The Office of Affirmative Action administers the policies and procedures related to equal employment opportunity, affirmative action, and the Americans with Disabilities Act.
Screening and Selection Process to Fill a Classified Position
EEO Procedures for Classified Vacancies
The following procedures further explain the "RECRUITMENT PROCEDURES FOR CLASSIFIED VACANCIES" form, ensure that screening and selection procedures comply with Federal EEO regulations and explain what will occur when you contact the Office of Affirmative Action at different points during the screening and selection process.
1. Establish a screening and interview panel. This is usually two or three persons whose familiarity with the position allows them to develop job-related screening criteria, interview, pre-employment reference questions and interview questions. Criteria and questions are considered job-related when they focus on job qualifications that are essential for satisfactory job performance. For screening, each job qualification should be assigned a weight on the AA-28 form.
If the screening process includes pre-employment reference interviews, then the reference interviews should be job-related and may include questions about job qualifications that cannot be evaluated by reading an application and resume. All pre-employment reference interviews should be thoroughly documented in notes.
2. Screen the applications and resumes. The screening process may consist of a review of application materials only or a review of application materials and pre-employment reference interviews. If the process consists of a review of applications and resumes, the job qualifications listed on the AA-28 should be those that can be evaluated by reading an application and resume. Take care to avoid using job qualifications that give an unfair advantage to current or former K-State employees or that cannot be evaluated by reading the application and resume. Using "experience" with the K-State financial records system," as a required job qualification gives an unfair advantage to current or former employees, when "experience using financial records systems" is the needed job qualification. Likewise, a job qualification such as, "oral communications" cannot be evaluated by reading the application and resume and should not be used. Oral communication can be evaluated in the interview and through pre-employment reference interviews.
Each screener should independently review each application and resume and rate each job qualification to determine each applicant's total score. Each screener's totals may be used to prepare a summary AA-28 form that shows the total combined scores (the sum of each screener's scores) or the average score (the total score of all the screeners divided by the number of screeners). Write the job title, position number and requisition number and your name and telephone number on the AA-28 form. Place an asterisk, number or check mark to the left of the name of each applicant you would like to interview. If the screening process includes pre-employment reference interviews, then the interviews should be thoroughly documented by notes and cover qualifications that are essential to successful job performance.
3. Submit the Position Summary and the AA-28 form(s) to the Office of Affirmative Action. The summary and forms may be delivered or sent via facsimile to the Office of Affirmative Action, 214 Anderson Hall, FAX: 532-4374
4. Contact the Office of Affirmative Action. Be prepared to explain the job qualifications, ratings and scores when you talk to the Office of Affirmative Action staff member. The staff member will either authorize you to interview applicants or ask questions; then authorize the interviews or ask you to explain, modify or eliminate a job qualification. This is usually because the staff member is concerned that a job qualification cannot be evaluated by the screening procedure or gives an unfair advantage to an internal applicant. To eliminate the need for you to call again, if you are unable to contact an applicant, the staff member may authorize you to contact other applicants on the list.
5. Interview the applicants. Schedule interviews, interview applicants then employment references, if references have not been interviewed. Use the interview questions. Take good notes. Select the candidate whom you think is best prepared to successfully perform the duties of the position. Also, identify one or two other candidates whom you would also offer the position, in case the top candidate declines the job offer.
6. Contact the Office of Affirmative Action. Ask for authorization to make a job offer. Be prepared to provide the job-related reason(s) for your selection decision. To eliminate the need to call again if the top candidate declines the job offer, be prepared to identify your second and third choices and the reason(s) that make each of them acceptable for the position.
7. Offer the position and submit paperwork. Offer the position to the selected applicant and the second or third choices, if necessary. After the offer is accepted, complete the PER-10 form, including the reason for selection, sign and obtain signatures and submit the form to the Office of Affirmative Action. The staff member will sign the PER-10 and return the original document to you via campus mail.
Please contact the Office of Affirmative Action at 532-6220 if you have any questions.
Issued 01/14/02
Last Revised 02/11/02