4.9.1 Recruitment, Selection, and Hiring Procedure
Related Minnesota State Board Policy: 1B.1 Equal Opportunity and Nondiscrimination in Employment and Education
Related Minnesota State Board Procedure: 1B.0.1 Reasonable Accommodations in Employment, 1B.2 Affirmative Action in Employment
Purpose: To set forth the processes involved in the recruitment, selection, and hiring of people into college positions with transparency and in alignment with the principles of equity, inclusion, and accessibility.
Part 1: Position Approvals. Prior to posting a vacant position, there must first be an approved position description that is within the correctly authorized classification. The position must also be funded and approved for requisition.
Subpart A: Approved Position Description. A position description is approved when Human Resources confirms classification through designated decision makers and approves each of the elements within the description.
Subpart B: A position is considered funded when it already exists or is the subject of a New Funding Request approved within the most recent two (2) years. Positions that are vacant for two (2) years or longer must apply for new funding through the college-mandated approval process.
Subpart C: A position is approved for requisition when it has been approved by both the supervisor and the Vice President over the division within which the position resides.
Part 2: Searches
Subpart A: Use of Search Advisory Committees. Whenever possible and subject to approval from Human Resources, each search will utilize a search advisory committee to ensure a diverse perspective of people assessing each candidate. Human Resources shall maintain guidelines for assembling such committees and the training requirements of committee and chair members.
The goal of each search advisory committee is to equitably evaluate candidates and forward finalists to the hiring supervisor that are in the best interests of the college and in alignment with the college’s strategic goals.
Subpart B: Job Postings and Recruitment. All vacant positions must be posted for the minimum posting requirements based on the position type and as dictated by contract, law, or policy, using the applicant tracking systems managed by Human Resources.
Human Resources shall maintain guidelines for job postings that comply with federal, state, and local laws, policies and procedures, and collective bargaining agreements. Human Resources will also maintain guidelines for where and how to post job postings with the goal of sourcing diverse and well-qualified candidate pools. While Human Resources will maintain a budget for job postings, additional job postings may be requested and paid for by departmental funds from which the position resides.
Subpart C: Candidate Screening. Human Resources shall maintain guidelines for screening candidates and moving successful candidates through to the Search Advisory Committee and Hiring Supervisor. The Affirmative Action Officer or designee will review candidate selection and add candidates in alignment with the college’s Affirmative Action Plan and College Policy 4.7 Affirmative Action at designated times throughout the screening process as established by the guidelines. The supervisor of the position will interview, at a minimum, the final candidates for the position.
Part 3: Candidate Selection and Hiring
Subpart A: Reference and Background Checks. Human Resources will conduct reference and background checks as required by federal, state, and local laws, contracts, and policies. Human Resources may also maintain guidelines in addition to those minimum requirements.
Subpart B: Appointment. Human Resources shall maintain the guidelines for making an offer of employment to a candidate, obtaining salary approval, and the steps in making an official appointment into a position.
Policy History:
Owner: Vice President of People & Culture
Date of Adoption: January 2024
Date and Subject of Revisions:
Next Review Date (4 years): 2028
Related College Policies and Procedures:
4.5 Reasonable Accommodations
4.5.2 Reasonable Accommodations for Job Applicants Procedure
4.7 Affirmative Action
4.10 Administrator Hiring