4-32: Hiring – Policy

Policy Overview

In order to ensure adherence to Santa Fe Community College’s (SFCC or College) mission and vision, to all local, State and Federal laws and regulations, and to effective market-based practices, this policy establishes all recruiting and hiring requirements.

Scope and Applicability

This policy applies to individuals at the College designated as Hiring Authorities and those serving on Hiring Panels in conducting all hires made by SFCC. The College’s recruitment, hiring policy and procedures are established to provide for a diverse group of highly skilled and qualified candidates and create a balanced workforce with representation and participation from all sectors of our community. Any exception to this policy requires review and approval by the Office of Human Resources and the President.

Policy Statement

It is the policy of the College to follow the guidelines and procedures outlined in this policy and its procedure attachments to hire for open positions on campus, including interim vacancies. SFCC wants to ensure equal employment opportunity to its community. Additionally, SFCC is committed to cultural sensitivity and to taking proactive steps to create a workforce that supports SFCC’s diversity values and goals by providing equal employment opportunities to all persons regardless of race, color, national and ethnic origin, religious affiliation, sex, sexual orientation, gender identity, spousal affiliation, age, serious medical condition or handicap and any other protected class as recognized under Title VII of the Civil Rights Act of 1964 and laws of the State of New Mexico. The College will actively seek qualified diverse candidates to fill job openings, both in its new hire and advancement practices. SFCC encourages hiring of bilingual and diverse employees in order to better support our diverse student body and community. A diverse workforce will enhance SFCC’s ability to fulfill its mission of education, public service, and quality-based customer service.

Definitions

1. Diverse Different and various representation of employee workforce to include but not limited to one’s gender, race, and ethnicity.
2. Diversity Gap A disparity in the representation of protected classes in the employee base and creates an opportunity for improvement to create a balanced workforce and participation from all sectors of our community based on measures and targets provided by the Office of Planning and Institutional Effectiveness.
3. Employee is any member of the college workforce: all staff (regular full-time, regular part-time, term, temporary, probationary, sensitive position); all student employees; all faculty (full-time, part-time, adjunct, probationary); all administrators, including interim; all contract employees.
4. Equal Employment Opportunity All persons will be provided the opportunity to compete for positions on the basis of job-related criteria and qualifications.
5. Executive Team Is an advisory group to the President; members include representation from management, Faculty Senate and Staff Senate. Its membership is identified on the College’s organizational chart.
6. Hiring Authority The person responsible for hiring for the job opening. The Hiring Authority must be a Dean, Director, Executive Director, Vice President or the President.
7. Hiring Panel A small group of employees selected and trained to assist the Hiring Authority in the formation of interview questions, design of skills demonstration, interviewing, rating and selecting of the final candidate(s) for a job opening. Representation on the panel should include members of the department and school with whom the position will interact most frequently.
8. Hiring Panel Chair Selected by the Hiring Authority and trained to lead and guide the Hiring Panel. This role, in consultation with the Hiring Authority and the Panel members ensures that questions and any demonstrations are related to the position and reflect the skills required for the position. They also ensures that the conduct of the panel is fair and equitable to all candidates.
9. Interim Vacancy A temporary or provisional position. At SFCC this will be up to twelve months, during which the position will be posted so that it can be filled within the specified interim period. Exceptions to the time period will be allowed up to six (6) months beyond the original twelve (12) month appointment for a maximum of eighteen (18) months total in the interim capacity and may be made by the President in consultation with the CFO, the EDHR and the cognizant VP.

Policy Process

1. Responsibilities of Hiring Authority
   1. Review, revise or create job description after consultation with the hiring department to clearly define the job responsibilities and major duties, minimum required qualifications, desired qualifications, knowledge skills and abilities required, supervision exercised, reporting line, complexity and scope of the job, contacts and interactions, physical demands and work environment (such as lifting, standing for long periods, environment description, computer expertise).
   2. Consult with the Office of Human Resources to determine if a diversity gap exists.
   3. Identify Hiring Panel and panel chair, including a representative of the Office of Human Resources. Department personnel, peers and others with expertise should be included on the Hiring Panel. The Hiring Authority may serve as a member of the panel as an observer only.
   4. Work with the Office of Human Resources to ensure that required Hiring Panel and leader training is completed prior to starting the hiring process in order to serve on final interviews.
   5. Work with the Hiring Panel chair and members to determine rating requirements and interview questions, and obtain approval from the Office of Human Resources. The Hiring Authority will ask for and include broader input from the department/school or other experts.
   6. Obtain approval to post the position for a minimum of 10 days for external postings, and five days for internal-only positions.
   7. Determine advertising and outreach.
   8. Interview and identify a final candidate from those proposed by the Hiring Panel.
   9. Communicate the decision to the Office of Human Resources.
   10. The Hiring Authority may appoint an interim in consultation with their senior manager and the Chief Human Resources Officer, and with approval of the President. A good faith effort will be made to initiate the hiring process and review the job description within three months of the vacancy and posted within six months.
2. Responsibilities of the Office of Human Resources
   1. Review, determine salary level, and approve job description.
   2. Post the position for a minimum of 10 days for external postings, and five days for internal only positions.
   3. Ensure advertising in publications as requested and approved by the Hiring Authority, including advertising in newspapers and on websites that are known to be frequented by diverse candidates. Recommend advertising venues as needed.
   4. Approve rating requirements and interview questions.
   5. Conduct Hiring Panel, equity and advocacy, and leader training as needed. Maintain a list of those who have been trained within the previous 12 months.
   6. Advise the Hiring Panel and the Hiring Authority.
   7. May serve as a full member of the Hiring Panel.
   8. Conduct or ensure employment verification, education verification and, if needed, background check.
   9. Extend offer to final candidate (may include Hiring Authority).
   10. Prepare and send offer letter or contract.
   11. Communicate with candidates not selected for the position.
   12. Determine if a diversity gap exists by utilizing data provided by the Office of Planning and Institutional Effectiveness and informing the Hiring Authority.
3. Responsibilities of Hiring Panel
   1. Propose rating requirements and interview questions to Hiring Authority and the Office of Human Resources.
   2. Rate resumes and select interviewees, including all qualified current employees.
   3. Interview and rate candidates.
   4. Recommend final candidate(s) to Hiring Authority.

Statement of Accountability and Responsibility

The President, through the Vice President for Strategy and Organizational Effectiveness and the Office of Human Resources, shall be responsible for enforcing human resources policies and procedures. The Office of Human Resources shall work with the different departments and offices to comply with this policy and to develop procedures that will enforce this policy regarding awareness, prevention, and remediation.

Authority

Title VII of the Civil Rights Act of 1964

Approval

SFCC Governing Board approved: 1/15/02
Revised and SFCC Governing Board approved: 12/11/03
Revised and SFCC Governing Board approved: 4/24/09
Revised and SFCC Governing Board approved: 5/11/09
Revised and SFCC Governing Board approved: 2/25/10
Revised and SFCC Governing Board approved: 3/2015
Revised and SFCC Governing Board approved: 9/11/15
Revised and SFCC Governing Board approved: 12/2/15

Associated Procedures

• Hiring for Faculty Positions – Procedures