III. B. DeKalb Technical College

Recruiting and Hiring

When an administrative decision is made to fill a vacant full-time position, the Human Resources Department will prepare a position announcement with the assistance of the appropriate department. The position announcement is posted on suitable Web sites and usually includes Position Title, Position Description, Qualifications, Salary/Benefits Statement, Date Posted, Application Closing Date and Expected Employment Date.

POSITIONS

All full-time vacant positions must be posted. All announcements must be approved by the President prior to posting. A job announcement must be posted a minimum of five working days. The announcement will be posted on suitable Web sites. A position announcement may be posted internally or externally. Internal job announcements are open to current DeKalb Technical College Employees and/or Technical College System of Georgia employees. External job announcements are open to all qualified applicants.

ADVERTISING AND OUTREACH

DeKalb Technical College uses online Web sites to assist in ensuring a diverse pool of candidates. Announcements can be placed in advertising mediums with minority distribution, and to organizations that may be helpful in recruiting women, racial minorities, persons with disabilities, disabled veterans, and veterans of the Vietnam Era.

SCREENING OF APPLICANTS

Each applicant's experience, training, and education will be measured against the posted minimum job qualification. An applicant who does not submit a timely application or whose application does not meet the posted minimum job qualifications shall not be interviewed or otherwise considered for the posted vacancy.

PANEL MEMBER FORMATION

Individuals who have knowledge of the position being filled should be assigned to interview candidates for the position. Panels should be diverse and should consist of at least three members when possible. All panel members must be present for each interview. Vice Presidents are ultimately responsible for panel formation and can delegate this authority to Deans or other designees when applicable. The hiring manager will generally be designated as the Panel Chair.

SCREENING CANDIDATES FOR INTERVIEW

Prior to conducting interview sessions the panel should meet to screen and select candidates for interview. A screening tool, such as a matrix, should be used to select applicants that meet the eligibility criteria. Interview questions should be developed and/or reviewed at this time. Questions should be behavioral in nature and geared to obtain the most job relevant information as possible.

INTERVIEWING

Records should be maintained of the interview and selection process. It is the Hiring Supervisor's responsibility to ensure that these records are sent in a timely manner to the Office of Human Resources for retention. Interviewed applicants should be asked to complete and sign an employment application, if they have not already done so. Also, applicants who are interviewed should sign the appropriate release for background investigation (criminal, motor vehicle, academic, etc.) and family relations disclosure. During the interview process, panel members are directed to avoid questions that are not job-related.

MAKING A RECOMMENDATION

Panel members should review their notes and reach a consensus on the best candidate. The selection decision and the reasons for the decision should be summarized in a recommendation to the Vice President. The recommendation should be signed by members of the interview panel and submitted to the Vice President for approval. The recommendation will be forwarded from the Vice President to the Special Assistant to the President for review and then forwarded to the President to finalize the selection process. Recommendations should include three professional reference checks and should not be standard letters submitted by the applicant. (See DTC Employment Reference Check guide and form.)

RETURN OF MATERIALS AND EMPLOYMENT OFFERS

All resume packets, including the recommendation letter, must be returned to the Office of Human Resources upon completion of interviews. Applications or other recruitment documents are not maintained in the unit. An offer cannot be made until interview notes, responses to questions, schedules, screening matrix, and other interview materials are received by the Office of Human Resources. In addition, the applicant’s background check must have cleared and the family relationships disclosure form must have been reviewed. Once approved by the President, offers of employment will be made by the Human Resources Office for applicants who are not currently full time members of DTC. Offers for employment will be made by the supervising Vice President of the hiring unit for staff members who are currently full time staff at DTC.

REFERENCE CHECKS

Satisfactory reference checks are a condition of employment. The Panel Chair, usually the Hiring Supervisor, is responsible for verification of the applicant's educational and employment background and credentials. Prior to making an offer, the Hiring Supervisor must contact at least three of the applicant's references, one of which should be the current supervisor if possible.

BACKGROUND CHECK

Satisfactory background checks are a condition of employment. The background consent form must be submitted to Human Resources for coordination of a background screen. Once the background screen is complete, the supervisor will be notified whether the individual has successfully passed or if additional information will be needed. It is the responsibility of the applicant to clear any derogatory background screen results.

PART-TIME EMPLOYMENT

The departments within DeKalb Technical College that employ part time staff are designated to accept applications for part-time positions. Position announcements for part-time positions are not mandatory, however, an insufficient applicant pool may warrant announcing the vacancy. Hiring managers who have vacancies will review the applications and interview the applicants who meet the qualifications for the position. Hiring managers will make a recommendation to the appropriate Vice President. The Vice President will receive approval of the recommendation from the President once the recommendation has been reviewed by the Special Assistant to the President and forwarded to the President for consideration. The completed employment documents are forwarded to the Office of Human Resources for processing.

Part-time employees and adjunct faculty may not be placed into a position with benefits unless a job announcement has been posted and a search conducted. The employee must meet the qualifications for the position and be the most suitable candidate in the applicant pool as shown on the recruitment matrix and indicated in the summary statement for hire.

ADJUNCT EMPLOYMENT

Adjunct Instructors may be hired to support the mission and the business needs of the college. Adjunct Instructors will be utilized on an as needed basis. Adjunct Instructors are paid in either a lump sum monthly rate or an hourly rate determined by the field in which hired and the degree and experience obtained. The payroll for adjuncts will be on a lag basis and employees will be paid in the month following completion of assignment.

The rate of pay is set based on a DTC salary schedule approved by the President. Adjunct Instructors shall not exceed 19.5 hours work per week without approval from the Vice President of Business and Finance and the President. Adjunct Instructors must complete the employment process, including background check, policy review and new hire paperwork.

Supervisors must submit required paperwork through channels to Human Resources to remove Adjunct Instructors who resign or who have not received an assignment within the two previous quarters.

All employees must seek approval through channels to work in more than one position at DTC or to work at any other TCSG location as an Adjunct Instructor or non-faculty employee. The request must be in writing and documented approval of such request must be submitted through supervisors to the Human Resources Office for inclusion in the employee’s personnel file.

The President, Vice Presidents, Deans, Assistant Deans, Directors and Department Chairs are not eligible to be paid for assignments (teaching duties) at DeKalb Technical College.

References:

Technical College System of Georgia III.B. Recruiting and Hiring

State Personnel Board Rule 8

Approved 08/99

Revised 02/01; 02/02; 08/07