CSI Hiring Procedures

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Screening Applicants

Selecting and Interviewing Applicants

Applications are received and made available through the ATS. It is important to note that some applicants may start an application and never complete it. Others will complete the application over a period of time as they create a cover letter and upload a resume. Finally, other applicants will change their minds and cancel their application. The Master List contains all of these materials throughout the application process, while the Hiring List contains only completed applications.

The Master List

applicantsThe hiring authority has access to the Master List of applicants and may view materials as they are received. It is recommended that applications that are only started not be considered during this process. This is a time to see if you are getting the qualified applicants you seek and to consider other forms of advertising or extending the deadline to apply. It is also convenient to begin a list of those not considered qualified to note on the Hiring List after the deadline has passed.

The only materials not contained or uploaded to the site are transcripts. Unofficial transcripts will be sent by hard copy or email attachment to the HR office where they will be acknowledged and then forwarded to the hiring authority.

The Hiring List

The Hiring List is created by the administrator in the HR office after the announcement has closed. It contains only applicants with completed materials or who have otherwise been agreed upon with the hiring authority. When an applicant has a problem uploading a resume or cover letter or needs to apply fully by hard copy, those materials are sent to the hiring authority and added in the Notes area of the Hiring List.

It is highly recommended that the hiring authority make the first cut to decide who is qualified for interview before sharing the remaining list with the interview team. Those who have been Considered But Not Interviewed need to be noted under the Disposition section and the ATS administrator will respond to all those applicants.

A second tier of candidates who are Still Being Considered may also be included for consideration but not ranked as highly. Once all the interviews have been established, any remaining applicants not interviewed should also have their Disposition changed in order to be contacted by the ATS administrator. All further applicants will be contacted for interview and the rest of the process by the hiring authority. We also recommend that any current employees not considered for interview be contacted and thanked for their interest in working for the department by the hiring authority.

At the end of the process, the person hired will be noted on the Hiring List and the hiring authority will contact the ATS administrator to close the process. The new hire must then, by law, complete the I-9 within three days of hire. The remainder of the packet must be completed prior to or on the first day the employee reports to work..

What About Veteran Preference?

From the Policies and Procedures Manual, Section 2.03: “Idaho Law provides veteran's preference be given to individuals who have been in active service of the United Stated during a recognized war period or other recognized conflicts as defined by federal law. Veteran's preference is also provided for individuals who have served on active duty in the armed services at any time, have been discharged honorably, and who have a present service connected disability of 10% or more.”

This policy also states that “Veteran's preference is considered into the final outcome of the interview process and may improve a veteran's position on a list of qualified candidates. Preference is given only for initial appointment and not for promotions. Veteran's preference does not mandate an interview or guarantee employment. To be eligible for veteran's preference you must be a resident of Idaho when the application for employment is made.”

Practically speaking, this means that once the selection process and interviews have been conducted and the final three candidates have been chosen by the committee, all things being equal, we will give preference in hiring to any veteran in the top three. 

Please refer any questions you have about implementing this policy to the HR director. (11/2012)

Arrest and Conviction Records

Historically, members of some minority groups have been arrested and convicted of crimes more often than while in proportion to their numbers in the population.  Accordingly, hiring decisions based on such records can have a disproportionate effect on the employment opportunities of members of these minority groups.

The courts and EEOC (Equal Employment Opportunities Commission) have held that without proof of business necessity, an employer’s use of arrest records to disqualify job applicants is unlawful discrimination.  The CSI Application for Employment form asks the applicant to disclose felony convictions (but not arrests), dates and outcomes.  We follow the request for information by stating that answering “yes” will not necessarily disqualify an applicant for employment. 

Under the EEOC guidelines, a felony conviction may not be used as an absolute bar to employment but can be considered with regard to the relationship between a conviction and the applicant’s fitness for a particular job.  The critical question is whether a given offense directly relates to job performance. Click here to find the factors suggested by the EEOC to consider with regard to a felony conviction. Again, please refer your questions as to how to proceed to the HR director. (11/2012)

Interviewing

interview teamA first round of interviews should include at least 5 - 6 individuals. These persons are contacted by the office of the hiring authority to set a time and place to meet with the interview team. All members of the interview team should have seen the materials provided by the applicants prior to the date of interview. A list of questions will be supplied by the hiring authority. The ATS administrator has a number of resources to assist in gathering skills, attitude and behavioral information from the candidates in a fair and consistent manner.

The interview should begin with a greeting and introductions. Questions of the candidate will follow after which the candidate will be invited to ask any questions they may have. A copy of the complete Job Description will also be shared with the candidate at this point. Questions about salary and benefits may be referred to the HR office, if needed. The candidate will then be informed of the next steps in the process and a general timeframe.

In the past, candidates from outside the area have been interviewed by (speaker) telephone for a first round of interviews followed by an onsite meeting if their references meet our expectations. We now possess a Skype account and have the facilities to interview with that format in the Teaching and Learning Center, TAB Rm. 213. Please contact the HR office for assistance.

A second round of interviews may also be useful in a large pool of candidates or if certain members of the interview team cannot meet at the same time.

Telephone Reference Checks

Telephone references are conducted on the top three individuals. This is completed in preparation for a memo recommending these persons in order of preference and with a proposed salary for the new hire (if other than the minimum assigned to this classification).

Please try to obtain at least three work-related references per candidate. Current employees may only be contacted with the candidate's permission and with the understanding that an offer is pending based upon that reference.

The college subscribes to the policy of proving equal educational and employment opportunities, services, and benefits to students and employees without regard to race, color, religion, sex, age, national origin, or disability in accordance with the Civil Rights Act of 1964 as amended, Title IX of the Educational Amendment of 1972, Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990.


Human Resources | ATS Administrator | April 2010 College of Southern Idaho