Policy: Policy 4-5-1-2: Hiring Academic and Administrative Faculty Date Adopted: Nov 26, 1998
Department: Human Resources Contact: Vice President for Human Resources and General Counsel
Statement: This policy sets forth the method by which academic and administrative faculty (.50 FTE and above) at Western Nevada College are selected for employment. All searches will be conducted in accordance with the NSHE Board of Regents Handbook provisions, WNC Bylaws and the policies and procedures of Affirmative Action.

Table of Contents:

  1. Notification
  2. Recruitment and Screening
  3. Recommendation
  4. Irregularities
  5. Exceptions

Section 1: Notification

  1. The hiring department submits a request to the appropriate dean, vice president, president to initiate the search.
  2. Upon approval, the president will offer the opportunity to nominate members to the screening committee (herein referred to as the committee) from Academic and Administrative faculty senates. The composition of the committee should include no less than five members with the majority representing the area where the position reports, but with at least one other WNC faculty and staff member, and may include community and other NSHE staff.
  3. The president appoints all committee members and designates a temporary chair to call the first meeting. The chair should be the appropriate supervisor in the area of the vacancy, such as Academic Director, dean, or vice president, if possible. The president notifies the committee members in writing of their appointment.
  4. The hiring department is notified of the approval to begin the search process.
  5. A copy of the letters is sent to the Human Resources (HR) office.

Section 2: Recruitment and Screening

  1. Academic Faculty
    1. The Academic Director will instruct the division/department members to develop position requirements consistent with the qualifications, experience, and duties that are required for the position.
  2. Administrative Faculty
    1. The hiring department, the position requirements consistent with the qualifications, experience, and duties that are required for this position.
  3. The hiring department submits the final position announcement to HR, which will be reviewed, entered into the applicant tracking system and forwarded to the appropriate dean, vice president, or president, and budget officer depending on the position, for approval. The position requirements may be reviewed by the committee at a later date.
  4. Upon approval, HR will post the position announcement and advertise in the selected publications and online sources.
  5. All positions will be open for a minimum of 30 calendar days.
    1. The committee may approve a longer search period.
    2. The position announcement will state the date that the committee will begin reviewing applications (the 30 day minimum date or longer), and those applicants who have submitted an application by that date will receive full consideration.
    3. The Recruitment and Interview Expense Policy in the WNC Policy and Procedures Manual will be followed for mailing and advertising procedures and expenses
  6. The committee will meet to review the position requirements, develop telephone interview questions, reference check questions and in-person interview questions. Final questions are sent to HR for approval. An estimated time-frame will be established by the committee. The chair is responsible for having each screening committee member complete a confidentiality/ nondisclosure form and send the originals to the HR office.
  7. At the end of the 30-day search period, the initial applicant pool is reviewed and approved by the Affirmative Action officer. HR will grant search committee members access to view and rank applications in the applicant tracking system.
  8. The chair shall establish a reasonable date for committee members to review the applications. The committee will then meet to decide on the finalists for telephone interviews. The chair updates the applicant status in the applicant tracking system. The Affirmative Action officer will review and approve those applicants selected for telephone interview.
  9. Telephone interviews are required before bringing any finalists to campus for interviews. As a courtesy during the telephone interview, the candidate should be informed that, if they are recommended to be brought to campus for in-person interviews, reference checks will be completed before they are scheduled for interview.
  10. After telephone interviews are completed, reference checking on those candidates who are being considered for in-person interviews will be completed. Reference checking must be completed before interviews are scheduled. The chair should assure that applicants have signed the Reference Release Form for Professional Positions. All signed forms must be sent to HR. The committee will complete three-deep reference checks. Three-deep checks mean that at least two committee members will speak with references for each candidate at least three levels including the first reference they contact.
  11. The chair updates the applicant status in the applicant tracking system. The Affirmative Action officer will review and approve those applicants selected for in-person interview.
  12. The hiring department will contact and arrange to bring the candidates to campus for in-person interviews.
    1. This will include scheduling meeting times for the college president and vice president(s) to meet with the candidates.
    2. Interviewees should be given a reasonable amount of time to make travel arrangements for the interview.
    3. Travel reimbursement will conform to Recruitment and Interview Expense Policy in the WNC Policy and Procedures Manual.
    4. The Recruitment and Interview Expense Policy will be provided to candidates prior to scheduling their on-campus interviews.
  13. Once interviews are completed, the committee may choose to do further reference checks on the finalists. This would be in addition to the previous reference check done before the interview process.

Section 3: Recommendation

  1. Immediately after the interview process is completed, the committee will invite the appropriate dean, vice president and the president to the committee meeting for the committees discussion concerning the qualifications, strengths, and weaknesses of the final candidates and the committees recommendations. The vice president will make a recommendation to the president for final approval and signature. The chair updates the applicant status in the applicant tracking system.
  2. Upon approval by the president, the appropriate vice president shall contact the selected person, offer the position contingent upon completion of background check and confirm acceptance
  3. HR will submit the hiring proposal to the vice president for approval in the applicant tracking system.
  4. After the person has accepted the position, the chair will call those persons interviewed and inform them of the decision. The HR office will move the job posting status to filled in the applicant tracking system, at which point an automated email will be sent, informing all applicants that the position has been filled.
  5. It is the responsibility of the chair to follow-up to make sure all search requirements are completed including all written approvals before the process is deemed completed.

Section 4: Irregularities

  1. The Affirmative Action officer or chair shall report any problems during the search and selection process to the college president.

Section 5: Exceptions

  1. If at any time during the search process, there is a consensus; either by the committee and/or vice president/president that the applicant pool is insufficient, a decision will be made on how to proceed with the search. The administration agrees to support this decision as long as the reasons are not discriminatory.
  2. It is understood that the terms of this policy can be changed or altered only with the written approval of the college president.
  3. In accordance with Board of Regents Handbook, Title 4, Chapter 8, Section 7.2, the institutional president or chancellor may waive the search requirement where he or she determines the waiver to be in the best interests of the institution or System unit.

Date(s) Revised October 6, 2015; June 20, 2013; September 2, 2008; September 18, 2007; May 8, 2007; December 20, 2005; May 11, 2004; November 19, 2002; January 29, 2002; January 25, 2000; Date(s) Reviewed