ADMINISTRATIVE PROCEDURE MANUAL
SECTION TITLE
SELECTION OF FULL-TIME ADMINISTRATIVE/PROFESSIONAL
PERSONNEL
BASED ON BOARD OF TRUSTEES’ RULE AND TITLE
6Hx7-3.1 Authority to Hire
NUMBER
PAGE
03-0304
1 OF 4
DATE REVISED
September 2, 2014
Purpose
Search processes for full-time administrative and professional personnel will involve the following
procedures and will conform to applicable Equal Employment Opportunity Commission guidelines,
District Board of Trustees policies and all governmental regulations affecting higher education.
Procedure
A. The hiring administrator may meet with the Executive Director of Human Resource Operations, or
designee, to review or develop the position description. Minimum requirements must be valid for the
level of responsibility. Preferred qualifications must reflect a high standard for education and
experience consistent with prevailing labor market conditions. The minimum salary, mid-point and
maximum salary for the position shall be determined.
B. The hiring administrator obtains authority to hire from the College President, or designee.
C. The hiring administrator and the Executive Director of Talent Acquisition and Development, or
designee, develop a recruitment plan to optimize the applicant pool utilizing cost-effective advertising
methods to attract the most qualified applicants. Affirmative action/equal opportunity employment
goals and innovative recruitment approaches shall be a part of the recruitment plan. The recruitment
plan will include an appropriately representative search committee structure and a search schedule
which identifies important process dates from the organizational meeting of the search committee
through timely and appropriate consideration by the District Board of Trustees.
D. The hiring administrator appoints a search committee chair, which may be a self-appointment. The
hiring administrator or search committee chair will inform the Executive Director of Talent
Acquisition of their selection as the search committee chair. They will be provided an electronic
version of the Search Committee Handbook, a copy of this APM, an exemplar of an applicant grading
matrix and sample interview questions by Human Resources personnel. The search committee chair
consults with the Faculty Senate, Career Employees Council, Administrative Professional
Collaborative and Cabinet in the establishment of a search committee. Student and community
representatives may be added as appropriate. The search committee chair will establish the
composition of the search committee provided that each employee group shall have a minimum of one
representative on each search committee (unless waived by the employee group). The president/chair
of the employee groups will be notified by the search committee chair of who from their group has
been selected.
E. The search committee chair schedules the organizational meeting of the search committee and
provides notification to each committee member.
ADMINISTRATIVE PROCEDURE MANUAL
SECTION TITLE
SELECTION OF FULL-TIME ADMINISTRATIVE/PROFESSIONAL
PERSONNEL
BASED ON BOARD OF TRUSTEES’ RULE AND TITLE
6Hx7-3.1 Authority to Hire
NUMBER
PAGE
03-0304
2 OF 4
DATE REVISED
September 2, 2014
F. The search committee, at its organizational meeting, shall review and recommend improvements to
the recruitment plan and shall advise the chair in the development of a profile of the ideal candidate
for the position. Committee meetings and interview dates will be established at this time.
G. The hiring administrator works with the Executive Director of Talent Acquisition, or designee, in the
execution of the recruitment plan. The search committee, and other members of the College
community, will be encouraged to assist in a recruitment process through personal contacts with
qualified candidates.
H. Personnel from the Office of Human Resources screen the applicant pool for minimum qualifications
within 3 -5 business days following the application deadline/review date.
I. Personnel from the Office of Human Resources will notify the search committee chair when the
advertising screening process is complete and qualified applicants have been approved. Qualified
candidates will be made available to the hiring administrator and the search committee chair using the
Web based application system.
J. The hiring administrator or the search committee chair may identify candidates from the approved list
to be interviewed. Candidates not interviewed may be reconsidered and interviewed if the hiring
administrator or search committee chair determines there is no successful candidate in the initial
interview process.
K. The search committee selects a manageable number of the best qualified candidates for telephone
interviews.
L. Video conferencing interviews may be substituted for telephone interviews at the search committee’s
discretion.
M. The determination of candidates to be invited for semi-finalist interviews will be made by the
committee. Any qualified candidate may be included for a semi-finalist interview at the discretion of
the search committee chair, following consultation with the search committee.
N. The search committee chair, or designee, conducts comprehensive reference checks on each semifinalist candidate prior to conducting the semi-finalist interviews. Candidates may be eliminated from
the semi-finalist pool on the basis of reference information obtained.
O. Semi-finalist interviews are conducted. Committee members must be present for all semi-finalist
interviews to participate in the formulation of the committee’s recommendation. Simulations or other
demonstrations of style and competency may be added to complement the interview process.
P. The committee provides the hiring administrator a minimum of three (3) candidates ranked highest by
the committee in alphabetical order. If the chair is not the hiring administrator, the two shall review
ADMINISTRATIVE PROCEDURE MANUAL
SECTION TITLE
SELECTION OF FULL-TIME ADMINISTRATIVE/PROFESSIONAL
PERSONNEL
BASED ON BOARD OF TRUSTEES’ RULE AND TITLE
6Hx7-3.1 Authority to Hire
NUMBER
PAGE
03-0304
3 OF 4
DATE REVISED
September 2, 2014
perceived assets and concerns regarding each finalist in a post-interview conference. In the event the
hiring administrator believes one or more outstanding candidates have been improperly excluded from
the finalist pool, he/she may consider such candidates following consultation with the search
committee chair. All committee members are required to forward their notes and any information
recorded in the process to the search committee chair. The search committee chair will retain the
search committee notes and information for a period of two (2) calendar years after the conclusion of
the interview screening process.
Q. The hiring administrator may conduct a personal interview with each remaining finalist candidate.
Additional reference checks may be conducted if necessary.
R. The hiring administrator determines if one or more finalist candidate represents a superior fit or match
for the position. If not, the search shall be reopened to additional applicants. If so, the hiring
administrator selects the best qualified candidate and consults with the Executive Director of Human
Resource Operations, or designee, for an initial salary placement.
S. The hiring administrator consults the College President or the appropriate up-line administrator for
concurrence and then offers the position to the candidate and negotiates starting salary and effective
date of employment. If the recommendation of the hiring administrator is approved by the College
President, the recommendation is placed on the next agenda of the District Board of Trustees for their
timely and appropriate consideration. The offer is contingent on the results of a criminal history
records review and satisfactory drug screening results (if applicable to the position).
T. Once satisfactory drug (if required) and background screening results have been received, personnel
from the Office of Human Resources will contact the hiring administrator to advise pre-employment
clearance and beginning date of employment, in accordance with payroll schedules and District Board
of Trustees timely and appropriate consideration. The hiring administrator will notify the employee of
the beginning date of employment and shall inform the person to report to the Office of Human
Resources on his/her first day of employment to complete employment paperwork. The employee
must bring his/her social security card or, if unavailable, the receipt of application for a social security
card. In the event the selected employee does not provide this information within the first three (3)
days of employment, the Chief Human Resource Officer, or designee, may suspend the employee’s
employment until the appropriate information is provided.
U. The Office of Human Resources Director of Employment coordinates to ensure all candidates status is
changed in the Web-based application system in an appropriate and timely manner once a candidate is
offered and has accepted the position thereby completing the hiring process.
ADMINISTRATIVE PROCEDURE MANUAL
SECTION TITLE
SELECTION OF FULL-TIME ADMINISTRATIVE/PROFESSIONAL
PERSONNEL
BASED ON BOARD OF TRUSTEES’ RULE AND TITLE
6Hx7-3.1 Authority to Hire
NUMBER
PAGE
03-0304
4 OF 4
DATE REVISED
September 2, 2014
REFERENCES: F.S. 1001.64, SBE Rule 6A-14.0261
Adopted Date: November 2, 1987,
Revision Date: May 22, 1996, July 8, 1996, February 15, 1999, January 07, 2003, May 16, 2006,
November 13, 2012, September 2, 2014