Procedure 4.1.1 - Hiring Process
Part 1: Purpose
It is the goal of Lake Superior College (LSC) to recruit the highest quality employees through equitable search processes. The purpose of this procedure is to ensure that in fulfilling this goal, the college adheres to all contractual and legal requirements and promotes diversity in its search processes. This procedure establishes hiring practices once the President and President’s Cabinet have approved the request to fill a vacancy or new position.
Part 2: Definitions
Ex officio: denoting or relating to a member of a body who holds the role as a result of their status or another position that they hold. Members that serve as ex officio members have all the rights and obligations of the committee that they serve on. This includes the right to discuss, debate, make decisions and vote.
Part 3: The Search Advisory Chair and Committee
Subpart A: Search Advisory Committee Chair
The Chair of the search advisory committee (Chair), shall be appointed by the President or the President’s Designee. Typically, the administrator or hiring supervisor of the vacant position will act as the Chair but in certain circumstances and at the discretion of the President or the President’s Designee, another individual may be named.
Subpart B: Search Advisory Committee Chair Checklist
Upon notification of the appointment of the Chair, the Human Resources Department (HR) will send that individual the Search Advisory Committee Chair checklist. It is the responsibility of the Chair to ensure that all parts of the search are completed and followed in accordance with this procedure. The Chair will call for a search advisory committee (Search Committee) and provide a completed and signed Lake Superior College Search Advisory Committee Nomination Form to Human Resources.
Subpart C: Search Advisory Committees
The Search Committee should include individuals with special job expertise or a stake in the decision. It is the goal of Lake Superior College to include campus-wide participation representing a variety of work areas on the Search Committees. The Search Committee shall have at least four members, including the Chair.
The Chair shall invite participation in the Search Committee with an all-employee email with an ending date for committee volunteers. The Executive Diversity Officer is invited to participate in all searches regardless of bargaining unit affiliation, as able. The President may also appoint additional members to serve in an ex officio role if needed.
Unless otherwise required by board policy or specified by the Chair, Search Committees do not require specific bargaining unit representation. Names of volunteers for Search Committees will be sent to the appropriate union leadership by HR for approval. Union leadership will reply to HR within two business days of receiving the Search Committee volunteer names to report their decision.
The Search Committee may move the search forward only after the President or President’s Designee has provided final approval and signature on the Lake Superior College Search Advisory Committee Nomination Form.
Subpart D: Search Advisory Committee Members Responsibilities
All members of the Search Committee must agree to be available during all aspects of the hiring process, or they should not serve. Any Search Committee member who may have a conflict of interest during the search process must disclose the conflict with the Chair and may be asked to resign as a committee member. All members shall also attend an orientation session facilitated by a HR staff member or a representative of Affirmative Action and when possible, the Executive Diversity Officer, before the process begins. Additionally, each Search Committee member is required to sign a confidentiality agreement and complete a two-part course annually to facilitate an equitable and inclusive search process, prior to receiving applications and resumes. The committee members must agree to maintain confidentiality about the entire search process and participate in all aspects of the search.
Part 4: Posting and Advertising
The posting requirements differ by bargaining unit, but generally require a two-week posting period on a Minnesota State or state website. Positions will be posted in accordance with the collective bargaining agreements and applicable state laws. In addition, there are online resources and targeted diversity resources used in the recruitment process. The Chair will work with a HR staff member to establish the recruitment plan.
Part 5: Applicant Pool Certification
The Affirmative Action Officer and the Executive Diversity Officer will review the Equal Employment Opportunity information related to the applicant pool and will be in contact with the Chair and the appropriate supervisor, Vice-President or the President if there is a concern regarding the diversity of the applicant pool. The search process continues when the pool of applicants has been certified by the Affirmative Action Officer.
Part 6: Screening
Subpart A: Screening Criteria
The Search Committee will develop the screening criteria using the position description, posting, and advertisements prior to the review of the applications. The Search Committee will screen the applicant pool and determine what applicants meet the minimum qualifications. Each committee member will review all the applicant files using the agreed-upon criteria based on the job posting and make recommendations to the committee.
Subpart B: Selection of Candidates to be Interviewed
The Search Committee will work to identify the candidates to be interviewed. The screening process may include a phone interview or video call to further evaluate a larger pool of candidates. The Chair is responsible for ensuring equitable treatment throughout the screening and interview process.
Part 7: Interview Process
- The Search Committee creates the interview activities (i.e., the interview questions, tests or exams, a presentation topic, etc.) to be used in each interview. HR will review all activities for appropriateness and is available to help create useful and effective evaluation tools. The Executive Diversity Officer will also review interview questions and the candidate pool for all searches to promote diversity, equity, and inclusion.
- The Search Committee is responsible for developing the content and schedule of interview activities, which may include a campus tour, and reserving an interview room. All interview schedules to include candidate names, should be shared with HR prior to the commencement of the interview process.
- The Chair of the search committee, or designee, will contact selected applicants to arrange interviews. The candidates will be sent a confirmation of the interview date and time, a parking permit, information needed to prepare for the interview, and materials requested by the Search Interviews may feature use of video call technology. HR is able to send the interview confirmation template and materials to the Chair, or designee, upon request of the Chair.
- Candidates’ names are confidential, unless the candidates are scheduled to participate in an open forum, teaching demonstration, or other public presentation as part of the For these cases, HR will have the candidates sign a release form.
Part 8: Recommendation of Finalists
Subpart A: Selection of Finalists
After the interviews, the Search Committee will determine which of the candidates meet the criteria and are acceptable to forward to the President or the President’s Designee as finalists. This determination should be based on the following factors:
- The candidate’s credentials and experience;
- The interview results;
- The work sample, test result or the results of other evaluative assessment; and
- Any feedback of the campus constituent groups as a result of open forums, teaching demonstrations, or public presentations
The Chair will guide the Search Committee through the process of creating a list of strengths and weaknesses for each candidate formally interviewed. All candidates invited to a campus interview will be forwarded to the President or the President’s Designee with the strengths and weaknesses listed for each. The Finalist Recommendation Form will list the committee’s recommended finalists.
Subpart B: Reference Checks
The Chair, or designee, will submit a list of finalists to HR to conduct reference checks. An external consulting firm may conduct reference checks on the finalists of an Administrator level search, after securing their written consent.
Subpart C: Finalist Recommendation Form
The Chair shall use the Search Committee Finalist Recommendation Form to recommend the unranked list of finalists to the President or President’s Designee for hire and include strengths and weaknesses, resumes, and references regarding each finalist.
Subpart D: Failed Search
In the event there are no qualified applicants for the position, the Chair may recommend that the President or the President’s Designee declare a failed search. The President may fail the search following the interview process if all candidates are unsuccessful. It is the President’s decision to declare a failed search.
Subpart E: Hiring Decision
The President or the President’s Designee and Chair will discuss the results of the search to make the final hiring decision. Once the hiring decision is made and communicated to HR, the hiring supervisor or the Chair will make the initial offer of employment to the successful candidate. HR will determine the salary placement and discuss salary and benefit eligibility with the candidate.
Subpart F: Onboarding
In the event an offer is accepted, the hiring supervisor will work with HR to begin the onboarding process. It is the hiring supervisor’s responsibility to ensure that the Supervisor Onboarding Checklist is followed.
Part 9: Travel Reimbursement
Subpart A: Allowable Candidate Reimbursements
- Administrator, faculty, and Middle Management Association (MMA) candidates who travel more than 200 miles are eligible to receive Minnesota State mileage rate OR lowest cost return flight and one overnight stay with the total not to exceed $500.
- Exceptions exceeding $500 for above searches at the discretion of the
- Exceptions for providing $500 allowance for MAPE or AFSCME searches with same criteria at the discretion of the President.
Part 10: Exception to Procedure 4.1.1
For presidential appointments and searches, see Minnesota State Policy 4.2
History
Date Implemented: May 11, 1998
Date Updated: October 2008; December 4, 2015; August, 2022
President's Signature Date: September 22, 2022
