NCA Self-Study Committee

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Eastern Illinois University

NCA Self StudyCriterion 2 DocumentsEastern Illinois University Year 2014Hiring Procedures for AdministrativePositionsNCA Self-Study CommitteeThis paper is posted at The Keep.http://thekeep.eiu.edu/eiunca integrity docs/34search eiu.edu  Go search our directory  go Office of Civil Rights and DiversityContact UsCivil Rights and DiversityTitle IX CoordinatorEastern Illinois University1011 Old MainCharleston, IL 61920-3099Phone: (217) 581-5020Fax: (217) 581-3599Email: civil@eiu.eduHiring ProceduresAdministrative Positions, Continuing and TemporaryIntroductionAmerica draws its strength and vitality from the diversity of its people.Eastern Illinois University is enriched by building a pluralistic campus thatcelebrates and draws upon the talents of all its students, faculty, and staff.Eastern Illinois University provides equality of opportunity in education andemployment for all students and employees. Discrimination is precluded byUniversity policy and federal and state statues. It is strictly prohibited.Following are guidelines that outline the recruitment and employment processfor A&P positions.(return to top of page)Getting StartedSend the Form A to the appropriate supervisor and the Vice President ifnecessary. Although the Form B cannot be signed by the OCR until the FormA is approved by the Vice President, it will expedite the process if you submitit to Civil Rights. If there are questions, they can be addressed while the FormA is being reviewed by the Vice President.Before a search for a position can begin, the appropriate paperwork must becompleted. Form A, which authorizes the search, must be approved by theappropriate line supervisors and the Vice President or President whenapplicable. Form B, the recruitment plan, is developed by the Hiring Agent andapproved the Civil Rights Director. After the Form B has been approved byOCR, the office will forward the "Applicant Tracking Spreadsheet" to thedepartment. This tool should be completed and submitted to OCR at theCandidate Selection (Form C) stage.(return to top of page)RecruitmentAccording to the employment policy, the Hiring Agent and the Civil RightsDirector must discuss the composition of the screening committee andrecruitment and retention efforts for persons from underrepresented groups.The Hiring Agent is responsible for developing a recruitment plan thatencourages the formation of a large, diverse, highly qualified applicant pool.Networking within the field is important. Normally, a Vice President or thePresident is not required to sign the form B unless the position reports to thatperson.The Recruitment Plan (Form B) should address the following items:Position DescriptionThe position description should describe those duties regarded as essentialto the specific position being advertised and also those duties expected of allother comparable administrators in the department. Attach the vacancyannouncement to the Form B. This announcement should be the basis for alladvertising.(return to top of page)Recruitment and Advertising ProcessThe Hiring Agent shall list the specific recruitment sources to be used,including national, highly visible publications, professional newsletters,electronic postings, and other relevant sites. The Hiring Agent, with theapproval of the Civil Rights Director, shall identify additional specializedstrategies to recruit applications from underrepresented persons for theposition, including, but not limited to, directly recruiting potential applicants.The Hiring Agent is responsible for ensuring that the position announcementappears in the University Newsletter.If, after the Recruitment Plan has been approved, the Hiring Agent orScreening Committee Chairperson deviates from the approved plan, the CivilHiring ProceduresIntroductionGetting StartedRecruitment Position DescriptionRecruitment and Advertising ProcessScreening CommitteeEmployment ProcessConfidentialityApplication Process Candidate Selection ProcessInterview Process ReferencesOffer of AppointmentCompleting the ProcessTemporary AdministratorsHomeAbout the OfficeEmployment OpportunitiesEmployment ProcessOnline FormsCivil Rights ComplaintsPrograms and TrainingPolicies and ProceduresFaculty and Admin DataCivil Service Employee DataStudent DataAthletics DataVeterans DataEEO/AA Questions and AnswersH1-B Visa InformationRights Director shall approve any change.The vacancy announcement and advertisement must state what is acomplete applicant file, and the review or closing date for application. Thevacancy announcement shall carry the following statement: "Eastern IllinoisUniversity is an Affirmative Action/Equal Opportunity Employer --minority/female/disability/veteran -- committed to achieving a diversecommunity.” Advertisements with limited space may close with the following:"AA/EOE -- minority/female/disability/veteran."(return to top of page)Screening CommitteeThe screening committee plays a very important role in the hiring process.The primary goal of recruiting and hiring highly qualified applicants is betterachieved by bringing together individuals who understand the requirements ofthe position and are committed to the goals of the department. Theprocedures regarding screening committees are as follows:The Hiring Agent must list the members of the screening committee anddesignate the Hiring Agent of the screening committee in the RecruitmentPlan. The Committee Chairperson cannot be a direct report of the positionthat is being filled. The Civil Rights Director, or designee, may serve as anex-officio member of the screening committee. If, after the Plan is approved,any change occurs in the committee composition, the Hiring Agent shall notifythe Civil Rights Office at the time of the change. Screening Committeesshould be limited to seven members including the Chairperson unlessapproved otherwise.The Hiring Agent shall describe in the Recruitment Plan the scope andfunction of the screening committee in reviewing applications, recommendingpotential candidates, interviewing, and providing commentary on the finalcandidates to the Hiring Agent. The chairperson of the committee shallendeavor to achieve a diverse composition.The committee shall be convened and meet regularly.The plan shall include a tentative timetable of important dates in the screeningprocess.Refer to IGP #11 Conflicts of Interest in Employment.(return to top of page)Employment ProcessAfter approval of Form A and the Form B/Recruitment Plan, the Hiring Agentor designee shall announce the vacancy and carry out the Recruitment Plan.The Hiring Agent is responsible for the employment decision. The HiringAgent is responsible for providing guidance and support to the designatedScreening Committee Chair regarding the entire employment process. At thebeginning of the screening process, the Hiring Agent shall explain to thescreening committee its duties as outlined in the Recruitment Plan.ConfidentialityThe Hiring Agent and chairperson of the committee are responsible forensuring that all application materials are secured. Only persons serving onthe screening committee, the Civil Rights Director, and the appropriate VicePresident shall have access to applicants' letters of reference or transcripts.All screening committee deliberations are confidential and may only be sharedwith those directly involved in the employment decision.Application ProcessAll letters of interest and credentials shall be directed to the designatedscreening committee chairperson, as indicated in the Recruitment Plan. Thechairperson, or designee, shall acknowledge all letters of interest or ensurethat the online system acknowledges applicants.The Chairperson is responsible for obtaining a complete applicant file asdescribed in the vacancy announcement. Unless using Interfolio, the Chairperson is responsible for ensuring that allapplicants are sent an EEO Survey Link and information about thedepartment, the University, and the community. The EEO Survey Link isavailable from the Office of Civil Rights.(return to top of page)Candidate Selection ProcessNo candidates may be invited for interviews until the Form C is approved bythe Hiring Agent, the Civil Rights Director, and the Vice President, ifdesignated in the Recruitment Plan. The Screening Committee shall functionaccording to the charge outlined in the Recruitment Plan and expressed atthe organizational meeting.The Hiring Agent prepares the Form C and submits it with files to theappropriate supervisor and then to the Office of Civil Rights for review andapproval. Unless indicated otherwise in the Recruitment Plan, the Civil RightsOffice will return the Form C and files back to the department.No invitation can be extended to the candidates until Form C has been signedand returned to the Chairperson/Unit. The Hiring Agent or the ScreeningCommittee Chairperson is responsible for inviting candidates to campus forinterviews. Appropriate actions will be taken by the Hiring Agent and the CivilRights Director to ensure that the Recruitment Plan has been followed.Additionally, if the candidate pool is of insufficient quality, size, or diversity, thedecision may be made to reopen the screening process, to fill the positiontemporarily, or to cancel the screening process.When the Form C has been signed by all applicable parties, the departmentshould communicate the University's policy on reimbursement of interviewexpenses and may specify a salary range, rank/title, and informationconcerning the type of position. Salary and rank/title must be approved by theappropriate supervisor and the Vice President.(return to top of page)Interview ProcessIn order to insure that the appropriate affected constituencies are included inthe interview process, the Hiring Agent will establish the interview schedule.The Hiring Agent or designated Screening Committee Chairperson mustensure that the candidates' evaluation forms are distributed at each interviewsession. Other signed memoranda or communications may also beconsidered by the committee.The Hiring Agent, or the designated Screening Committee Chairperson,following the guidelines of the Recruitment Plan, is responsible for preparing acomposite summary of the evaluations of the interview sessions, summarycomments from the screening committee, and reference information. Thismaterial and all files are forwarded to the Dean with the Form D and theapplicant files. The Supervisor shall be responsible for submitting the requestfor reimbursement of interview expenses of candidates to the VicePresident's Office. Additionally, the university does not tolerate discrimination.Please review the Illegal or Inappropriate Topics List before speaking withreferences.(return to top of page)ReferencesChecking references is a valuable tool in the employment process. Theemployment policy provides that the Hiring Agent is responsible for ensuringthat the final candidates' references have been appropriately checked, andthat the credentials are appropriate for the advertised vacant position. Thescreening committee may also wish to contact references at other timesduring the screening process. This is permissible, but please keep in mindthat all candidates must be treated as equally as possible. If you are callingoff the list provided by the candidates, it is highly recommended that younotify the candidate first.It is expected that reference checks be conducted in teams wheneverpossible. This practice helps ensure that accurate notes are taken during these conversations. The same core questions should be posed to eachcandidate's references. Specific questions germane to each candidate mayalso be pursued. Please review the Illegal or Inappropriate Topics List beforespeaking with references.(return to top of page)Offer of EmploymentNo offer of employment may be made until the appropriate Vice President orPresident and the Civil Rights Director have signed the form D.After consultation with the department screening committee, the Hiring Agentshall submit the Form D and the candidates' complete application (including aletter of interest, a current vita, letters of recommendation or reports fromtelephone references, and transcripts for all candidates interviewed),composite summaries of the interview session comments, and summaries ofthe screening committee's comments to the Office of Civil Rights forapproval.After reviewing this packet of material and clarifying any issues, the Office ofCivil Rights shall forward the Form D and accompanying materials to the VicePresident for approval.The President's Office or Vice President's Office, upon approval of therecommendation, shall send an offer of appointment with a return datespecified. The offer shall also explain that the new employee shall completean Employment Eligibility Form (I-9) within the first three days of reporting tothe University.The Human Resources Office shall be responsible for collecting theEducational Loan Default Certification and the Statement of Child SupportObligation as required by statue. The Human Resources Office shall also beresponsible for ensuring that the I-9 Form is completed at the time of on-campus employment.The President's Office or Vice President's Office shall notify appropriatecampus offices of acceptance or rejection of the offer.The Vice President's Office is responsible for ascertaining the retirementstatus of current and prospective employees related to coverage by SURS.(return to top of page)Completing the Employment ProcessThe Hiring Agent or designated Screening Committee Hiring Agent shall notifyall unsuccessful candidates.The Hiring Agent shall submit the request for reimbursement of interviewexpenses of candidates to the Dean/Director's Office.The Hiring Agent shall retain in a secured site for a five-year period allapplicant files, screening committee summary comments, and Hiring Agentnotes.(return to top of page)Acting (Temporary) Administrators and Reassigned/ExpandedAdministrative DutiesIf a Hiring Agent is contemplating filling an administrative position with atemporary appointment, a rationale shall be prepared which explains thereasons for filling the vacancy with a temporary appointment, describes howthe affected constituencies will be consulted regarding the person to benamed in the position, and states when the national search is projected tobegin to fill the vacancy. An appropriate length of time shall be set aside forconstituents to forward comments to the Hiring Agent or Senior LineSupervisor. This rationale must be approved by the Civil Rights Director andthe appropriate Vice President before the Hiring Agent may proceed withactions to name an acting administrator.If a Hiring Agent is contemplating reassigning an administrative position orexpanding the duties and scope of an administrative position, a rationale shallbe prepared which explains the reasons for this action and describes how theaffected constituencies will be consulted regarding these changes. Anappropriate length of time shall be set aside for constituents to forwardcomments to the Hiring Agent or Senior Line Supervisor.The rationale must be approved by the Civil Rights Director and theappropriate Vice President before the Hiring Agent may proceed with actionsto reassign the administrative position or expand the duties of anadministrative position.(return to top of page)  Eastern Illinois University :: 600 Lincoln Avenue :: Charleston, IL 61920-3099 :: 217-581-5000 :: Contact Us :: Maps & DirectionsPrivacy Statement :: Confidentiality Statement :: Mission Statement :: Federal and State Mandated Information :: Alert EIU

Hiring Procedures for Administrative Positions

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Hiring Procedures for Administrative Positions

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