Administrative Offices

Section 4:1 Recruitment, Selection, and Hiring

Procedures Below
Last Updated:10/06
Applies to:Administrators, Staff
Related Policies:

Applicant Screening
Employment of Minors
Employment of Relatives
Equal Employment Opportunity
Immigration and Employment Issues
Moving and Relocation
Promotion and Transfer
Summer Employment

POLICY

The College's goal in recruitment and selection is to hire and retain the most qualified individuals. Managers are encouraged to consider both applicants from within the College who express interest and external applicants.

The Office of Human Resources assists departments by coordinating all aspects of the employment process to present hiring departments with qualified applicants from a variety of sources external to the College. The recruitment process, application review, reference and background checking, and the selection and hiring processes for all Administrator and Staff positions are subject to pertinent Federal and State laws and regulations. Recruitment efforts are coordinated by Human Resources Department to ensure compliance with these laws and regulations.

Employment decisions are based on qualifications and are made without regard to race, color,national or ethnic origin, sex, disability, veteran status, or age except where a specific characteristic is considered a "bona fide occupational qualification" for a specific position.

Information on the recruitment process, including job posting procedures, interviewing guidelines, and salary offers, is available in the Office of Human Resources.

PROCEDURES

The Human Resource Department is available to provide consultation throughout all aspects of the employment and hiring process. The HR Department will provide assistance in posting vacancies, developing and implementing recruitment strategies, identifying and selecting candidates, assuring all pre-employment requirements are met, and confirming job offers.

RECRUITMENT PROCESS

Prior to posting and filling a position, hiring departments must complete and submit a Position Personnel Requisition Form and an updated Position Description for each position to be filled.

Job Postings:

It is the policy of the College that all job vacancies will be posted within the College. Human Resources will prepare a job posting from the information provided and post the position. Currently, postings are electronically transmitted to all college personnel, posted on our website at www.bethelcollege.edu and posted on the Human Resource bulletin board. This policy is intended to offer promotional and transfer opportunities to qualified employees within the College and to use the skills and knowledge gained by such individuals through their service to the College as well as seek qualified external candidates.

The Office of Human Resources coordinates the external recruitment of applicants. Human Resources will refer qualified external applicants to the hiring department.

SELECTION PROCESS

Candidate Pre-screening:

All applications are reviewed by the Office of Human Resources and/or hiring department and applicants whose qualifications and experience seem most appropriate to the opening for which they have applied are generally selected for screening interviews with the Office of Human Resources.

Pre-Interview Checklist:

Familiarize yourself with the duties and requirements of the position you are filling.
Make sure you can answer general questions about the College and the benefits provided.
Formulate questions that will focus on job-related issues such as asking candidates how they would deal with real life, job-related situations.
Write down and organize the questions in the order you will be asking them.
Review applicant's resume and/or application.

Interview Guidelines:

Once the list of job-related questions is created, use it for all applicants for the same position.
Put the applicant at ease with introductory and welcoming remarks.
Ask open-ended questions which require behavioral descriptions rather than simply "yes" or "no" answers (i.e., have them describe a work situation in which they handled stress well rather than just asking if they can "handle stress well").
Listen; the candidate should do the majority of the talking.
Stay away from questions that have more to do with personal lifestyle than job experience. Phrase the question so that the answer will describe on-the-job qualities instead of personal qualities. Generally, if the question is not related to performance on the job or directly related to our Covenant of Lifestyle, it should not be asked.
The Office of Human Resources can assist in providing or suggesting appropriate interview questions.

DEPARTMENT HIRING PROCESS

Once You Have Selected A Candidate:

1. Reference Checks

The Office of Human Resources or the hiring manager (if trained) will conduct reference checks prior to an offer of employment being extended. Human Resources will assist hiring managers in obtaining references.

Internal Candidate Reference Checks

When considering a current College employee as a final candidate for a campus position, the hiring manager should advise the employee prior to contacting the candidate's supervisor to obtain information regarding the employee's work performance.
Hiring managers are also encouraged to contact the Office of Human Resources for the purpose of obtaining information regarding the employee's performance record as contained in the personnel file. This information may be reviewed with a representative
from the Office of Human Resources upon request.

2. Notify the Office of Human Resources of the Hiring Decision

When a candidate has been selected, the hiring manager should notify Human Resources of the decision prior to making the offer of employment. This step will ensure that a Bethel College Employment Application is on file and that all details such as salary, starting date, eligibility of benefits, and other pertinent issues are finalized prior to employment. The Hiring Manager documents employment details such as salary, starting date, hours of employment, etc. on an Employee Status Form.

3. Initiate Pre-Employment Checks

Upon selecting a final candidate pre-employment checks are initiated. In some instances, where the need is urgent, upon finalizing the employment offer you may make the employment offer contingent upon the candidate successfully completing several pre-employment checks.

4. Send Job Offer Letter

After the candidate accepts the employment offer, the department provides the selected candidate an "Offer Letter.”. These letters will be generated through the Office of Human Resources and will outline the details of the offer including salary, start date, and preemployment requirements.

After the Candidate Has Been Approved for Hire:

1. Complete New Hire Paperwork

Before the candidate begins employment, the following forms must be completed and submitted to the Office of Human Resources.

Employee Status Form
Employment Eligibility (I-9) and supporting documents proving work eligibility (or within 72 hours of starting)
Federal and State Withholding Tax Forms
Direct Deposit Form (Optional)

2. Notify Human Resources of necessary candidate notification letters. All candidates interviewed but not selected for a specific opening should be notified of the outcome of the search. A letter can be generated through the Office of Human Resources. A copy of the notification letter should be housed in the Office of Human Resources.

3. Return all applicant records to Human Resources. All resumes, applications, references, letters, interview evaluations, etc. should be returned to the Office of Human Resources who will comply with all federal and state recordkeeping requirements.

4. New Employee Check List Completion

Supervisors should complete the tasks listed on the New Employee Checklist for all new employees. The supervisor should verify with their dated signature that all areas have been covered with the new employee.

5. New Employee Orientation

Human Resources will schedule a formal Orientation session within 30 days of the new hire’s start date. All other Orientation activities are the responsibility of the Supervisor. At the end of a 90-day Orientation period the supervisor conducts a 90-day review with the new employee. Supervisors should contact Human Resources before embarking on this activity for the first time. Upon completion of the 90-day review the New Employee Checklist and the 90-day
review documentation are returned to the Office of Human Resources and filed in the new employee’s personnel file.