GUIDELINES FOR SEARCH COMMITTEES DYERSBURG STATE...

GUIDELINES FOR SEARCH COMMITTEES

DYERSBURG STATE COMMUNITY COLLEGE

Prepared by:

Dr. Karen A. Bowyer

President

Dr. Teri Maddox

Vice President for the College

Mr. Lowell Bud Hoffmann

Vice President of Finance and Administrative Services

Mrs. Sheila Gillahan

Director of Human Resources and Affirmative Action Officer

January 2015

SECTION 1: INTRODUCTION

These guidelines have been developed to inform employee search committee members

of the expectations, responsibilities, conduct, and procedures of the search process that

include but are not limited to:

Requirements of the search procedure.

Development of a well-defined position description.

Participation in ongoing active outreach and action oriented recruitment.

Preparation and placement of advertisement to create diverse pools of

applicants.

Identification of qualified applicants.

Reference checks.

Selection of interviewees.

Preparation and conduct of the interview process.

Development of candidate perceived strengths and weaknesses.

Ensuring productive, successful, and legally defensible searches and hires.

The selection of well-qualified and diverse personnel is a primary responsibility of the

college. Successful searches require aggressive and well-organized preparation and

planning that is well documented at each stage of the selection process. It is

particularly important that the prescribed human resources and affirmative action

processes are followed and documented to reduce the potential for third party (state,

federal, or individual) intervention.

Only the President may make the decision to offer employment to a candidate. No

candidate should be told of the decision to make an offer without prior approval of the

President.

SECTION 2: LAWS AFFECTING EMPLOYMENT PRACTICES

EQUAL EMPLOYMENT OPPORTUNITY AND AFFIRMATIVE ACTION

Dyersburg State Community College considers affirmative action and equal

employment opportunity to be a responsibility shared by all members of the College

community. College staff is a critical partner in fulfilling the College’s affirmative action

goals and objectives.

It is the policy of Dyersburg State Community College that no employee or applicant for

employment be discriminated against for reasons of race, color, religion, sex, natural

origin, age, disability or because of their status as a disabled veteran or Vietnam era

veteran. This policy applies to all phases of the personnel process including recruiting,

hiring, placement, promotion, demotion, transfer, separation, and the policy applies to

all locations within the college and to the use of all it’s facilities.

Affirmative Action is not a quota system of hiring employees. Affirmative Action is the

commitment at the highest level of administration to results-oriented policies,

procedures, and “good faith effort” to increase representation in areas where there is, or

traditionally has been, under-representation and to ensure an environment free of

discrimination and harassment. Affirmative Action is demonstrated not only through the

development and through implementation of policies and procedures but also in

genuine involvement in actions and efforts that manifest progress toward goals and

objectives. Affirmative Action requires outreach, recruitment, hiring of qualified

applicants, adequate and appropriate training, and daily coaching and development of

all personnel. The review, analysis, and correction of detrimental patterns and practices

are critical requirements of affirmative action.

We are charged with the responsibility of hiring the best-qualified candidate for the

position, without prejudice. Affirmative Action means that we will take whatever

measures are necessary to attract QUALIFIED candidates for the position we have

advertised. Affirmative Action means that we will take the extra step to seek out and

identify individuals belonging to protected groups who may be interested in applying for

any position we advertise or seek to fill.

Affirmative Action goals are revised annually. They are revised as the population and

representation of specific groups increase or decrease and when progress is made or

not made toward meeting the goals. Setting goals and timetables for minority and

female participation is also a way of measuring progress and focusing on potential

discrimination.

To achieve equal employment opportunity there must be:

Procedures in place to ensure that there are no barriers to any person having the

opportunity to be considered for any position for which he/she has the

qualifications.

Adequate representation of all the traditionally under-represented groups in

positions at every level of employment.

Input from all perspectives and participation of all groups in the decision-making

processes.

Environments free from discrimination and harassment.

Dyersburg State Community College is expected to follow Tennessee Board of Regents

policies, affirmative action plans, and fair employment practices when making

appointments. Appointments requiring the Chancellor's approval will be reviewed in

light of these expectations. All appointments, regardless of salary, including promotions

and transfers, must be reviewed and certified by the institution’s Human

Resources/Affirmative Action Officer prior to action.

Mandatory Requirements as Specified by the Tennessee Board of Regents

The following actions or procedures are mandatory:

1. Establish an Affirmative Action Plan, which sets goals for all categories of

employment.

2. Develop appropriate recruitment and selection procedures to ensure fairness in

employment.

3. Determine in a discussion with the Human Resources/Affirmative Action Officer

whether the institution has met the affirmative action goal for the area or

department (job group in which the vacant position occurs). Even if the college

has met the overall institutional goal in an employment category, i.e.,

executive/administrative/managerial; faculty; professional non-faculty;

secretarial/clerical/technical and paraprofessionals; skilled crafts;

service/maintenance, there may be a goal for the area or department (job group)

in which the vacant position is located which has not been met. For example, the

overall institutional faculty goal of 4.5% black representation has been met, but

the vacancy is in the job group of Arts and Sciences, Availability data in Arts and

Sciences supports the affirmative action plan's goal of 7.0% black representation,

which is higher than the overall institutional goal. In this case, the efforts to

recruit for the Arts and Sciences position will be directed toward qualified black

candidates since the availability data shows the applicant pool should contain

some qualified black candidates. A second example relates to the availability of

women in the particular job group vacancy. The total institutional faculty goal for

women is 40%, but a higher number of women are available in the particular job

group category. Therefore, in both examples cited above affirmative action

recruitment must occur. In summary, the college has an obligation to use the

availability figures applicable to the particular vacancy to recruit qualified

minorities.

4. Prior to taking any recruitment action, the person directing the hire and/or the

search committee must advise the Human Resources/Affirmative Action Officer

of any special request to the recruitment plan. There may be a standard plan for

any EEO category, which has been approved in advance. EEO categories 4, 5,

6, and 7 may be more easily standardized. There may be a need for occasional

modification to this standard plan, depending on the nature of the position and

the availability data. The plan includes, but is not limited to:

a. the proposed job description, which has been reviewed by the college

Human Resources/Affirmative Action Officer;

b. method of directing the hire, i.e., individual supervisor or search

committee.

c. composition of the search committee and responsibilities of the members,

i.e., direct contacts, references, interviews, etc.;

d. an advertising plan, which provides the following:

i. Advertisement of the position on bulletin boards, and/or in

appropriate publications, and/or newspapers and/or professional

discipline-specific journals and/or the Tennessee Employment

Security Office; and/or the Internet

ii. Requests for nominations, including other race, from professional

organizations, discipline-related groups, and organizations devoted

to leadership training for the position;

iii. Participation by other-race and/or minority members on all search,

selection, or advisory committees, when practicable; and,

iv. Direct contacts to assure that qualified minorities are aware of the

vacancy and are encouraged to apply.

5. Approval of the employment requisition (Attachment A) must be granted by the

Hiring Supervisor, Human Resources/Affirmative Action Officer, Vice President

and the President prior to the commencement of the recruitment process.

6. The applicant pool must generally reflect the availability data for the defined

vacancy in that discipline or field as determined by the appropriate job group in

the institutional affirmative action plan. Direct contacts will be required to assure

the diversity of protected groups in the applicant pool.

7. The Human Resources/Affirmative Action Officer must review all applicant pools

and approve their composition prior to the scheduling of interviews.

8. In the case of appointments of adjunct faculty, equal employment opportunity

efforts must include advertisement to establish and build diverse pools from

which adjunct employees are chosen.

IMPORTANT: IF THE COLLEGE HAS MET ITS AFFIRMATIVE ACTION

GOALS, EQUAL EMPLOYMENT OPPORTUNITY IS REQUIRED. RACE OR

SEX CANNOT BE USED AS A PLUS FACTOR IN HIRING. HOWEVER,

AFFIRMATIVE ACTION EFFORTS ARE APPROPRIATE IN THE

RECRUITMENT PROCESS TO ASSURE A REPRESENTATIVE POOL.

DISCRIMINATION ON THE BASIS OF RACE, RELIGION, COLOR, NATIONAL

ORIGIN, AGE, HANDICAPPED STATUS, VETERAN STATUS, OR OTHER

ILLEGAL BASIS IS A VIOLATION OF LAW.

9. Dyersburg State Community College believes that it is important to check

references to limit employer liability, verify information and reduce cost of rehiring

and retraining. Checks will produce authenticity of information as it relates to

such areas as work history, credential problems and criminal backgrounds.

Dyersburg State shall conduct appropriate and timely checks in conjunction with

each employment offer.

AMERICAN WITH DISABILITIES ACT (ADA) OF 1990

ADA is federal law that protects persons with disabilities in the hiring of employees.

ADA makes it unlawful to discriminate in employment against a qualified individual with

a disability. Anyone with a disability who applies for a position at DSCC will be

considered according to the advertised qualifications for that position regardless

of any other physical or emotional disabilities. If there are physical requirements for

a particular job, we must say so in our ad and the job description we give to candidates.

For example, if a new faculty member is expected to drive his/her own vehicle to off-

campus teaching locations, we must say that the position requires a valid driver’s

license. This may mean a "visually impaired" person would not meet the posted job

requirements. It is good to remember that a candidate who is physically challenged in

one respect may not be handicapped or disabled if he/she can perform the

requirements of the job we have advertised. We should use appropriate terminology

when discussing candidates with disabilities. For example, it is not appropriate to use

the term “handicapped” because it implies that an individual cannot perform as

effectively as another person. A wheelchair bound person may be able to perform with

great skill on the computer and therefore he/she is not handicapped for certain

computer related jobs. The terms "disabled" and "physically challenged" are

acceptable.

In the interview avoid references to someone’s disability. Physical demands for each

job should be spelled out in the essential functions for each job position. The Human

Resources Office will list the essential functions in the advertisement and on the job

description so applicants will know if there are physical limitations for each position.

FAMILY AND MEDICAL LEAVE ACT:

Applicants should not be questioned about their previous attendance records because

this might violate provision of the Family Medical Leave Act. They should not be asked

any questions that would make them disclose any health problems of themselves or

immediate family members.

SECTION 3: RESPONSIBILITIES AND EXPECTATIONS

Hiring Supervisor

1. Prepares Employment Requisition and coordinates development of the position

description with the Human Resources Office.

2. Communicates with the Human Resources Office on the following:

a. sends the list of recommended search committee members to the

President for approval,

b. obtains search committee duties and responsibilities from H.R. Office,

c. makes any special request for advertising plan, and

d. checks on applicant pool diversity certification.

3. Determine what contacts, in addition to normal advertising, can be made with

individuals or organizations that can assist in recruiting candidates from protected

groups for the search. All recruiting actions will be documented on the Recruitment

Plan.

4. Coordinates and assigns clerical support personnel to provide assistance for the

search committee. Support personnel will normally come from the office of the hiring

supervisor.

5. Sends a list of qualified applicants selected for interview by the search committee to

the President for approval.

6. Meets with the search committee to discuss perceived strengths and weaknesses of

each candidate interviewed.

7. Presents perceived strengths and weaknesses for candidates interviewed for the

position to the appropriate President’s staff member.

8. Telephones and/or mails letters (Attachment F) to non-selected candidates

interviewed for the position to inform them that they were not selected once the

President has made the decision to offer employment to the successful candidate.

9. Announce to the campus of the candidate hired during update or conference.

NOTE: FOR ITEMS 8 AND 9, UNDER NO CIRCUMSTANCES SHALL THE NON-

SELECTED FINALISTS BE CONTACTED OR AN ANNOUNCEMENT MADE TO

THE CAMPUS UNTIL THE INDIVIDUAL SELECTED HAS SIGNED AN

EMPLOYMENT CONTRACT WITH THE COLLEGE.

Search Committee

The search committee is responsible for the following areas in consultation with the

hiring supervisor. The Chair of the committee shall act as the liaison between the

committee and the hiring supervisor. Responsibilities include the following:

1. Reviews applicant files to ensure that they meet the essential functions and

qualifications outlined in the position description and completes the Applicant

Evaluation Form (Attachment C).

2. Selects applicants for further consideration and checks references (Attachment D).

3. Develops list of interview questions. (Guidelines on proper or improper questions

are provided in Attachment E). This list should be shared with the Director of

Human Resources before interviews are conducted. All questions should be job

specific.

4. Notifies candidates selected for interview after consultation with the hiring supervisor

and the Director of Human Resources.

5. Establishes the interview schedule and notifies all groups and individuals involved.

Copies of the entire vita and reference letters for all candidates being interviewed

are to be provided to the President and the appropriate president’s staff member.

6. Makes all travel arrangements with candidates being interviewed and sends

confirmation letter to candidates that includes the interview schedule.

7. Makes all necessary arrangements for housing candidates.

8. Conducts interviews of selected candidates.

9. Recommends unranked candidates to the hiring supervisor and the appropriate

president’s staff member and the President for final consideration and selection.

The committee will also provide in writing the perceived strengths and weaknesses

of each candidate interviewed for the position.

10. Prepares all forms needed to document the recruitment and interview process.

11. Forwards search files and supporting documentation to the Human Resources

Office. This includes the strengths and weaknesses and the personnel

recommendation form BA-7-83. (Attachment B)

Human Resources/Affirmative Action Office

1. Provides a copy of the previous position description to the hiring supervisor for

review.

2. Meets with the hiring supervisor to review procedures and documentation required

during the hiring process including affirmative action procedures and requirements.

3. Develops and prints the revised position description based upon the job analysis

provided by the hiring supervisor.

4. Places the advertisement in appropriate publications, newspapers, agencies and

web sites.

5. Receives applications in response to advertisements and prepares a file for each

one.

6. Reviews applicant files to determine that they include all required documentation as

specified in the position description. A checklist is placed in each file.

7. Notifies applicants of any information needed to complete the application process.

(Attachment J)

8. Reviews the steps and procedures used in the hiring process. This review ensures

that appropriate efforts have been made by the committee to ensure that, (1)

applicants who are members of protected groups are aware that the position is

open, (2) the pool of applicants being considered reflects diversity, and (3) there is

no discrimination in the hiring process.

9. Acts as an advocate for all applicants in protected categories during the search

committee deliberations.

10. Determines the appropriate salary for the hire based upon the approved College

salary and compensation plan.

11. Prepares approval documents for those hires requiring Tennessee Board of Regents

approval.

12. Prepares employment contract for the signature and approval of the President after

the personnel recommendation form is received from the hiring supervisor.

13. Prepares and mails letters to applicants not selected for interview to inform them that

they were not selected for the position (Attachment F).

President’s Staff Member

1. Delivers the opening charge to the search committee taking into consideration all

items listed as responsibilities of the committee. This charge will include reviewing

the procedures and documentation required during the hiring process including

affirmative action procedures and requirements.

2. Provides the search committee with a copy of the current year’s Affirmative Action

Report that will show the Affirmative Action Goals for each job category.

3. Reviews the draft position description and provides a copy to the search committee.

4. Presents each candidate’s perceived strengths and weaknesses to the President

after the candidate’s have been interviewed.

SECTION 4: BEGINNING THE SEARCH PROCESS

Search committees are formed to determine the perceived strengths and weaknesses

of candidates that apply for open positions at Dyersburg State. All searches will follow

the procedures in this publication unless the President grants a waiver.

The President appoints the Search Committee Chair and search committee members

based on recommendation by the hiring supervisor. A list of employees appointed to

the committee will be provided to the Human Resources Office. A member of the

president’s staff will convene the initial meeting with the search committee.

Each search committee must include at least one African-American member. All upper

Level academic searches must have Tennessee Board of Regents approval prior to any

offers made.

Preparation of the Position Description

A Position Description must be prepared or revised for use in the development of the

position description and position advertisement. This analysis will include an evaluation

of the position as it relates to the overall mission and goals of the College, an

explanation of reporting relationships, a description of the significant job responsibilities,

recommendations for the minimum experience and educational requirements, and other

desirable qualifications. The hiring supervisor is responsible for completing or updating

the Job Description Form.

Delivery of Committee’s Charge

A member of the president’s staff is expected to deliver the charge to the committee at

the first meeting. The information to be provided will include the following items:

1. Type of Search – Establish whether the search will be national, regional, or local.

This decision shall be made in consultation with the Director of Human

Resources.

2. Schedule and Timeline – Recommend a date for application submittal and a

suggested deadline for selection of the final candidate.

3. Draft of the Position Description – The committee will be provided a draft of the

position description. This description should include the following:

a. Reporting relationship.

b. Duties and responsibilities.

c. Essential functions of the position.

d. Qualifications.

e. Instructions for application submittal.

f. Date when review of applications will begin.

4. Budget Guidelines for Advertising, Travel, Lodging, and Meals – Provide a

maximum budget based upon the difficulty of recruiting qualified candidates.

Consideration must be given to the number and type of advertisements to be

placed, the airfare, ground transportation, lodging, and meals and the source and

availability of funds to cover these expenses. The Vice-President will coordinate

with the Human Resources Office and establish a budget for the search prior to

the initial meeting of the committee.

5. DSCC Goals for Affirmative Action – Provide the committee a copy of the current

year’s Affirmative Action Report that shows the Affirmative Action Goals for each

job category. Remind the committee of the importance of aggressively and

innovatively seeking candidates in protected groups for both gender and

ethnicity. The Human Resources Office will be involved in the application review

process to ensure diversity of the applicant pool and the selection of interviewees

to ensure that qualified applicants are included and given fair consideration.

6. Approval/Review Process – Inform the committee members of the steps in the

review and approval process and the individual and groups who are involved.

The Human Resources Office will provide guidance to the committee on the

review and approval process. Section 5 provides details of the hiring

procedures.

7. Defining the Committee’s Responsibilities – Provide direction for the committee

on its responsibilities and expectations as outlined in Section 3.

SECTION 5: CANDIDATE SCREENING PROCESS AND

PROCEDURES

The initial screening begins in the Human Resources Office. Applicant files are

examined to ensure that all required documentation as specified in the position

description has been submitted. An offer will not be made to an applicant until all

required documentation is on file.

After the initial screening is complete, the Director of Human Resources/Affirmative

Action Officer reviews the candidate pool to ensure that it reflects diversity. If the pool

does not reflect diversity then the Director of Human Resources will inform the

President and the President may elect to expand the pool of candidates or reopen the

search.

All candidate files are forwarded to the Search Committee to begin the next phase of

candidate screening. The search committee examines all materials submitted by

candidates to determine whether the minimum qualifications as specified in the position

description have been met. Materials from those applicants who do meet the minimum

qualifications are then screened for preferred qualifications and the ability to perform

essential functions as specified in the position description. During the screening

process, it is mandatory that each committee member keeps detailed notes on each

applicant’s file that he/she may review and complete the Applicant Evaluation Form

(Attachment C). At the conclusion of the process, reasons for non-selection of each

applicant must be reflected in the hiring documentation. The notes provided by the

committee members help simplify that process for the Committee Chair.

After the screening is complete, the committee will inform the hiring supervisor and the

Director of Human Resources of the applicants who will be invited for on-campus

interviews. The hiring supervisor will forward a list of names to the President for

approval of the final selection of all applicants to be interviewed.

The committee will develop a formal list of interview questions that will address the

essential functions and responsibilities specified in the position description as well as

identifying key job-related experience that would be beneficial. Care should be given in

the development of interview questions. Any questions that discriminate against a

protected group of individuals or are prohibited under current employment law must be

avoided. Examples of questions which should not be asked during an interview, are

shown in Attachment E.

SECTION 6: INTERVIEW PROCESSES AND PROCEDURES

After the final screening of candidate files is complete and the pool of candidates for

interview has been selected and approved, the Committee Chair must contact the office

of the President and appropriate administrators to determine the dates and times that

are available for interviews. It may also be necessary to contact other groups involved

in the interview process to confirm their availability on the dates tentatively scheduled.

Committee members should use the DSCC Interview Notes Form (Attachment H) to

document discussion points, strengths, and weaknesses of each applicant interviewed.

All interview notes must be turned in to the Committee Chair at the conclusion of the

hiring process. The Committee Chair is responsible for preparing the list of perceived

strengths and weaknesses for each candidate interviewed.

Prior to scheduling interviews, selected applicants to be interviewed shall be contacted

by the Committee Chair to determine if they are still interested in the position and to

inform them that the committee will begin contacting references including their current

employer. The Committee Chair will assign committee members to check references.

All reference checks will be documented on the DSCC Reference Check form

(Attachment D) and turned in to the Committee Chair when completed.

Attachment A


EMPLOYMENT REQUISTION

Date: _______ Division: _______________ Completed By: _________________

Proposed Position Title: ________________ Date Needed: __________________

Type of Position: New ___ Replacement ___ (Existing Position Number _________)

Check all that apply: _____ Permanent _____Academic _____Full Time

_____ Temporary _____Fiscal _____ Part Time

Location of Position: Dyersburg ___ Gibson Co. ___ Jimmy Naifeh Center ___

Supervisor Name and Title:

_________________________________________________

FOAP: F _____ O _____ A _____ P_____ Justification:

__________________________

Comments:

______________________________________________________________

Advertising Instructions: (check all that apply) Dyersburg___Covington ___ Jackson___

Memphis___ Union City___ Lauderdale Co. ___ Gibson Co. ___

Special Publications: ________________________________________________

Requested By: ________________________________

Approved by Dean/Administrator: _____________________________________

** Attach job description and/or duties and forward to the Human Resources

Department **

TO BE COMPLETED BY HUMAN RESOURCES DEPARTMENT:

Job Title: ______________________________________

Skill Level: _________ Salary Range: _________________________

Comments:

_____________________________________________________________

Signed By: _________________________________Director of Human Resources

Date_______________

TO BE COMPLETED BY PRESIDENT:

Comments: _________________________________________________________

Approve: __________ Disapprove: _____________

Signed By: __________________________________ President Date: ________

Attachment B

DYERSBURG STATE COMMUNITY COLLEGE Personnel Action Form

Check one: _______ New Employee _______ Change on Existing Employee

New Personnel:

Employee Name: ______________________________

Title: ________________________ Dept. _________________ Hire Date: ________________

Position #: _____________ Salary $ _______________ Full time: ___ or Part time: ___

Fund: ____________ Org: ____________ Account: ____________ Prog: ____________

Is this a grant position? _______ If so, what is grant year:

______________________________

If less than 100% position, state percent: ____________

Faculty Rank: __________If Faculty, check type of contract: Temporary ___Tenure-track

___

If Tenure-track, years of credit given towards tenure: _________

Existing Personnel:

Employee Name: _________________________________ ID No:

_______________________

Title: _____________________ Dept. _____________ Effective Date of Change:

_________

Check all that apply:

___ Title Change - New Title:_____________& New Salary (if

applicable):$_______________

___ Degree Change - Degree Received: _________ & New Salary (if

applicable):$__________

___ CPS Certification – Date Received: __________& New Salary:

$______________________

___ Change in FOAP(s) - Old FOAP(s) _____________New

FOAP(s)_____________________

___ Change in Position Number - New position number: _____________

___ Change in Department – New department:______________________

___ Faculty Promotion – New title: __________________& New Salary:

___________________

___ Faculty Tenure Award

_____ Retirement* _____ Resignation* _____ Dismissal* _____ Leave of

Absence*

_____ FMLA* _____ Military Leave* _____ Death* _____ Non-Renewal of

Contract*

* Last day at work _____________________ Other: _________________________

Explanation:

____________________________________________________________________________

****************************************************************************

Requested by: _________________________________

Date:____________________

Approval:

Dean/Director: ____________________________________ Date: ____________

Vice President: ____________________________________ Date: ____________

Vice President of Finance &

Administrative Affairs: ____________________________ Date: ____________

President: ________________________________________ Date: ____________

Human Resources: _________________________________ Date: ____________

Date entered in Banner: _______________________ Initials:_____________

Attachment C


Applicant Evaluation Form

This form is designed to assist the Search Committee in objectively considering applicants for employment and documenting the selection decision. Criteria to be evaluated must be included in the position description and/or advertisement. Position evaluated: Evaluators:

Applicants

Education

Community College Experience

Other Related Experience

Strengths

Weaknesses

Other Comments

Consider for Interview

Reason for Non-Selection

Attachment D


REFERENCE CHECKS

Name of Applicant

Position Applied For

Reference Contacted

Reference Telephone Number

Type of Reference Contacted (Check One)

___ Professional ___ Former Employer ___ Personal

INFORMATION OBTAINED (WORK PERFORMANCE, HONESTY, ATTENDANCE, PUNCTUALITY, COOPORATION, ETC.

Good Fair Poor Excellent

Ability to work with co-workers

Character

Work Performance

Attitude & Cooperation

Additional comments from reference: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________Check if one of the following:

Called no answer Left message on machine or with person Person will call back Phone disconnected Wrong Number

CALL PLACED BY: ___________________________ DATE:________________

Attachment D (Continued)

SUGGESTED QUESTIONS TO ASK REFERENCES

CANDIDATE NAME REFERENCE PERSON MAKING CALL

1. In what capacity have you known (candidate name)?

2. How well do you feel you know them? Personally? Professionally?

3. What do you consider their major strengths?

4. What may be areas in which the candidate can improve?

5. How well do they work with diverse groups?

6. What kind of role model do you consider this person to be?

7. Anything else that you feel we should know or that you would like to tell us about (candidate name)?

Attachment E

INTERVIEW QUESTIONS

QUESTIONS THAT CANNOT BE ASKED IN AN INTERVIEW Various federal, state, and local laws regulate the questions that an employer can ask of the applicant. All questions must be job related. Please be careful during an interview to be sure you ask the right questions. Here are some examples of what NOT to ask: MARITAL/FAMILY STATUS QUESTIONS:

1. Are you married? 2. Do you have children? 3. Will your spouse or children interfere with your responsibilities? 4. Do you plan to have children? 5. What are your childcare arrangements?

DISABILITY RELATED QUESTIONS:

1. How long have you been handicapped? 2. Given your physical limitations, don’t you think this job will be too much for you? 3. Have you ever been hurt on the job? 4. Have you had any recent or past illnesses or operations? If yes, list and give

dates. RELIGIOUS QUESTIONS:

1. What church do you attend? 2. What days of the week do you attend church?

AFFILIATIONS/ASSOCIATION QUESTIONS:

1. Who did you vote for in the last presidential election? 2. To what clubs or social organizations do you belong?

NATIONAL ORIGIN/CITIZENSHIP QUESTIONS:

1. Where are you from originally? 2. Are you a U.S. Citizen? 3. Where were your parents born? 4. What is your “native tongue?”

AGE RELATED QUESTIONS:

1. How old are you? 2. When did you graduate from high school? 3. What is your birthday?

ARREST RECORDS:

1. Have you ever been arrested? 2. Have you ever gotten a speeding ticket?

Attachment E (Continued)

MILITARY/VETERAN STATUS:

1. If you’ve been in the military, were you honorably discharged? 2. Did you serve in Vietnam?

QUESTIONS THAT CAN BE ASKED IN AN INTERVIEW 1. Are you currently working now? Yes ____ No____, If yes, what type of business

is it and what are your duties there? 2. Why do you want to leave your present employer?

(Explain your gaps of time between jobs.)

3. Have you worked anywhere else other than what is mentioned on your application? Yes _____ No _____

Where? _________________________________________ 4. Have you ever been terminated from a job? Yes _____ No _____

(If yes explain.) 5. This job requires overtime occasionally. Would you be able and willing to work

overtime as necessary? (This question is okay if all applicants for the job are asked it.) Yes _____ No _____

6. Are you willing to work weekends? Yes _____ No _____ 7. Can you work nights? Yes _____ No _____ 8. What courses to do you prefer to teach? 9. May I check references on your previous employers? Yes ____ No ____ 10. May I check all personal references listed? Yes _____ No _____ 11. How are you acquainted with each of the personal references listed? 12. Can you provide any more references? 13. What will your personal references say when I call? 14. Do you have 18 graduate hours in _____________discipline?

Yes _____ No _____

15. Tell me about your work history, your experience, job skills, training, tardiness, promotions, discipline, awards, etc.

Job Skills:___________________________________________________ Attachment E (Continued)

Training:____________________________________________________ Any discipline problems? ______________________________________ Any awards/recognition? _______________________________________ 16. What did you like best about your last employer? 17. What did you like least about your last employer? 18. When would you be available to start working if offered a job? 19. How do you react to criticism? 20. Do you get along well with people? 21. What specific job or duties interest you? 22. What ambitions do you have about advancement? 23. Do you prefer a faculty, administrative or office support position? 24. Are you willing to comply with the dress code, safety requirements, and other

Company policies? 25. What interest you about this job and this Company? 26. How did you hear about this position? 27. Are you familiar with Dyersburg State? 28. What makes you want to work in this College? 29. Describe in your opinion what the position involves. 30. What abilities would help you to be successful in this position?

Attachment F (Send to candidates who were not chosen to interview) November 8, 2001 Dear : Thank you for your interest in employment at Dyersburg State Community College. Unfortunately, another candidate was selected for the position _________________. There were many applications for the position and our selection process was extremely difficult. Again, I appreciate your interest in employment at Dyersburg State Community College and wish you good fortune in finding a position that will challenge your skills and abilities. Sincerely, Jane Doe Director of Human Resources

Attachment G (Send to candidates who were interviewed, but were not offered the position) November 8, 2001 Dear : After consultation with the Search Committee and President Bowyer, an offer of appointment to the position of ___________________ has been tendered to another candidate. I regret that our search did not conclude more favorably for you, but of course there can only be one successful candidate among the many applicants. We appreciate your interest in the position and in Dyersburg State Community College. We wish you every success. Sincerely, Jane Doe Human Resources Representative

Attachment H


INTERVIEW NOTES

NAME OF APPLICANT

POSITION APPLIED FOR

Note briefly topics discussed, questions asked and answers received.

BASED ON THE INTERVIEW

APPLICANT’S STRONG POINTS APPLICANT’S WEAK POINTS

OVERALL EVALUATION (PLEASE CIRCLE)

STRONG CANDIDATE - GOOD - ACCEPTABLE - UNACCEPTABLE

SIGNATURE:____________________________________

DATE:_________________________

ATTACHMENT I

SUGGESTED CANDIDATE UPDATE LETTER

Date

Candidate Name

Candidate Address

City, State, Zip

Dear (Candidate Name):

Thank you for indicating an interest in the position of (Title and Department Name) at

Dyersburg State Community College.

Currently, we have the following information on file:

_____ Letter of application

_____ Resume

_____ Transcripts

_____ 3 References

_____ Self Identification Form

If your file is incomplete, please send the above check information to the Human

Resources Department at 1510 Lake Road, Dyersburg, TN 38024. If I can be of further

assistance to you, please do not hesitate to contact me at (731) 286-3200.

Sincerely,

Name of Search Committee Chair or Human Resources Representative

Title

Attachment J

INTERVIEW SCHEDULE

POSITION_____________________ DEPARTMENT_______________________

DATE:

TIME APPLICANT TIME APPLICANT

DATE


DATE


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