Resume Screening Worksheet - DOC by oax62801

VIEWS: 0 PAGES: 9

More Info
									   3301 W. 18th Avenue
   Emporia, KS 66801
   (620) 341-2300 FAX: (620) 343-7252           Flint Hills Technical College
   sharmon@fhtc.net




Memo
   To:      Division Chairs and Program Directors and all search committee chairs
   From:    Steve Harmon, Director of Human Resources
   CC:      All Faculty and Staff Hand books
   Date:    7/14/2011
   Re:      Procedures and Forms for human resources needs



  This memorandum contains updated human resources procedures and forms.
  Please insert these pages into your human resources section of your employee
  handbooks.

  Things to remember:

  If you are hiring an adjunct temporary position (one year or less and not full-time)
  this position does not need to be posted nor a search committee established.
  However if you are seeking applications you MUST go through the process
  to ensure a fair selection.

  NOTE: Adjunct faculty cannot work more than 630 hours per fiscal year.

  If you are hiring a temporary hourly worker you do not need to conduct a search.
  (examples include student employees, work-study etc.) However if you are
  seeking applications you will need to go through the search process to ensure a
  fair selection.




   1
2/1/08
Updated Hiring Procedures for:
Faculty, Unclassified/Classified Staff (excluding adjunct, temporary, work study)

Procedures:
Step 1. Authorization to Begin Recruitment

Prior to beginning recruitment, the supervising administrator/division chair submits a completed FORM A
Staffing Request to the HR office, along with an updated or new position/job description outlining the
duties and qualifications of the position to be filled. Visit the HR office and if you need help
developing/updating a job description. We would be glad to help with the revisions.

The “FORM A”
This form outlines to the marketing and human resources staff who will be leading the search,
conducting the search and where to post your job description(s). This form also identifies who will be the
budget manager in charge of the salary allocation.

Funding for the position will be verified by the business office. If the position is new, the business office
will work with the supervisor to establish a position. If the position already exists, the recruitment process
can proceed to Step 2.

Step 2. Establishment of a Search Committee

The primary responsibility of the search committee is to develop a qualified, diverse applicant pool; to
screen the pool based on the requirements of the position, and to interview/recommend qualified
candidates to the President/CEO.

The President/CEO or designee will select an employee to serve as chair of the search committee. The
designated chair will establish a search committee ensuring that the committee represents diverse
interests. Union representatives will be contacted to get nominations for search committee participation.

A. Search committee composition for faculty searches will have at least:

        One division chair
        One administrator
        Two faculty members
        One student (if available)

B. Search committee composition for administrator/unclassified positions with campus-wide
   significance will have at least:

        two administrators (one designated as chair)
        two faculty members
        one classified staff
        one student (if available)

C. Search committee composition for classified positions will have at least:
    One administrator (designated as chair)
        One faculty member
        One classified staff
        One student (if available)




  Page 2
Step 3. Preparation of Notice of Vacancy

Creating a broad and diverse pool of candidates is one of the most important components of the search
process. It is the task of the Search committee chair, the marketing director, and the human resources
director to ensure publication of a position in a manner which will bring it to the attention of a large
number of potential candidates.

The Notice of Vacancy is a recruitment tool which can be mailed to interested applicants and sent to
other agencies for posting purposes. Prior to placing advertisements in local or national publications, the
supervisor works with marketing and the human resource office to prepare the notice.

Step 4. Development of Evaluation Criteria

Once the recruitment plan and Notice of Vacancy have been approved and applications are submitted,
the search committee shall meet to develop forms for the screening and selection process. The criteria
used in evaluating a candidate’s qualifications for a position must be job-related and correspond directly
to the Notice of Vacancy. To ensure that this standard is met, each search committee shall prepare:

1. Applicant Screening Form - contains job-related and professionally relevant criteria to be used to
evaluate the credentials for all applicants. A sample/template will be included with each search
committee chari packet.

2. Interview Questions - The questions must be job-related and should be open- ended. A mini-
lecture may be used as part of the interview process. The same set of questions or assignment must be
asked of each candidate. Interview questions must be approved by the business office prior to being
used. The questions should be typed and distributed to the members of the committee prior to the
interview.

Step 5. Responding to Applicant Inquiries/Application Materials

When initial letters of inquiry and application materials are received, the human resources office will send
an acknowledgment response. If application materials are missing; for example, transcripts or reference
information, the applicant will be notified that the application is incomplete. Note: Unofficial transcripts are
acceptable for the screening process; however, the successful candidate must provide official transcripts
at the time of hire if requested to do so by the administration. All applications and cover letters are sent
to the human resources office or, if designated, the search committee chair.


Step 6. Screening the Applicants

Members of the search committee should agree to make themselves available to all aspects of the
selection process. If they are unable to make a commitment to the process, they should decline the
committee appointment. Only members of the search committee who have interviewed all selected
candidates will be allowed to participate in making the final recommendations.

The search committee will evaluate and screen candidates in accordance with the position description
and the approved evaluation process.

Each search committee member will be given a file containing a list of applicants, copy of the
Notice of Vacancy and/or position description, and search instructions. All notes, rating sheets,
responses to questions, and reference check information should be kept in this file. At the
conclusion of the search process, these files are to be given to the search committee chair who
will deliver them to the human resources office.




  Page 3
Please note, all materials associated with a search process are subject to disclosure upon appropriate
notification and/or subpoena should the College’s process be challenged in the form of a discrimination
complaint by an authorized agency or the courts.

Applications are not to be removed from the human resources office , but copies will be available for
review during regular business hours. No appointment is necessary.

Each committee member will review the application materials of each candidate and complete an
Applicant Screening Form for each candidate. The committee chair or designee or the committee
working together will compile the results of the individual analyses to determine a short list of applicants
whose knowledge, skills, and abilities most closely meet the needs of the hiring unit and position as
advertised. If a large number of applications are submitted, the committee may give the chair initial
screening responsibilities to reduce the applicant pool size to exclude candidates who clearly fail to meet
the position requirements.

Step 7. Interviewing the Candidates and Making the Final Recommendation

When the pool has been deemed adequate and the semi-finalists have been selected, the search
committee must meet to reach agreement on the candidates to be invited to interview. The search
committee may choose to conduct telephone interviews, on-campus interviews, or both. The search
committee shall interview candidates as a whole committee.

At least three references must be contacted before conduct of any interviews. A
sample/template reference check form is included with each search committee chair packet.

NOTE: Ensure search complies with any provisions for faculty that are required under the master
contract.

At the end of the search, all materials related to the search are to be turned in to the committee chair
who will deliver them to the human resources office. for the The supervisor position will notify and
make a formal offer to the selected candidate. Supervisor’s please work with the human resources
director to prepare the details of the positin offer. The committee should plan for candidates who decline
acceptance offers. It is the choice of the committee if rated candidates may receive an offer upon
declination of top candidate.

Step 8. Selection of Candidate

After the position is filled, the human office will send status letters to those not selected for an interview
and to those interviewed but not selected. Applicant files and records of all search committee meetings
and interviews will be kept in the human resources office, both during the search and after the search is
completed. Said records will be destroyed by the human resources office in accordance with State of
Kansas record retention regulations. Once a position is accepted the human resources office will
followup with the selected candidate and setup a time for the person to complete new employee
enrollment/orientation with the benefits manager (Amy Larson). The human resources director will
complete the FORM C to ensure salary rate and budget information is completed.




  Page 4
                              Search Committee Chair Responsibilities

   Prepare a search committee roster
   Convene the initial and subsequent meetings of the search committee. Explain the search process
    (develop criteria, review/rate applications, select interview candidates, conduct interviews, make
    recommendations) and establish time lines.
   After the committee has selected semifinalists to interview, the chair shall send a list of the semifinalists
    to the President/CEO’s office. The President/CEO may add additional candidates to be interviewed if a
    determination is made that the interview pool is adequate.
   Once the interview list is approved by the business office, the chair shall schedule interviews for those
    candidates to be interviewed. This task may be delegated to a member of the search committee.
    Reserve a room for interviews. If presentation equipment is needed; for example, an overhead
    projector/screen, make arrangements for the equipment to be placed in the room prior to the interview.
   Encourage full participation by all committee members. Seek their input when establishing the rating
    criteria and developing the interview questions and make sure all committee members take part in
    asking the interview questions.
   Prepare and submit a hiring recommendation.

    NOTE: Americans with Disabilities Act
    In accordance with the Americans with Disabilities Act (ADA), applicants have the right to request a
    reasonable accommodation to assist them through the search/interview process. If an applicant inquires
    about a reasonable accommodation, contact the Equal Opportunity Officer immediately to seek advice
    on how to handle the request.




      Page 5
                              NEW HIRE CHECKLIST (Faculty/Staff)
       FORM A COMPLETED                                                                                        SUPERVISOR
       Job description updated                                                                                 Supervisor/HR office
       Notice of Vacancy posted by Marketing office                                                            Student Services
       Posting placed in mailroom                                                                              HR Director
       Applications collected                                                                                  HR Director
       Search Committee & Chair receive interview packets                                                      HR Director
       Search Committee:
             o    Develops screening matrix/chart based on job description & position notice                    Chair/Committee
             o    Screens applicants and selects interview list                                                 Committee
             o    Chair selects persons to conduct reference checks -passes out reference forms                 Chair/assigned
             o    Committee develops and finalizes question list for interviews                                 Chair/committee
             o    Reference check results shared with committee                                                 Chair
             o    HR office schedules interviews based on time/guidance provided by committee                   HR Director

       Interviews conducted
        Beware asking the following questions of an applicant before being hired:
        • Date of birth                                                               • Whether child care has been arranged for the
        • Maiden name, Previous married name, marital                                 children
        status                                                                        • Reasons which would prevent an applicant from
        • Name of spouse                                                              maintaining employment
        • Spouse’s occupation and length of time on the                               • Ancestry
        job                                                                           • National origin/race
        • Spouse’s place of employment                                                • Age
        • Number of children and their ages                                           • Sex
        • Arrest record                                                               • Religion
        • Convictions may be asked about, but you may                                 • Affiliations with: a) communist party, b) union
        not refuse employment before conviction unless it                             • Garnishment of wages
        is a bona fide job qualification

         This information may be obtained only after employment, and must not have any
         bearing on employment decisions.

    Candidates for Promotion:
    The information listed above also serves no purpose in evaluating an employee’s qualifications for promotion or transfer within the
    FHTC. Discussions with the employee’s current supervisor and review of the personnel records as to work performance and
    potential are far more valuable. Concentrate on the employee’s qualifications, performance, and potential to meet the job needs.

        Candidate selected: Supervisor makes formal offer by phone/in person AND
         in writing with position title and rate/salary.                                                        Supervisor/HR dir.
        Candidate accepts position. Notify HR director                                                         Chair/Supervisor
        Follow up with selected candidate and schedules time for person to meet with benefits manager          HR Director
        FORM C completed and new employee packet sent to benefits manager.                                     HR Director
        Benefits / new employee packet / checklist completed                                                   Benefits manager
        New employee orientation scheduled                                                                     Supervisor

                                       HIRING OF ADJUNCTS AND TEMPORARY EMPLOYEES

    The hiring of adjuncts and temporary employees is less time and paperwork intensive. Please use the following checklist if you are
    hiring a new adjunct faculty member or temporary employee (classroom aid, assistant or lab specialists)




     Page 6
                        NEW HIRE CHECKLIST (Adjunct, Temporary)
  PART I. IF CONDUCTING A SEARCH COMPLETE THE FOLLOWING. (If you choose to seek
  applications you will need to use this process. If not skip to Part II.)
       FORM A COMPLETED                                                                                        SUPERVISOR
       Job description updated                                                                                 Supervisor/HR office
       Notice of Vacancy posted by Marketing office if necessary                                               Student Services
       Posting placed in mailroom if necessary                                                                 HR Director
       Applications collected if conducting search.                                                            HR Director
       Search Committee & Chair receive interview packets                                                      HR Director
       Search Committee:
             o    Develops screening matrix/chart based on job description & position notice                    Chair/Committee
             o    Screens applicants and selects interview list                                                 Committee
             o    Chair selects persons to conduct reference checks -passes out reference forms                 Chair/assigned
             o    Committee develops and finalizes question list for interviews                                 Chair/committee
               o    Reference check results shared with committee                                               Chair
               o    HR office schedules interviews based on time/guidance provided by committee                 HR Director

       Interviews conducted
        Beware asking the following questions of an applicant before being hired:
        • Date of birth                                                              • Whether child care has been arranged for the
        • Maiden name, Previous married name, marital                                children
        status                                                                       • Reasons which would prevent an applicant from
        • Name of spouse                                                             maintaining employment
        • Spouse’s occupation and length of time on the                              • Ancestry
        job                                                                          • National origin/race
        • Spouse’s place of employment                                               • Age
        • Number of children and their ages                                          • Sex
        • Arrest record                                                              • Religion
        • Convictions may be asked about, but you may                                • Affiliations with: a) communist party, b) union
        not refuse employment before conviction unless it                            • Garnishment of wages
        is a bona fide job qualification

                   This information may be obtained only after employment, and must not have any
                   bearing on employment decisions.

           Candidates for Promotion:
           The information listed above also serves no purpose in evaluating an employee’s qualifications for promotion or transfer within the
           FHTC. Discussions with the employee’s current supervisor and review of the personnel records as to work performance and
           potential are far more valuable. Concentrate on the employee’s qualifications, performance, and potential to meet the job needs.

PART II. CONTRACTING OF ADJUNCT/TEMPORARY Employee
                  Candidate selected and adjunct/temporary contract approved (by president) prior to offer made.       Supervisor
                  Offer made to new employee and contract signed                                                       Supervisor/HR dir.
                  Follow up with selected candidate and schedules time for person to meet with benefits manager        HR Director
                  FORM C completed by supervisor                                                                       Supervisor
                  Salary report completed-new employee packet sent to benefits manager.                                HR Director
                  Benefits / new employee packet / checklist completed                                                 Benefits manager
                  New employee orientation scheduled/conducted                                                         Supervisor




       Page 7
Position Name:                      Resume Screening Worksheet

Screening Criteria: Select the set of skills and knowledge from the posted vacancy notice. Write a statement
that includes the experience, skills and knowledge you required. Use each item as a graded column in the
spread sheet below. Feel free to add columns. Please save final results and turn in with search packet to HR
when you are done.

Required Items (to be used in matrix)
1.
2.
3.
4.


Preferred (to be used in matrix)
5.
6.

Instruction: Check the box if the applicant meets the criterion as written above. Leave blank if the criterion is not
met. After reviewing all resumes, select interview pool based on the cut-off score and place a Y in the interview
column. Change the weighting of each question to meet your needs. Total is the points (weight) of each item
selected. Feel free to add columns based on # of required and preferred items listed form job description.

Applicant       #1             #2             #3             #4              #5             #6             TOTAL
                (weight= 3 )   (weight= 1 )   (weight= 1 )   (weight= )      (weight= 1 )   (weight= 1 )   Int Y/N
Ex. J Doe       X                             X                              X              X              7/Y
Ex. R. Doe                     X              X                                                            2/N




             Page 8
                                           REFERENCE CHECK QUESTIONS

To assist you with your reference checks please feel free to use the sample questions below. Please make
reference check BEFORE you contact person for interviews. It is recommended that you check prior employers
and known co-workers at previous employment as well as submitted reference list.

    Sample Reference Check Questions
        When did (name) work for your company? Could you confirm starting and ending employment dates?
         When did s/he leave the company?

        Why did (name) leave the company?

        What was her/his starting and ending salary?

        What was her/his position? Can you describe the job responsibilities?

        Could I briefly review (name's) resume? Does the job title and job description match the position that
         (name) held?

        Did (name) miss a lot of work? Was s/he frequently late? Were there any issues you are aware of that
         impacted her/his job performance?

        Did s/he get along well with management and co-workers?

        Was (name) promoted while with your company?

        Did (name) supervise other employees? How effectively? If I spoke to those employees, how do you
         think they would describe (name's) management style?

        How did (name) handle conflict? How about pressure? Stress?

        Did you evaluate (name's) performance? Can you speak to his/her strong and weak points? What was
         noted as needing improvement during this performance review?

        What was (name's) biggest accomplishment while working for your company?

        Would you rehire (name) if the opportunity arose?

        If I describe the position we are hiring for to you, could you describe how good a fit you think (name)
         would be for the position?

        Can you describe this person's experience working as a member of a team?

        Is there anything I haven't asked that you would like to share with me?




    3/22/04

    sh




           Page 9

								
To top