Recruiting & Hiring Procedures

Purpose

This policy is intended to strengthen and systematize the recruitment and hiring of Berea College employees. First, this policy informs each hiring unit (e.g., department, office, etc.) of the procedures required to hire new staff.  Second, this policy seeks to improve the quality and diversity of applicant pools and selected candidates. Third, this policy seeks to align recruitment and hiring practices with Berea’s institutional mission. If there are any questions about the intent or application of the following policies and procedures, please contact the Office of People Services.

Prior to Recruiting

1. Review the primary duties and responsibilities of the position and consider any necessary changes.  Determine what duties and responsibilities are essential for the employee to perform and what abilities are reasonably required for these tasks. Eliminate unnecessary criteria that might narrow the pool.  Non-essential duties should not be included.
2. A new or revised Position Description Form is required whenever a position is requested for recruitment. (All forms referenced in this policy may be obtained on the People Services web page or in the Office of People Services).
3. Complete the Staffing Request Form justifying the need for recruitment and submit it to the appropriate department head and Vice President or Dean for initial review and endorsement   Next, submit the endorsed Staffing Request Form along with the Position Description Form to the Administrative Committee for review and approval. 
4. With approval notification from the Administrative Committee, the recruiting process begins. The Secretary for the Administrative Committee will provide official notice to the Office for People Services when positions are approved. The nature of the search committee’s responsibilities (e.g., recruiting, screening, selecting, etc.) should be determined in consultation with the appropriate Vice President or Dean of the Faculty.

Recruiting

1. Employment advertising will be developed collaboratively between the hiring department and People Services. Advertising will be carefully placed to increase diversity within the potential employment pools. Consider where to advertise as well as venues where qualified diverse applicants could be notified and recruited. Undertake concerted efforts to reach applicants from historically under-represented groups. Enlist current employees for assistance whenever appropriate. Use professional networks to increase the diversity of the pool.  Advertising will be approved and placed by People Services or by the appropriate Vice President or Dean of the Faculty in consultation with People Services.
2. In seeking applicants from historically under-represented groups, it is important to identify the population being recruited and identify areas where applicants from these groups are present.  Applicants will be afforded an opportunity to provide voluntary demographic information which will be confidentially maintained by People Services. The overall applicant pool will be assessed by People Services for its quality, depth, and diversity. If the applicant pool is determined to be inadequate based on this information, People Services will consult with the hiring department and the appropriate Vice President or Dean of the Faculty to determine how the recruitment effort should proceed.
3. All applicants to Berea College are required to complete an Application to Join the College Staff .  Resumes can be attached to the fully completed Application. 
4. Prescreening, interviewing, and documentation methods (e.g. notes, etc.) are discussed with those who are involved in the interviewing process. All applicants considered for hire must be able to perform the essential duties of the position and meet the minimum requirements of the position. Additionally, People Services will be responsible for administering various assessment tools prior to interviews being scheduled. Attention will be paid to affording diverse candidates full consideration.
5. All materials received directly by hiring departments must be forwarded to People Services for appropriate recording and processing. At the appropriate time, People Services will provide the applications to the hiring department or search committee for review. The Director of People Services or the appropriate Vice President or Dean of the Faculty will assist the department or committee in determining candidates to be interviewed.

Interviewing

1. Each College employee who will participate in the interview process will receive a copy of the current Interview Guide  from People Services and must become familiar with its contents.
2. In preparation for the interview, interviewers must read the Recruiting & Hiring Procedures and the Interview Guide and should consider ways of making all applicants feel welcome before, during, and after their visit.
3. During the interview, each applicant should be asked questions about the Workplace Expectations (e.g., teamwork, integrity, etc.). Attention should be paid to the applicant’s background and experience relevant to the particular duties of the position, including experience working with or mentoring people of different races, cultures, and genders. Ask for examples of the desired behaviors. (See the Interview Guide.)
4. Ask the candidate the required questions found in the Interview Guide. Ask for any questions the applicant may have about the College and the position.

 Prior to Offer

1. Unless already obtained by the hiring department, work and/or personal references will be obtained by People Services, and this information will be communicated to hiring committee or department.  Due diligence should be exercised in following up on references and any questionable areas they may raise or indicate. All reference information and records must be sent to People Services at the end of the search.
2. To select an applicant for employment, the hiring supervisor will discuss with the Director of People Services, and with the particular division Vice President or Dean of the Faculty, the appropriate salary to be offered to the applicant. Salary determinations will be made based on the applicant’s relevant experience and only after a conducting review of similar positions within the department and across the College. Regional and national salary comparisons will be used as appropriate and available.
3. Once the salary determination is made, an offer of employment will be extended on behalf of the College by one of the following: the President, the appropriate Vice President, Dean of the Faculty, or the Director of People Services.

Post Offer

1. The Request for Personnel Action (RPA) Form must be completed, signed, and forwarded to People Services prior to the proposed hire date.
2. An appointment letter will be sent to newly hired employees by the Director of People Services (or the President, a Vice President, or Dean of the Faculty) and a copy of the letter will be forwarded to the hiring department.
3. A department-specific plan for orientation will outline how the new employee will be oriented and acquainted with staff, departmental procedures, policies, etc.
4. Newly hired staff members will be scheduled by People Services for benefits orientation and payroll enrollment normally within the first 48 hours of employment.
5. People Services or the hiring department will correspond with the remaining applicants in the pool to inform them that the position has been filled.

Approved by the Administrative Committee 11/25/03—Revised 11/30/04
Effective Date: 1/1/04