Screening and Selection Process to Fill a Classified Position
Classified Recruitment Procedures
The recruitment step of the hiring process is handled by Human Resources
EEO Screening and Selection Procedures for Classified Vacancies
Once a certified list has been established by Human Resources, the Office of Affirmative Action assists the departments with the screening and selecting of classified applicants. The following procedures ensure that screening and selection procedures comply with Federal EEO regulations.
1. Establish a screening and interview panel:
Search committee must have at least two screeners. This is usually persons whose familiarity with the position. The search committee should meet prior to screening the applicants and develop a screening matrix that defines the 1, 2, and 3 ratings. (For examples see the classified section on the resources page)
2. Screen the applications and resumes:
Each screener should independently review each application and resume and rate each job qualification to determine each applicant's total score on the AA-28. Then each screener's totals will be sued 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). Indicate on the summary AA-28 the applicants you would like to interview.
3. Authorization to conduct interviews:
Submit the summary AA-28, each individual screener's AA-28, and the position summary (ad on Hr's website) to the Office of Affirmative Action. The forms can be hand delivered, sent via facsimile to the Office of Affirmative Action, 214 Anderson Hall, FAX: 532-4374 or emailed to Jaime Parker (email@example.com).
4. Office of Affirmative Action reviews the forms:
Once the Office of Affirmative Action reviews the forms a staff member will contact you to authorize interviews. 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. If you are unable to contact an applicant, the staff member may authorize you to contact other applicants on the list. Jaime Parker is currently the staff member handling Classified Searches.
5. Interview the applicants:
Schedule interviews, interview applicants then conduct employment references. Use the interview questions approved by HR. Take good notes. Select the candidate whom 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. Authorization to make a job offer:
Provide job-related reasons for selection for the candidate you would like to offer the position to. Provide job related reasons for non-selection for those candidates interviewed bu not selected. This can be prepared in a word document and hand delivered, faxed or emailed to Jaime Parker (firstname.lastname@example.org). Reasons for selection/non-selection should be based on job related skills, knowledge and abilities. An Office of Affirmative Action Staff member will review the selection/non-selection criteria and contact the department with authorization to make a job offer. Be prepared to explain the reason's. Departments can identify their 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 contingent on a background check. After the offer is accepted, complete the PER-10 form, including the reason for selection/non-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.
Last Revised 08/01/12