DC REGULATION
HIRING PRACTICES
SECTION ONE: PURPOSE AND ALIGNMENT OF POLICY
1.01 Purpose: The purpose of this regulation is to establish processes and procedures for hiring all personnel.
1.02 Alignment: This regulation aligns with standards 5.5 and 6.3 set forth by SACSCOC regarding the appointment, employment, and regular evaluation of faculty and non-faculty personnel.
SECTION TWO: DEFINITIONS
2.01 “Days” shall mean College District business days unless otherwise noted.
2.02 “Direct Supervisor” means the individual authorized to make the hiring recommendation and will manage the employee on a day-to-day basis.
2.03 “New Employee” means the individual has never worked for AC or has not worked for AC for over 12 months.
2.04 “Official Transcript” means an original transcript (not a copy) indicating the degree has been conferred with the conferred date. An official transcript will contain the school's official seal along with the Registrar's signature and will be required.
2.05 “Screening Committee Chair” means the individual responsible for organizing and leading the Screening Committee.
2.06 “Screening Committee” means a committee consisting of a minimum of four (4) and a maximum of six (6) diverse members required for the hiring process.
SECTION THREE: GENERAL PROVISIONS
3.01 Screening Committee Chair
Human Resources appoints the Screening Committee Chair.
3.02 Screening Committees
A Screening Committee is required for exempt positions. All Screening Committee members are required to complete screening committee training provided by Human Resources once per calendar year before the Screening Committee meets.
3.03 Position Postings
Positions are generally concurrently posted internally and externally for a minimum of fourteen (14) calendar days, with the option to repost based on viable candidate pools.
3.04 All full-time and part-time candidates must submit an application, official transcripts, and if appropriate, official documentation of professional and work experience, technical and performance competency, licenses and certifications, and other qualifications as defined in the vacancy announcement.
SECTION FOUR: SELECTION OF FULL-TIME PERSONNEL
4.01 The guiding principles in the selection and assignment of all personnel shall be meeting the mission and goals of the College District and emphasizing the needs of the students in the teaching–learning process. All employees shall be subject to assignment or reassignment at any time to meet the needs of the College District.
4.02 An approved job description shall be on file in the Human Resources office before the selection process begins.
4.03 From the date of position publication, all College District vacancies will remain open for application for the minimum length of time in accordance with personnel practices. In order to be considered for employment, an applicant for any College District position shall submit an approved Angelina College application.
4.04 The executive officer for the college branch to which the position is assigned, in conjunction with the Human Resources office, is responsible for ensuring the search process is conducted legally and appropriately.
SECTION FIVE: SEARCH PROCESS AND SCREENING COMMITTEE
5.01 Human Resources will appoint a screening committee. Human Resources will make a good-faith effort to ensure screening committees include individuals from diverse backgrounds.
The chair of the screening committee, as appointed by Human Resources, will coordinate all committee activities and will collaborate with the Human Resources office to communicate with the candidates.
The Human Resources office will conduct an orientation for screening committees to ensure the chairs and members understand their responsibilities, including compliance with college policies and regulations.
5.02 Duties and Responsibilities
The duties and responsibilities of the screening committee shall be as follows:
5.02.1 Outline screening criteria based on the approved position description before initiating review of application packets.
5.02.2 Review application packets and complete the qualifications matrix form for all candidates using the screening criteria. The screening committee should disqualify any candidate who does not meet the minimum qualifications for the position and document which qualification(s) the disqualified candidate(s) failed to meet. However, the committee shall not be required to interview candidates simply because they meet the minimum qualifications.
5.02.3 Determine how many candidates the screening committee will interview, develop a list of interview questions approved by Human Resources to ascertain job-related information, and conduct interviews in collaboration with the Human Resources office.
4.02.4 Human Resources will communicate with all candidates to schedule interviews. When candidates are interviewed, the direct supervisor and/or executive officer may interview them one-on-one with the screening committee or may participate during any other portion of the interview process. Each employee who interviews candidates should document the interview using the interview evaluation form.
5.02.5 When screening for an instructor vacancy, the interview process should include a 10-to 15-minute classroom presentation. The topic of the presentation should be selected by the screening committee and communicated to the candidate by Human Resources prior to the interview date.
5.02.6 Using a consensus process with the committee members, the screening committee chair should prepare a single list of strengths and weaknesses for each finalist candidate and submit it with all documentation to Human Resources.
5.02.7 The direct supervisor will meet with the executive officer, review the screening committee documentation, and submit his or her hiring recommendation.
5.02.8 The executive officer or direct supervisor will conduct reference checks for the strongest candidate(s) and document the information gathered using the approved form. A minimum of three references for the strongest candidate(s) should be documented. Reference checks should include a recent or current direct supervisor for the candidate(s).
5.02.9 The Chair of the screening committee will turn in all committee members' documents to Human Resources.
5.02.10 Once references are documented, the executive officer or direct supervisor will make a hiring recommendation to the Vice President of Academic Affairs, Vice President of Business Affairs, and Senior Director of Human Resources.
5.02.11 Once the Vice President of Academic Affairs and Vice President of Business Affairs approve the recommendation, the Senior Director of Human Resources or designee will present an offer of employment to the candidate.
5.02.12 Each staff member and instructor who verbally accepts an offer of employment from the College shall receive a written offer letter from the Office of the President sent by Human Resources. No employee should begin working without having returned a signed copy of the offer letter to Human Resources.
5.02.13 All accepted job offers will be presented to the Board of Trustees at the next regularly scheduled board meeting to finalize the appointment.
SECTION SIX: DIRECT SUPERVISOR REVIEW (WHEN SCREENING COMMITTEE NOT USED)
6.01 The direct supervisor is responsible for the screening activities, including interviewing, selection of candidates, and submitting all required documentation to Human Resources.
SECTION SEVEN: OFFERS
7.01 All compensation offers are determined by Human Resources. Offers are based on relevant factors such as experience, education, internal equity with existing employees, and market data. All job offers are extended by the Senior Director of Human Resources or designee. Other College employees may not extend offers of employment without specific authorization from the Senior Director of Human Resources or designee. All job offers are conditional upon successful completion and approval of a background check, and drug test, when appropriate.
SECTION EIGHT: EMPLOYMENT FILES
8.01 The Human Resources office shall keep an employment record and personnel file for every employee of the College District. The Vice President of Academic Affairs or designee shall maintain credential files for all instructors.
SECTION NINE: ONBOARDING
9.01 New hires complete onboarding activities with Human Resources prior to or on the 1st day of employment. The direct supervisor will receive notification once the new hire onboarding is complete.
SECTION TEN: PERFORMANCE IMPROVEMENT PLAN OR CORRECTIVE ACTION IMPACT
10.01 Internal candidates who are on a Performance Improvement Plan (PIP) or Corrective Action are not eligible to be considered for job vacancies at the College prior to the successful completion of their PIP or corrective action.
SECTION ELEVEN: IMPLEMENTATION AND REVIEW
11.01 Responsible Person
The Senior Director of Human Resources is responsible for the implementation of this policy.
11.02 Communication to Constituents
The College shall publish all LOCAL policies and REGULATIONS in the Angelina College Policy & Procedure Manual and the TASB Board Policy Manual, both of which the College makes available online.
The College Marketing Office provides a hyperlink to all new or revised policies and regulations in the Angelina College Policies & Procedures Manual in the Weekly Update email to all employees.
The Office of Human Resources conducts an orientation for each newly hired employee on the first day of employment. One aspect of the orientation is a review of the policies and regulations of the College District, which includes a review of this policy.
11.03 Timeline for Completion of Procedures
The College President will approve and publish procedures for this policy within 30 days of its adoption and/or amendment by the Board of Trustees.
11.04Methodology for Monitoring Compliance and Reporting Results
The Office of Human Resources shall address any instances of noncompliance with this regulation.
11.05 Schedule for Review
As part of its compliance with state and local laws, the College will review this policy every three years to monitor effectiveness and currency.
The Vice President of Business Affairs is responsible for reviewing and updating this regulation. Policy reviews are made in accordance with the Office of Institutional Effectiveness Policy Tracking document.
Document History
Adopted: 03/2005
Revised: 02/2024