GRAYSON COLLEGE
Personnel Request
TO:
HUMAN RESOURCE COORDINATOR
FROM:
Signature of Vice President/Dean
Date
NAME OF POSITION:
ACCORDING TO SACS 3.2.8, THE FOLLOWING MINIMUM IS REQUIRED:
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Doctoral
Bachelors of Equivalent Experience
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Masters
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Bachelors
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Associates of Equivalent Experience
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Commensurate with Experience
ACCOUNT NUMBER FOR ADVERTISING PURPOSES:
THIS POSITION WAS APPROVED BY EXECUTIVE COUNCIL ON:
Only when signed by the President and the Affirmative Action Officer of the College will this request be processed.
PLEASE CHECK ONE:
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New Position in
Division/Department
☐
Replacement for
Name of Employee
SELECT ONLY ONE (REFER TO POLICY DC – LOCAL IF NEEDED):
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Administrative Staff
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Faculty
Professional Staff
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Other Staff
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Support Staff
STEPS TO BE TAKEN BY PERSONNEL OFFICE TO INSURE A SUFFICIENT APPLICANTS POOL. CHECK ALL THAT
APPLY:
Position must be announced internally for five (5) working days unless waived by the President. DC Local
Position Announcement mailed to all Texas community colleges and universities.
Position Announcement mailed to area businesses (provide addresses).
Position Announcement mailed to bordering state(s) community colleges and universities.
Circle each selection:
Oklahoma
Louisiana
New Mexico
Colorado
Arkansas
Kansas
Other (Please specify and attach information needed to post position).
STEPS TAKEN TO HELP INSURE APPROPRIATE APPLICATIONS FROM UNDER REPRESENTED GROUPS: Secure a
Search Committee, which includes an individual(s) from an underrepresented group (college or community) to help identify and secure
underrepresented applicants. Positions will remain open until a qualified underrepresented applicant has been recruited into the candidate
pool or until the Search Committee confirms to the Affirmative Action Officer that appropriate effort has been extended.
SEARCH COMMITTEE NAMES:
Committee Chair:
APPROVED ON:
Date
Access and Equity Coordinator
Date
President, Grayson College
AND
THE FOLLOWING DATA WILL BE USED TO PREPARE THE FORMAL POSITION ANNOUNCEMENT:
You may contact the Human Resource Coordinator for a previous Position Announcement.
Name of Position:
General Description
This should be very brief…it will be used for the newspaper ad.
Responsibilities
Qualifications Expected
Qualifications Preferred
Application Closing Date
Employment Date
Salary
References
Would you prefer a list of three references or three professional reference letters?
Please insert a detailed job description pursuant to Grayson College Policies and
Procedures, Section DAA (Legal) and Commission on Colleges Southern Association of
Colleges and Schools (SACS) Best Practices, Principles of Accreditation: Foundations for
Quality Enhancement, 2008 Interim Edition.
3
REQUIREMENTS FOR SCREENING AND SELECTING EMPLOYEES FOR
GRAYSON COLLEGE
1.
In developing the position announcement and criteria for applicant selection make sure
that all requirements for the position are listed in the Personnel Request Form. Do not
employ someone who does not meet all the minimum (expected) qualifications. As you
complete the Personnel Request Form develop the criteria and point system for evaluating
the applications and for conducting interviews. All criteria and evaluation forms must be
endorsed by the appropriate Vice President and the Access and Equity Officer before the
Personnel Request Form can be approved.
2.
In identifying most qualified applicants for the interview, make sure you screen them on
quantifiable job related experience and education. The supervisor may screen
applications that do not meet the minimum criteria before sending them to the Search
Committee. BE SURE you do the following:
a. Develop criteria for evaluating the application.
b. Develop a point system for selecting the most qualified applicant.
c. Make sure criteria is consistent with and contains only those items listed in the
Personnel Request Form.
d. Use only the information on the application (includes attachments they may provide)
for the evaluation.
3.
In interviewing the “top” applicants make sure you do the following:
a. Involve a committee in the interview process that comprises and appropriate crosssection form closely related areas.
b. Develop criteria and a point system for everlasting applicants. Consider the reference
checks as part of the process.
c. Make sure the criteria and interviewing questions are consistent with and directly
related to only those items listed in the Personnel Request Form.
d. DO NOT ask question nor give points for information NOT included on the Personnel
Request Form.
4.
In selecting the person for the position make sure you do the following:
a. Use points from the application and the interview to “make up” the total points.
b. Be sure you use Work Force Diversity Points to compute the final score.
c. Provide the Human Resource Office with a copy of all your findings.
Attached is a sample form that was used to fill a secretarial position. Items I, II, and IV were used
in the initial situation. The interview was used to confirm any of the items on I, II, III, and IV where
there may have been some question. Points derived from the application, the test and the interview
were used to determine the final score.
Also attached, is a sample form that may be used to record individual and summary results. Please
feel free to modify these or use something entirely different. The key thing to remember: have
something that YOU can defend if (when) YOU go to the courthouse.
APPLICATIONS AND INTERVIEWING – WHAT YOU CAN AND CANNOT ASK
SUBJECT
ACCEPTABLE
UNACCEPTABLE
Name
Can ask if applicant has ever worked for company
under another name.
NO acceptable question.
Have you ever had any other
names?
Where were you born? Where were
your parents born? Requiring a
birth certificate.
How old are you? Any questions
attempting to determine the age of
the applicant are unacceptable,
unless BFOQ-related, e.g., being at
least 21 to serve hard liquor in a
lounge.
Questions about religion general or
about what days they may need off
for religious observance.
Any questions about health
conditions that would lead to
absences from work.
Any questions seeking to elicit what
race the applicant is or other
questions indicating race or color.
No photographs should be required
or taken at the interview stage,
unless BFOQ-related.
Any questions asking or seeking to
elicit what nationality the applicant
is.
Birthplace
Age
Can as if they meet any age-requirement conditions
of the job.
Religion
NO acceptable questions unless BFOQ-related, e.g.,
teaching at a parochial school.
Work Schedule
Can as if they meet the attendance requirements of
the position.
Race
NO acceptable question.
Photographs
Unacceptable unless BFOQ-related, e.g., some sort
of acting role.
Citizenship
The ONLY acceptable questions are whether the
applicant will be able to prove that they are
employable in the event they are offered the job.
Employment authorization and identity must be
verified and an INS Form I-9 MUST be completed
within 3 days of the time that an individual accepts
an offer of employment, or within 3 days of the time
the employment actually commences.
Languages that the applicant can read, write, or
speak and their level of fluency.
Applicant’s education background.
National Origin
Education
Experience
Arrests
Felony Convictions
Relatives
Can ask questions like: What is your work
experience? Why did you leave your last job?
NO acceptable questions.
Can ask about felony convictions. May disqualify
applicant for a job-related reason and not just
because of the conviction itself.
Names of any relatives employed by the company.
Physical Condition
Can you perform the essential functions of the
position for which you are interviewing?
Miscellaneous
A statement that any material misstatements made
by the applicant may result in immediate dismissal.
Any questions about their national
lineage or their date of entry
When did you graduate from high
school? When did you receive your
college degree?
What type of discharge did you
receive from the military?
Don’t ask.
Have you ever been indicted for a
crime?
Are you married? What relatives
live with you? With whom do you
reside?
Are you disabled? Are you healthy?
Any questions concerning workers’
compensation.
Any questions that are not related
to the position or necessary to
evaluate the applicant’s capability
to perform the job.
APPLICANT INTERVIEW EXAMPLE
I.
OFFICE WORK LEVEL AND EXPERIENCE (25 PTS.)
A. 1 POINT PER YEAR FOR YEAR 6-10
B. TYPE/LEVEL OF WORK EXPERIENCE
C. QUALITY/APPEARANCE OF APPLICATION/RESUME
II.
COMPUTER SKILLS (50 POINTS)
A. TYPING SPEED
50-55 = 2 PTS.
61-79 = 10 PTS.
B. WORD PROCESSING SKILL
C. SPREADSHEET SKILL
D. DESK-TOP PUBLISHING SKILL
E. COMPUTER GRAPHICS SKILL
III.
55-60 = 5 PTS.
80 ABOVE = 15 PTS.
13 PTS.
EDUCATION (13 PTS.)
HIGH SCHOOL
ASSOCIATE DEGREE
B.S. DEGREE
V.
20 PTS.
5 PTS.
5 PTS.
5 PTS.
PROOFREADING SKILLS (13 PTS.)
A. TIMED TEST
IV.
5 PTS.
10 PTS.
10 PTS.
ORGANIZATION/OFFICE MANAGEMENT SKILLS (10 PTS.)
5 PTS.
5 PTS.
5 PTS.
10 PTS.
A. HOW MUCH AND WHAT KIND OF EXPERIENCE DO YOU IN ORGANIZING AND
MANAGING AN OFFICE?
B. HOW DO YOU FILE/ORGANIZE SO YOU CAN MANAGE YOURSELF AND YOUR
DAY?
C. HOW DO YOU ORGANIZE/MANAGE YOURSELF AND YOUR DAY?
VI.
COMMUNICATION SKILLS (ALL RESPONSES AND ACTIONS WILL BE USED TO
EVALUATE COMMUNICATION SKILLS)
50 PTS.
A. WHAT KINDS OF THINGS DO YOU DO TO MAKE A POSITIVE IMPRESSION?
B. WHAT DO YOU DO TO SHOW YOU MANAGE A PROFESSIONAL OFFICE?
VII.
JUDGMENT/DISCRETION SKILLS (10 PTS.)
A. YOU AND YOUR SUPERVISOR ARE WORKING ON A HIGH PRIORITY PROJECT
THAT IS DUE. THE SUPERVISOR HAS A FAMILY EMERGENCY AND MUST
LEAVE AND WILL NOT BE RETURNING. THE PRESIDENT CALLS AND NEEDS
YOUR HELP. WHAT DO YOU DO AND WHY?
B. YOUR SUPERVISOR IS WORKING ON A PROJECT AND IS PLEASED WITH
HIS/HER PROGRESS. YOU HAVE SERIOUS RESERVATIONS ABOUT THE
QUALITY AND ACCURACY OF THE WORK. WHAT DO YOU DO AND WHY?
C. YOUR SUPERVISOR HAS GIVEN YOU A RESEARCH REPORT AND PROVIDED
YOU WITH INSTRUCTIONS FOR COMPLETION. THE REPORT IS DUE. THE
SUPERVISOR IS AWAY. YOU FIND THE REPORT IS EXTREMELY COMPLICATED
AND YOU DO NOT UNDERSTAND HOW TO COMPLETE IT. WHAT DO YOU DO
AND WHY?
TOTAL POINTS EARNED BY APPLICANT (173 POSSIBLE)
TOTAL SCORE
10 PTS.
SAMPLE
INDIVIDUAL AND GROUP RATING FORM
SUBJECT MATTER
Application
Total
Supervisor
Recommendation
Weighted Point
Questions
5
1
NAME:
NAME:
NAME:
NAME:
NAME:
NAME:
NAME OF COMMITTEE MEMBER(S)
4
2
TEACHING SKILLS
5
3
5
4
4
5
5
6
ABILITY TO COMMUNICATE
4
7
5
8
5
9
3
10
5
11
3
12
OTHER
5
13
3
14
Total
GRAYSON COLLEGE REFERENCE CHECK SHEET
APPLICANT NAME:
POSITION:
NAME OF REFERENCE:
PHONE:
FIRM OF INSTITUTION REPRESENTED?
1. NATURE OF RELATIONSHIP TO APPLICANT?
2. DEGREE OF SUCCESS ACHIEVED BY APPLICANT IN (FORMER/CURRENT) SITUATION?
3. ABILITY TO COMMUNICATE EFFECTIVELY WITH OTHERS:
WRITTEN:
VERBAL:
4. PERSONAL ATTITUDE EXHIBITED TOWARD THEIR JOB, AS WELL AS THE INSTITUTION?
5. TYPE OF EXPERIENCE GAINED WHILE EMPLOYED?
6. INDICATE AN AREA OF STRENGTH AND WEAKNESS (AREA NOT AS STRONG).
7. OVERALL VIEW OF APPLICANT IN THE WORK SITUATION BEING CONSIDERED?
NAME OF REFERENCE CHECKER:
DATE: