Guideline 4-1a: Screening Committee Process
The employment process requires excellent record keeping. The screening committee will need to keep a record of its proceedings, and a recorder should be designated for each meeting. Records help the screening committee maintain consistent procedures.
Remember: Keep track of committee decisions and document the process, including notes from screening committee meetings, interviews, and evaluations of candidates. If you have questions regarding any documentation issues, call Human Resources.
- The approved job posting should be reviewed carefully, and any duties or statements that are not clear should be clarified prior to reviewing resumes.
- During the screening process, actions and discussion of the screening committee are confidential and are not to be discussed outside the meetings.
- Contact Human Resources for specific instructions to facilitate travel for out-of-town/state applicants.
- Screening committee concerns should be forwarded to Human Resources.
Prior to the interviews, assignments should be made for a college employee to meet, greet, and escort the candidates between various phases of the interview process.
The employment interview is a vital component in the hiring process. In order to recommend the most qualified applicant, screening committee members must be well versed in how to effectively conduct interviews. In addition, we must be aware of federal and state legislation that precludes asking certain questions during an interview.
Structured interviewing involves approaching the interview with a pre-planned agenda. The interviewer knows ahead of time what he/she will ask the applicant and tries to stick to the agenda. Some interviewers will ask the questions in order and others will take a more relaxed approach but are still sure to address all of the pre-planned questions. This type of interviewing style generally provides the interviewer with the information needed to make the hiring decision. It is also important as a defense against discrimination in hiring and selection, because all applicants are asked the same questions. This is the method used by SJCD.
- The Screening Committee chair, at the beginning of the interview, should ensure the committee members are introduced to the candidate.
- Ensure the candidate has an occasional break between interviews to get water or have a cup of coffee, etc.
- All candidates are to be asked the same questions so that each candidate has an opportunity to respond to the same issues. It is suggested that the candidate be told how much time and how many questions will be asked during the interview session. If the candidate would like to expand on his/her response to a question at the end of the process, this is permissible.
- Try to facilitate open discussion to elicit as much information as possible from the candidate. The easiest way to accomplish this is by creating an atmosphere that allows the applicant to speak freely. The following are suggestions for fostering an atmosphere that is conducive to open discussion:
- Try to put the applicant at ease at the beginning of the interview. If the applicant feels comfortable, he/she will be more likely to share information with the committee.
- Try to ask questions that will facilitate discussion. Avoid questions that require a yes or no answer.
- Don't ask leading questions. Keep the questions open-ended so that the applicant has the opportunity to speak freely.
- Be sure to ask only job-related questions.
- Listening skills are essential in an interview. It is important to let the applicant speak without being interrupted. Remember, the purpose of the interview is to obtain as much information as possible.
- Follow-up job-related questions may be asked when an answer is incomplete or when additional information is needed from the candidate to get a clear understanding of his/her job-related experience, skills and knowledge.
Remember: Applicants and candidates will form decisions about San Jacinto College based on the quality of our screening process and the hospitality of the screening committee. Remember our core values and ask appropriate questions. Introduce candidates to faculty and staff who are positive, out-going ambassadors for the many good things the college is achieving and the new projects we are pursuing.
After the interview
Once the interviews are complete, the screening committee will complete its work as follows:
- The committee will present its hiring recommendations to the Dean or the appropriate campus administrator.
- The Hiring Manager will coordinate Cabinet-level interviews with the Dean and/or the appropriate campus administrator and provide administrators with the finalists' application materials.
- Forms A, B, C, and D, documenting the screening, must be completed and returned to Human Resources at the conclusion of the screening process, along with any notes or other documentation created in the process.
- Communication with applicants after the interview regarding the status of the position should be made through Human Resources.
The appropriate dean/president/vice chancellor will review the screening committee recommendation of the top two to three candidates and complete reference checks on these individuals.
Once a finalist is selected, the Human Resource office will:
- Conduct and document criminal background checks
- Calculate the hiring salary
- Extend an offer of employment, contingent upon approval by the Board of Regents
- Contact each candidate who participated in an interview and notify them of the decision, and
- Send written notification to all other qualified applicants for the position.