Action staff will notify the Committee/Hiring Supervisor of interviews scheduled and the location of the interviews.
3. A structured interview process will be used.
4. All interviewees for faculty positions will be required to give a 10-15 minute teaching presentation during the interview.
5. As in the evaluation of applicants, documentation of interview results must be completed. Interview Rating forms are provided to Committee members for this purpose. Each Committee member must complete a form for each candidate interviewed.
F. Recommending/Appointing An Applicant
1. Prior to a recommendation being made, three professional reference checks must be completed. (If a candidate has been employed one-year at the College and has applied for a job in another department or for a full-time job, reference checking is not required.)
2. Professional references should be individuals (preferably supervisors/prior supervisors) outside of the College. Signed applications allow the committee to contact “each reference, former employer, educational institution or any other organization(s) to provide, as required, all information that may be sought in connection with” the application.
3. All positions require a criminal background check before a recommended candidate can be hired. Certain positions require additional background checks before a recommended candidate can be hired, e.g., cashier, security officer, etc.
4. Following interviews for support staff positions, the Committee/Hiring Supervisor will complete three professional Reference Check forms on recommended candidate(s). The Hiring Supervisor will complete a Recommendation Memo and obtain the signatures of supervisor and the divisional President's Staff member before submitting all interview materials and forms to Human Resources and Affirmative Action.
5. If the position is a faculty or administrative position, the Committee will prepare a Strengths/Weaknesses memo listing the top three interviewed candidates and their strengths and weaknesses. The appropriate vice-president will review the memo and the credentials of the selected candidates and direct Human Resources and Affirmative Action to schedule interviews. After the vice-president interviews the candidates, he/she will direct the Committee Chair, director or department head to complete three professional Reference Checks on his/her recommended candidate. The Committee will return all interview materials to Human Resources and Affirmative Action for compilation into the search file.
6. Human Resources and Affirmative Action staff will compile the search file and the director of Human Resources and Affirmative Action will review for compliance with appropriate policies, procedures, and laws. Following review and certification, the search file will be forwarded to the President for approval. Following approval, the director of Human Resources and Affirmative Action will notify the Vice-President/Committee Chair/Hiring Supervisor of approval and the approved salary.
7. All recommendations will be accompanied by supporting materials, e.g., reference checks. For personnel appointments requiring Tennessee Board of Regents (TBR) approval as stipulated in TBR Guideline No. P-010, the Human Resources and Affirmative Action staff will submit the recommendation portfolio to TBR. Job offers will not be made until TBR approval has been received.
8. For faculty and administrative positions, the appropriate Vice-President will make the job offer to the approved candidate. For support staff positions, the Committee Chair or Hiring Supervisor will make the job offer.
9. When an offer is made, the candidate will be told of any required documents, including official transcripts of all course work, which must be submitted prior to the beginning employment date.
G. Notifying Applicants
All applicants will be notified in writing when a position has been filled.
Source: Tennessee Board of Regents, Policy No. 5:01:00:00
Source: Tennessee Board of Regents, Guideline No. P-010
Approved: Executive Council, March 4, 1991
Editorial Changes, April 22, 1993, July 11, 1994, November 22, 2006
Approved: President Allen G. Edwards, January 22, 2002