Checklist for Chair of Search Committee

The chair of the search committee is responsible for ensuring that the following activities related to the selection process are completed:

Pre-Recruitment

Job Description (prior to advertising) - Hiring Manager/Dept. Chair/Director Responsibility

• Hiring Manager obtains official position description from HR and updates if necessary.
• Hiring Manager e-mails position description with update(s) highlighted in "yellow" to Bob Woodbery.
• He will review and return for final approval and signature.
• The revised position description should be signed by both the Hiring Manager and the supervisor of the Hiring Manager.
• The signed position description gives HR authorization to advertise once the job requisition has been approved. This is also the "official" position description to be used by search committees in the selection process.
• For new positions or reclassification requests, please contact Christopher Chellberg in HR Compensation @ Ext 2692.

Search Committee Approval - Hiring Manager/Dept. Chair/Director Responsibility

• Follow the Employment Process Manual when appointing a search committee. An EA/EO representative must be included when the open position is administrative, faculty, or career service (pay grades W10 - W28), Staff and Office Support (pay grades WA through WE), and Technical (pay grades T10 - T70).
  • Contact Lonnie Thompson (Equity Coordinator) at 407.708.2069 to request equity representation on the search committee.
• Complete HR-200to indicate and obtain approval of search committee members.
• Once approved by the Hiring Manager, Dean/Director, Equity Coordinator, and Vice President, this form is forwarded to HR.

Training

• Distribute copies of the Employment Process Manual or share portions of the Manual with committee members.
• Arrange for an EA/EO representative (possibly the EA/EO representative on the search committee) and a member of the HR staff to brief the committee chair on lawful inquiries, interviewing practices, and College procedures prior to the first committee meeting. Complete and return the Search Committee Checklist - HR-120.

Screening Criteria

• The search committee convenes to develop written guidelines, procedures and evaluative criteria to be used during the selection process. This also should be completed prior to reviewing any applicant files.
• All applicants for faculty, professional and administrative positions must complete 45 minute, timed writing sample, on-site, prior to the first on-site interview. The President or her designee must approve exceptions.

Paper Screening

Applicant Files

• Search committee members may review the applicant files beginning the Wednesday after the position closes.
• Please schedule a pick-up time and date with Dianne Higgins - 407.708.2641 or Beverly Smith - 407.708.2606 so they can make the applicant files available for check-out . Note: Applicant files cannot be released to the committee chair until HR training has taken place.

Paper Screening Checklist

• Develop a paper-screening checklist using the position description as a reference point (see HR-125 for a sample paper-screening form).
• The paper-screening checklist should be approved by the committee chair with a copy forwarded to HR prior to on-site or telephone interviews.

Select Applicants for Interview and Obtain EA/EO Approval

• Search committee screens applications and selects applicants to be interviewed.
• Keep a record of screening criteria and evaluation of applicants.
• Extend Veteran's Preference when appropriate. The Veteran's Preference rule applies to Administrative, Professional, Career Service, Staff and Office Support and Technical positions at Seminole Community College.
• List applicants selected for interviews on HR-130
• The EA/EO representative must review and approve the list before it is sent to HR and before applicants are invited to interview.

Regrets Letters Sent to Applicants Not Selected for Interview

• HR will send regrets letters to those applicants who were not selected for interview.

Interviews

Before the Interview

• Committee Chair provides committee members a copy of the current job description, interview questions, applications, transcripts (if applicable), and resumes.

First Interview Confirmation

• Invite applicants to the first interview.
• Complete HR-135 to detail interview arrangements. This form may be edited as needed.
• Send a copy of the invitation to each applicant.
• The Applicant Travel Reimbursement Request Guidelines and coversheet - HR-140 + IRS Form W-9 is sent to those applicants who are eligible for reimbursement via e-mail with confirmation from applicants that the information was received, read and understood. All travel reimbursement claims are to be mailed directly by applicants to Human Resources for processing within 60 days of on-site interview.
• Copy applicant files of individuals to be interviewed. For faculty positions, a telephone interview may precede the first on-site interview.

Telephone Interviews

• Telephone interviews may be conducted for faculty positions.
• Telephone interviews are used to narrow a pool of applicants and are not intended to replace the first or second on-site interview. (See Employment Process Manual regarding telephone interviews.)

Writing Samples

• Administer writing sample exercise to each candidate prior to his/her first on-site interview. (See Employment Process Manual regarding On-Site Writing Samples.)

Conduct First On-Site Interviews

• The search committee chair and equity rep will ensure that on-site interviews are consistent with established HR practices.
• Structured interviews will be conducted by using job-related open-ended questions.
• Each committee member will ask the same set of questions of each candidate.
• Inquiries regarding arrest records or convictions should be avoided at the committee level.
• Discussion regarding salary and/or benefits should be avoided at the committee level.
• Promises of contract length or any employment guarantees should not be conveyed to candidate.

Voting/Selection for Second Interview

• Retain tally of search committee voting and advise committee to retain notes and voting records for a minimum of two years in a confidential file.
• Complete HR-150 to indicate the applicants recommended for second interviews by the search committee or hiring manager.
• The applicants selected should be listed in alphabetical order, not by rank.
• Send the form to the Hiring Manager with a copy to HR.
• After consultation with appropriate administrator, the committee chair or hiring manager invites selected candidates for second interview.
• Committee chair calls and/or sends letters (HR-155) to applicants who were initially interviewed, but not selected for a second interview, to thank them for their interest and their time.
• Please do not discuss the reasons for not selecting the candidate. Refer inquiries of this nature to Human Resources Staffing Manager or Director of HRD and Employee Relations.
  

Background Checks and Regrets Letters

• HR will initiate background checks on candidates who have accepted employment with SCC on their date of hire or soon thereafter. Employment is contingent until background results have been received and reviewed by Human Resources.
• The Hiring Manager or designee will call and/or send letters(HR-155) to those applicants who were interviewed a second time, but not selected as finalist (this is usually done once an offer and acceptance has been received by HR).
• Note: Background checks - Usually allow three to five business days for in-state searches, longer for out-of-state searches.

Confirmation Letters and Notification Letters

• Follow-up with written confirmation of interview arrangements to applicants selected for a second interview.
• Ensure they understand travel reimbursement criteria for second interviews, if applicable.

Conduct Second Interviews

• The Hiring Manager, the supervisor of the Hiring Manager, and the chair of the search committee, usually conduct the second interviews.
• The involvement of the search committee chair is strongly recommended in order to ensure continuity throughout the process.

Selection - Hiring Manager

Reference Checks

• The Hiring Manager conducts reference checks on the selected candidate and completes the Reference Checks - HR-210.
• Reference check information is attached to recommendation paperwork and forwarded to dean, director.
• Always attempt to contact previous supervisors and avoid friends, peers and relatives.

Recommendation to Hire

• Complete the Recommendation to Hire Form (Full-Time Emp).
  
• Forward the Recommendation with the Reference Checks -HR-210 and candidate's application to dean or director for approval.
• If the recommended starting salary is above the minimum for the classification, attach supporting documentation for HR review and approval by the President.

Post Selection - Human Resources

Offer

• HR will extend an offer of employment verbally and send a confirmation letter with benefits information.
• The Benefits Manager or designee will schedule orientations for new hires.
• Records will enter data into PeopleSoft.

Your HR Employment Representatives

• Have questions regarding the employment process? If so, please feel free to contact one of your HR Employment Reps either by phone or email. We're happy to help!

• Bob Woodbery - extension 2493 (407.708.2493) (email queries preferred woodberb@scc-fl.edu)
• Dianne Higgins - extension 2641 (407.708.2641)
• Beverly Smith - extension 2606 (407.708.2606)