3.2 Contents

• 3.2.0 Introduction
• 3.2.1 Conflict of Interest in Employment
• 3.2.2 General Recruitment Procedures for all Personnel
• 3.2.3 Advertising the Position
• 3.2.4 Selecting the Candidate
• 3.2.5 Guidelines for Search Committees for Faculty Positions
• 3.2.6 Selecting a Candidate for a Classified Staff Position

3.2.0 Introduction

It is the policy of VHCC to provide equal employment and educational opportunities for all persons without regard to race, color, religion, national origin, political affiliation, veteran status, gender, age, or sexual orientation and for all otherwise qualified persons with disabilities.  This policy permits appropriate employment preference for veterans.

As noted in Section 3.1, all VHCC personnel are state employees designated as faculty or classified staff. The College adheres to the following state and VCCS policies in the recruitment and selection of personnel based on the two designations of faculty and classified staff:

Virginia Department of Human Resource Management Policy 2.10 - Hiring

VCCS Policy - Section 3 Human Resources - 3.3 Recruitment and Selection

VCCS Policy - Section 3 Human Resources - 3.14 General Policies - 3.14.0 Equal Employment Policy

3.2.1 Conflict of Interest in Employment

Purpose: It is the purpose of this policy to protect College personnel, and College Board members from any impropriety or appearance of impropriety that could undermine the integrity of the VHCC employment process.

Definition: For purposes of this section, immediate family shall be defined as any son, daughter, or spouse whether living in the employee’s household or not. Son and daughter shall include those related by blood, marriage, or adoption. Also included in the definition are all dependents residing in the employee’s or board member’s household and anyone for whom the employee or board member is a dependent.

General Provisions:

1. College Personnel: An employee of the College shall not exercise any control over the employment or the employment activities of a member of the employee’s immediate family and shall not be in a position to influence those activities.
   
   For example: A spouse of the president, or a member of the president’s immediate family, shall not be employed by the College. The spouse of a vice president, or a member of the vice president’s immediate family, shall not be employed in the area of responsibility of the vice president.
    
2. Local College Board Members: No member of the College Board shall apply for a full- or part-time position in the VCCS while serving as a member of a local college board. The College is prohibited from employing for remuneration, in any capacity whatsoever, either on a full- or part-time basis, a member of the College Board, or a Board member’s immediate family.
    
3. State Board Members: No member of the State Board shall apply for a full- or part-time position in the VCCS while serving as a member of the State Board. The College is prohibited from employing for remuneration, in any capacity whatsoever, either on a full- or part-time basis, a member of the State Board, or a State Board member’s immediate family.

3.2.2 General Recruitment Procedures for all Personnel

1. Establishing a Position: When a position vacancy occurs or a request for a new position arises, the immediate supervisor should complete a Request for Hire form. This request should be reviewed by the appropriate administrator(s) and, if approved, presented to the President’s Advisory Cabinet for review. The President’s Advisory Cabinet considers a number of factors when determining priorities for new hires. These include, but are not limited to, the following: historical review of positions; full-time faculty workloads, number, percent, and availability of adjuncts; productivity by discipline; state-level standards of SCHEV and VCCS; opportunities for extramural funds; projected long-term availability of funding; staff and administrative workloads and changing roles; projected future workloads. Upon recommendation from PAC and written authorization of the President, the supervisor will confer with the Human Resource Officer to develop an official job description and other related materials. The supervisor may include members of his/her staff or other individuals in the development of the job description.
    
2. Developing the Job Announcement: From the job description and related materials, the Official Job Announcement will be prepared by the Human Resource Manager. This announcement will include the following:
   1. Application instructions listing the closing date/time and all required documents to be submitted.
   2. Job specifications and qualifications.
   3. Any state, College, or funding agency (for grant-funded positions) restrictions including, but not limited to the following: a) rank or classification level, b) salary range; c) length of contract or appointment, and d) fringe benefits.
   4. AA/EEO statement.
   
   A checklist (VHCC Official Job Announcement Checklist) outlining the required documentation for each employee designation (classified staff and faculty) is attached and also available in the Human Resource Office.

3.2.3 Advertising the Position

1. Advertising a Faculty Position: The Human Resource Office will prepare and submit position advertisements in accordance with VHCC purchasing policies. The position postings and advertisements will be distributed in local, state and national publications as designated on the VHCC Recruitment/Selection Record. This form is completed by the Human Resource Manager and is attached and also available in the Human Resource Office. All advertised positions will be posted on the VHCC web site. The application closing date will be determined based on the publication dates of the advertisements. Applications received after the closing date and time will not be considered. Under certain circumstances, i.e., a hard-to-fill position, the option for advertising the position as “open until filled” may be used.
    
2. Advertising a Classified Staff Position: The Human Resource Office will prepare and submit position advertisements in accordance with VHCC purchasing policies. The position postings and advertisements will be distributed in local and statewide publications as designated on the VHCC Recruitment/Selection Record. This form is completed by the Human Resource Manager and is attached and also available in the Human Resource Office. All advertised positions will be posted on the VHCC web site. All classified staff positions must be listed in the state RECRUIT system for a minimum of five workdays. The application closing date will be determined based on the advertisement publication dates and the college’s recruitment needs. Applications received after the closing date and time will not be considered. Under certain circumstances, i.e., a hard-to-fill position, the option for advertising the position as “open until filled” may be used. Except in very unusual circumstances, VHCC staff position recruitments will be open to all state employees and the general public.
    
3. Prohibition on Using Personnel Agencies: No fees may be paid to recruit employees from personnel agencies.
   

1. The Applicant Pool: The Human Resource Office will assemble a folder for each job applicant including a review of the required documentation. All applicant folders will be made available to the supervisor as soon as possible following the application deadline. The Human Resource Office will also provide a copy of the Hiring Record Form including all the applicants’ names and addresses in both print and electronic format.
    
2. General Selection Guidelines: The Human Resource Manager reviews all applications and provides a checklist of required elements. All applicant folders are then provided to the supervisor and committee for selection review. All applications in the applicant pool will be reviewed by the search committee (if applicable) and the supervisor, including an evaluation of the candidates’ qualifications, credentials, and capacity, to derive a pool of applicants for interview. Appropriate reasons for not selecting candidates for interview will be recorded on the Hiring Record Form. Interviews will be conducted with those selected candidates to determine the final candidate to be recommended for hire.
    
3. Selecting a Candidate for a Faculty Position: A Search Committee will be used to assist in the selection of candidates for all administrative and teaching faculty positions. The supervisor is responsible for determining the membership of the Search Committee in accordance with VHCC guidelines and for calling the organizational meeting. The roles and responsibilities for Search Committees are outlined on the Guidelines for VHCC Search Committees for Faculty Positions document that is attached and also available in the Human Resource Office.

3.2.5 Guidelines for VHCC Search Committees for Faculty (Administrative and Teaching) Positions

3.2.6 Selecting a Candidate for a Classified Staff Position

The supervisor is responsible for the selection of candidates for classified staff positions. It is generally recommended that the supervisor designate a selection panel to assist in the hiring process. The supervisor shall be responsible for determining the membership of the panel and for calling the organizational meeting. Panel members should represent a diverse population; become familiar with the basic responsibilities of the position; normally be in the same or higher role than the role being filled; receive appropriate training on lawful selection; and hold confidential all information related to the selection process. The supervisor and the panel should adhere to the general standards for search committees (see Guidelines for VHCC Search Committees for Faculty Positions) including following all AA/EEO standards, keeping complete and accurate records of committee meetings, and filing all necessary paperwork with appropriate offices. The supervisor should ensure that the appropriate administrator(s), including the president, have the opportunity to meet with the candidates when they are interviewed.

Generally, testing candidates for classified staff positions is not permitted. Supervisors should contact the Human Resource Manager regarding any testing of candidates.

Upon selection of a candidate, and completion of the Hiring Record Form, the supervisor will make a recommendation to the appropriate vice president. Upon final recommendation by the Vice President of Instruction and Student Services and Vice President of Finance and Administrative Services, review by the Affirmative Action Officer and the Human Resource Manager, and concurrence by the President, the President and the Human Resource Manager will notify the recommended candidate, by means of a Hiring Proposal, which shall contain any special conditions and which shall state the deadline for acceptance.

The supervisor will notify unsuccessful candidates in writing.