EL PASO COMMUNITY COLLEGE PROCEDURE
For information, contact Institutional
Effectiveness: (915) 831-2614
3.03.04.18
Candidate Evaluation:
Externally Funded Positions
APPROVED: July 14,1989
REVISED: July 9, 1996
Year of last review: 2012
AUTHORIZING BOARD POLICY: 3.03.04
Designated Contact: Executive Director of Human Resources
OBJECTIVE:
To establish an expedited, alternative evaluation and selection process for filling externally-funded
administrative, professional support, faculty or classified staff positions on a competitive basis. The standard
candidate evaluation process may be utilized at the option of the budget head for the externally-funded
program.
Employment in an externally-funded position: An externally-funded employee is a person employed by the
District in a position which is contingent upon and funded by an outside source. Employees may be
recommended by the supervisor for continued employment beyond the original employment period if the
external funding is renewed or if the position is extended with funding, in accordance with District
procedure. On the other hand, the supervisor has the option to readvertise a position at the conclusion of any
employment period and/or at the time the position is extended, either on an externally-funded or
institutionally-funded basis.
PROCEDURE:
I.
Purpose of the Candidate Evaluation Process
The purpose of the candidate evaluation process is to identify the candidate who is best qualified to fill the
externally-funded position. This determination is facilitated by a thorough review of experience, education, potential,
and quality of past performance of all the applicants for the position, with all parties involved in the evaluation
process being mindful of their responsibility to provide equal employment opportunity to each applicant regardless of
race, color, national origin, religion, gender, age, disability, veteran status, sexual orientation, or gender identity of the
applicant.
II.
Responsibilities
A.
President - The President has the responsibility and the authority to recommend candidates to the Board of
Trustees for approval; others involved in the candidate evaluation process assist the President in making
his/her selections and subsequent recommendations to the Board of Trustees.
B.
Position Coordinator - The Executive Director of Human Resources is designated as the Position Coordinator
for the position vacancies. The Position Coordinator (or his/her designee) is responsible for administrative
management of the evaluation process, to ensure that the process is conducted in accordance with applicable
procedures and regulations, including the collection of all required position evaluation documentation.
The Position Coordinator is not involved in the evaluation of candidates. The Human Resources Department
will additionally be responsible for:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
Drafting/finalizing the recruitment materials.
Reviewing/finalizing approving the Evaluation Committee membership.
Drafting/finalizing evaluation rating form materials.
Recording completed initial evaluation form results.
Conducting the EEO initial and final reviews.
Inviting candidates for on-campus interviews.
Corresponding with applicants.
Assuring the completion of the evaluation process.
Determining salary placement.
Extending the offer of employment.
Preparing the action for Board of Trustees’ approval.
EPCC does not discriminate on the basis of race, color, national origin, religion, gender, age, disability, veteran status, sexual orientation, or gender identity.
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C.
Evaluation Committee - The Evaluation Committee will normally be comprised of the supervisor with the
second line supervisor and at least three other individuals who are professionally competent to evaluate
applications and supporting credentials for the position being filled. Each participant is responsible for the
following.
1.
2.
3.
4.
5.
6.
7.
8.
D.
Supervisor - The immediate supervisor (or other designated administrator) of the position to be filled. The
supervisor is responsible for the following:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
E.
Attending the orientation meeting.
Individually evaluating application materials submitted by each candidate.
Individually completing a Reviewer Evaluation Summary Form and forwarding the form to the
Position Coordinator.
Reviewing the initial evaluation composite of the evaluations.
Reviewing/evaluating applications of candidates and selecting top candidates for interview
recommendation.
Developing questions to be used in the candidate interviews.
Participating in the candidate interviews.
Completing a Final Candidate Evaluation Form for each candidate as a committee, and forwarding
the form to the supervisor.
Reviewing the job description for accuracy and providing input for changes if necessary.
Providing input for the position announcement.
Recommending current staff to serve on the Evaluation Committee.
Reviewing/approving the Evaluation Criteria from draft and forwarding it through administrative
channels.
Verifying required education and experience of candidates recommended for interview.
Developing interview schedule and notifying all participants.
Coordinating courtesy visits with the President and the Vice President (if he/she is not on the
Evaluation Committee) and scheduling a tour of college facilities, as appropriate.
Conducting reference checks.
Ensuring that appropriate questions are developed by participating committee members and that all
candidates are asked the same questions during the interview setting.
Participating in candidate interviews.
Participating in the Final Review and Selection Conference.
Ensuring that all evaluation documents are complete and returned, along with a copy of all questions
used in the interview process, to the Human Resources Department.
Generating the Personnel Action Record for the recommended candidate after the Final Review and
Selection Conference.
Vice President - The Vice Presidential level supervisor of the position being filled is responsible for the
following:
1.
2.
3.
4.
5.
6.
7.
8.
Approving the Evaluation Committee participants and forwarding list to Human Resources for
approval.
Approving the Evaluation Criteria from draft and forwarding to the Human Resources Department
for finalization and action.
Reviewing/approving recommendations by Evaluation committee of candidates to be interviewed
and forwarding list to the Human Resources Department for authorization and interview contacts.
Participating in candidate interviews, as appropriate, or meeting with candidates who are brought on
campus for interviews.
Receiving the list of finalists along with supporting documentation from the Human Resources
Department and scheduling the Final Review and Selection Conference.
Participating in the Final Review and Selection conference.
Signing the hiring document (PAR) and forwarding to the Human Resources Department (or
approving the decision to readvertise or not to hire from the applicant pool, as appropriate).
Ensuring that all required documentation is complete and forwarded, and that the selection process
was fairly and objectively implemented.
III.
A full description of each procedural step is available in the Employment Services Office of the Human Resources
Department.
IV.
Confidentiality
EPCC does not discriminate on the basis of race, color, national origin, religion, gender, age, disability, veteran status, sexual orientation, or gender identity.
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Participants in the process are directed to maintain the confidences of this evaluation process, both during the process
and after the conclusion of the process. The following types of information are deemed confidential:
1.
2.
3.
Names of applicants.
Information included in application materials submitted by an applicant.
Evaluation opinions and judgments discussed during committee deliberations, and/or reflected on evaluation
documentation forms, and/or other intracollege memoranda.
Participants are, therefore, obligated to properly safeguard all documentation and information pertaining to the
evaluation process. Participants are further reminded that confidential matters are not to be revealed or discussed with
anyone not officially involved in the evaluation process from the time of appointment to this responsibility, during, or
after the conclusion of the process. If a participant has a question or concern about the process, he/she should discuss
the issues with the senior administrator responsible for the evaluation process or with the Executive Director for
Human Resources.
It shall be the sole responsibility of the President’s Office and/or the Department of Human Resources to accept any
requests for information as well as to release any information and/or documentation regarding the evaluation process.
Certain documents used and/or generated during this evaluation process may be subject to release in accordance with
provisions of the Texas Open Records Act, attorney general opinions, or other legal authority. The potential release of
documents does not relieve the participants in this evaluation process from the responsibilities set out above.
EPCC does not discriminate on the basis of race, color, national origin, religion, gender, age, disability, veteran status, sexual orientation, or gender identity.
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