Hiring Executive and Administrative Positions

1.0    Purpose

This policy establishes guidelines for recruiting, selecting, and hiring executive and administrative employees for continuing, temporary, acting, and interim employees. Hiring the president is a Board of Trustees responsibility and is excluded from this policy.

2.0    Revision History

3.0    Persons Affected

3.1    Casper College employees.

3.2    Applicants for positions at the college.

4.0    Policy

The policy of Casper College is to ensure the following.

4.1    The college uses an efficient and consistent process to recruit and hire a highly effective workforce.

4.2    The college abides by all federal, state, and local laws regarding recruiting, selecting, and hiring employees.

4.3    The college is an equal opportunity institution and as such, does not discriminate based on race, color, national origin, sex, disability, age or any other characteristic protected under applicable federal, state, or local law when recruiting, selecting or hiring employees.

5.0    Definitions

5.1    Administrative. This job classification includes non-faculty jobs responsible for providing leadership and professional expertise or services through leveraging the knowledge and skills of others in a school, department, office, or program. Administrative jobs are exempt from the Fair Labor Standards Act.

5.2    Executive. This job classification includes the president and jobs responsible for providing leadership and strategic direction for areas the president deems executive. Executive jobs are exempt from the Fair Labor Standards Act.

5.3    Professional. This job classification includes non-faculty jobs that provide operational support and services requiring recognized professional achievement acquired through formal training or equivalent experience. Professional jobs are exempt from the Fair Labor Standards Act.

5.4    Regular Full-Time. Employees who hold these jobs are regularly scheduled to work 40 hours per week or teach a full faculty load for a nonspecific period.

5.5    Regular Part-Time (benefited). Employees who hold these jobs are regularly scheduled to work at least 20 hours but fewer than 40 per week or teach 20 to 26 contact hours for a nonspecific period. They are eligible to receive benefits some of which are prorated based on the number of hours the employee works each week.

5.6    Acting. Employees who hold these executive or administrative jobs are regularly scheduled to work 40 hours per week and fill a vacancy while the permanent jobholder is unavailable for an extended period, and it is presumed that the permanent jobholder will return to the job.  

5.7    Interim. Employees who hold these executive or administrative jobs are regularly scheduled to work 40 hours per week and fill a vacancy prior to the college hiring a permanent employee for the job.

5.8    Executive Council. This council consist of the president; vice presidents of academic affairs, student services and administrative services; information technology director; executive dean of continuing education; and public relations director.

5.9    Job Requisition. Supervisors submit an electronic job requisition in Taleo. The requisition includes the job, applications timeline, budget information, etc. Subsequent supervisors and the Human Resources (HR) director, vice president of administrative services, and president approve the requisition electronically.

5.10    Job Descriptions. This document describes the specific responsibilities and duties of a particular job. The college uses job descriptions to recruit employees, determine the compensation level of a job, evaluate employees, ensure equity and compliance with federal and state employment regulations, and as a guide for employees regarding job responsibilities and duties.

5.11    Job Classifications. This systematic process groups similar jobs together to facilitate recruitment, compensation, training, and organizational relationships. Casper College groups jobs based on 1) exempt or non-exempt status, 2) employment groups that have similar duties, responsibilities, and authority, 3) job categories, and 4) funding source.

6.0    Responsibilities

6.1    The HR director is responsible for ensuring compliance with this policy and for ensuring that the college abides by all federal, state, and local laws pertaining to hiring.

6.2    Employees and community members participating in the hiring process are responsible for abiding by this policy and all federal, state, and local laws pertaining to hiring.

7.0    Procedures

7.1    Obtaining Approval to Hire an Administrative or Professional Job

7.1.1    The supervisor completes and submits the electronic Job Requisition form and obtains approvals from the subsequent level of supervisors, the vice president of administrative services, and the president.

7.1.2    Upon approval, the supervisor works with HR to advertise, interview, and hire approved jobs.

7.2    Recruiting for an Administrative or Professional Job

7.2.1    The supervisor completes a Job Description if one is not already on file or reviews the current description for accuracy. The supervisor submits the Job Description and electronic Job Requisition form to HR.

7.2.2    HR reviews the Job Description and electronic Job Requisition for completeness.

7.2.3    The supervisor and HR develop an opening announcement and select advertising mediums to obtain a sufficient pool of applicants. The appropriate Executive Council member, in conference with the president, may decide to advertise the job internally only or promote from within without advertising the job. HR post a job opening on the college’s website and advertises the job in selected mediums.

7.3    Recruiting for a Temporary Administrative and Professional Job

7.3.1    The supervisor and HR develop a vacancy notice and select advertising mediums to obtain a sufficient pool of applicants.

7.3.2    HR posts a vacancy notice on the college’s website and advertises the job in selected mediums.

7.4    Interviewing

7.4.1    The supervisor selects the interview committee. The appropriate Executive Council member may authorize the supervisor to interview a candidate solely rather than use a committee.

7.4.2    The hiring committee receives all applications through the application tracking system (Taleo). If predetermined by the supervisor, HR will remove applications who do not meet minimum qualifications. Remaining applications will be stored in Taleo.

7.4.3    The interview committee reviews the applications and provides HR with a list of candidates to interview.

7.4.4    HR schedules interview appointments and makes the necessary arrangements. The college reimburses out-of-town candidates for reasonable transportation, lodging, and meals based on the following schedule.

• 100% of acceptable expenses for candidates who accept a job offered or who are not offered a job.
• 50% of acceptable expenses for candidates who decline an offered job.

7.4.5    The interview committee interviews candidates and contacts the references of selected candidates. They may interview candidates more than once, if deemed necessary. The interview committee recommends a candidate to whom to make an offer. If they do not recommend a candidate, the supervisor may restart the process.

7.5    Making an Offer

7.5.1    HR is responsible for offering the selected candidate the job. Offers are contingent upon a satisfactory background check and successful completion of job required testing. If the candidate accepts the job, HR sends the candidate an Offer Acceptance letter confirming details of employment, start date, and processes a background check. If there is not a successful hire, the supervisor may restart the process.

7.5.2    HR is responsible for notifying candidates who interviewed but were not selected that the job has been filled.

7.6    Hiring an Acting or Interim Executive, Administrative, or Professional Job

7.6.1    The president may use the same procedure outlined above or may elect to use a less formal procedure to hire an acting or interim administrative job.