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 for certain employees.

Scope and Applicability

This policy applies to the hiring of all employees except temporary employees, adjunct faculty, Adult Education instructors, Continuing Education instructors, and student workers. 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/equity 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. Equity Providing what is needed for a person to be successful.
5. Equal Employment Opportunity All persons will be provided the opportunity to compete for positions on the basis of job-related criteria and qualifications.
6. 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.
7. Hiring Authority The person responsible for hiring for the job opening. The Hiring Authority must be a Dean, Director, Executive Director, Chief Information Officer, Chief Human Resources Officer, Associate/Assistant Vice President, Vice President, or the President.
8. 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.
9. Hiring Panel Chair Selected by the Hiring Authority or its designee 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 preferred responses are related to the position and reflect the skills required for the position. They also ensure that the conduct of the panel is fair and equitable to all candidates.
10. 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 Vice President for Strategy and Organizational Effectiveness, the Chief Human Resources Officer, and the cognizant Senior Executive who reports directly to the President.

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 (OHR) to determine if a diversity gap exists.
   3. Consult with the Office of Human Resources to determine if a Hiring Panel is needed in the search process or whether the Hiring Authority can engage in a direct hire process.
      1. For salary grade 13 and below the hiring authority may engage in direct hiring process.
      2. For salary grades 14 through 20, approval from the OHR and the Vice President for Strategy and Organizational Effectiveness (SOE) is required to engage in a direct hire process.
      3. Direct hire process is restricted for full-time faculty positions, salary grade 21 and above positions, and any positions that have been identified as having a diversity gap by OHR. Only with recommendation from Vice President for SOE, and with Presidential approval can the direct hire process be considered for these positions.
   4. If a hiring panel is needed, identify the Hiring Panel and panel chair, including a representative of the Office of Human Resources when appropriate. A diverse representation of department personnel, peers and others with expertise should be included on the Hiring Panel.
   5. 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.
   6. Work with the Hiring Panel chair and members to determine rating requirements and interview questions, and obtain approval from the Office of Human Resources.
   7. Obtain approval to post the position.
   8. Determine advertising and outreach.
   9. Interview and identify a final candidate from those proposed by the Hiring Panel.
   10. Communicate the decision to the Office of Human Resources.
   11. If necessary to fill a vacancy, 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 post it within six months.
2. Responsibilities of the Office of Human Resources
   1. Design a hiring process that incorporates SFCC’s commitment to diversity and equity, and is responsive to market demands.
   2. Review, determine salary level, and approve job description.
   3. Determine if a diversity gap exists and inform the Hiring Authority
   4. Post the position.
   5. Ensure advertising in publications and on websites that are known to be frequented by diverse candidates. Recommend advertising venues as needed.
   6. Approve rating requirements and interview questions.
   7. 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.
   8. In conjunction with the Hiring Authority, determine candidates that meet minimum qualifications.
   9. Advise the Hiring Panel and the Hiring Authority as needed.
   10. At the discretion of the Office of Human Resources , serve as a full member of the Hiring Panel, Hiring Panel Chair, or as the Hiring Authority.
   11. Conduct or ensure employment verification, education verification and, if needed, background check.
   12. Extend offer to final candidate (this responsibility may include or be delegated to the Hiring Authority at the discretion of the Office of Human Resources ).
   13. Prepare and send an offer letter or contract.
   14. Communicate with candidates not selected for the position.
3. Responsibilities of Hiring Panel
   1. Undergo the Office of Human Resources hiring panel training. In order to serve on a hiring panel, the employee must have successfully completed the Office of Human Resources hiring panel training. The frequency of how often an employee must complete a hiring panel training will be determined by Office of Human Resources.
   2. Propose rating requirements and interview questions to Hiring Authority and the Office of Human Resources when appropriate.
   3. Rate application materials and select interviewees, including all qualified current employees.
   4. Interview and rate candidates.
   5. 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: 1/15/2002
Revised and SFCC Governing Board approved: 12/11/2003
Revised and SFCC Governing Board approved: 4/24/2009
Revised and SFCC Governing Board approved: 5/11/2009
Revised and SFCC Governing Board approved: 2/25/2010
Revised and SFCC Governing Board approved: 3/2015
Revised and SFCC Governing Board approved: 9/11/2015
Revised and SFCC Governing Board approved: 12/2/2015
Revised and SFCC Governing Board approved: 5/24/2023

Shared Governance Policy Review Dates

Please note that dates may be subject to change.

Policy Owner/Author: 9/16, 10/7, 10/14/2021,4/24/2022, 7/6/2022, 8/17/2022, 11/7/2022
Legal Counsel: 10/14/2021, 10/21/2021
Executive Team: 2/7/2023
Staff Senate:2/17/23
Faculty Senate:2/24/23
Student Government Association (if required):
Governance Council:4/14/23
Legal Counsel (if required):2/3/23
Governing Board packet deadline:4/13/23
Governing Board First Reading:4/26/23
Governing Board Second/Final Reading:5/24/23

Procedures Due:

Associated Procedures

• Hiring for Faculty Positions – Procedures