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The following procedures are pertinent to the recruitment, selection, and appointment of personnel at the College. To assure familiarity with these guidelines, the Human Resources Office will distribute them to Department Heads/Supervisors whenever they are responsible for filling vacancies. The Department Head/Supervisor will ensure that all others participating in interviews and hiring decisions are aware of the College's fair employment practices and commitment to diversity.
Authorization to fill a vacancy is established by senior staff at the beginning of each month. If approved, the Department Head or Chair contacts the Office of Human Resources to move forward with the search. Written notification of the approval must be received by the Human Resources Office before the recruitment process may begin.
If there are changes in the position or if the position has been newly created, a revised job description must be submitted to the Human Resources Office.
If there are changes in the position or if there is approval for a newly created position, a revised Job Description Questionnaire (JDQ) Job Description Questionnaire must be submitted to Human Resources for review by the Classification Committee. The Committee meets within a reasonable time frame to determine if there has been significant change in the position. Please contact the Associate Director as soon as possible to discuss the JDQ and address anticipated questions from the Classification Committee.
All vacancies are announced on campus for a minimum of two weeks before advertising occurs in media publications. Employees are encouraged to apply for positions during this period. If the position is not filled within the first two weeks, advertising will begin as detailed below.
All vacancies are posted on the Human Resources website at: https://jobs.amherst.edu.
Print and online advertising will be identified by the Department Head and/or search committee in consultation with the Office of Human Resources in an effort to create a reasonable and diverse applicant pool.
A timetable for media advertising will be discussed with the Department Head. Such advertising will include local/regional newspapers and appropriate regional publications to create a reasonable and diverse applicant pool from which to choose qualified applicants.
On January 1, 2008 Human Resources launched an on-line applicant tracking system for staff and trustee-appointed openings. This tracking system streamlines the process by electronically collecting employment materials including employment applications, resumes, cover letters, and writing samples eliminating the traditional paper process.
- Distribute Applications Electronically: allows hiring managers and search committees to review application materials online and enter reason codes for non-selection.
- Screen Applicants Electronically: uses job-specific qualifying questions to reduce the need to review every application for minimum qualifications.
- Automated Status Updates: candidates will receive two e-mail confirmations from the system: when their application is received and at the close of the search.
- Search Reports: allows Human Resources to track status of recruitment, review applicant information, and to ensure the applicant pool is sufficiently diverse.
The Department Head/Supervisor or Search Committee should refer to the enclosed Screening Checklist to assist in screening candidates' credentials in relationship to the job requirements and minimum qualifications.
Search Committee (if applicable)
Upon approval to fill an administrative vacancy, the Department Head should formulate a committee, and design a format as to how the search is to be conducted. The Chair of the Search Committee should be provided with a position description and minimum qualifications along with information on salary range and anticipated fill date.
When the Department Head or Chair of the Search Committee has reviewed and refined the position advertisement and finalized a schedule outlining media advertising, they should consult with the Director of Human Resources. Human Resources will advise on how positions should be advertised to generate the broadest pool of qualified applicants.
The Department Head/Supervisor or Search Committee, in consultation with the Human Resources Office, selects those candidates whom they would like to interview from the eligible internal candidates. If an internal candidate is not selected, external candidates will be reviewed and the most qualified will be invited to interview. We encourage departments to strongly consider internal applicants who offer the additional benefit of familiarity with the College. It is our practice to extend an interview to all internal candidates who meet the stated minimum qualifications for the position. There is no requirement to interview internal candidates who do not meet the minimum qualifications for the position. We also strongly encourage departments to interview applicants who would enrich the diversity of our community.
Scheduling of interviews should be done at mutually convenient times arranged by the Department Head/Supervisor or Search Committee. The Human Resources Office will assist in this process by interviewing the final candidates chosen by the department. During this interview process, Human Resources will provide an overview of the College's benefits and answer any questions the candidate may have.
Pre-Employment Inquiry Guide
A Pre-Employment Inquiry Guide is enclosed which should be referred to before interviews are conducted. Each person involved in the interview or selection process should be familiar with this guide as there are some inquiries, which are illegal and must be avoided.
It is the responsibility of the department to determine if the prospective employee is able to work legally in the United States. See page 10 for acceptable questions regarding ability of an applicant to work in the United States.
The selection of the final candidate is made by the Department Head/Supervisor or Search Committee in consultation with the Human Resources Office.
Employment Status Verification
In order to comply with the Immigration Reform and Control Act of 1986, all new employees will be expected to provide certain documents establishing their identity and right to work in the United States. Please refer to
I-9 Instructions. This procedure is also required for casual or temporary employees.
Reference checks are conducted by the Department Head/Supervisor, Search Committee or Human Resources using the Reference Check. Only professional and business references are acceptable. This would include the candidate's immediate supervisor, manager, owner of a business, etc. Personal references such as a co-worker, colleague, or friend are not acceptable. All references must be forwarded to the Human Resources Employment Coordinator for review prior to an offer of employment.
Before an offer of employment is extended to the finalist, the Human Resources Office must be consulted about salary recommendations, benefits and appropriate start date. An employment offer can then be made by the Department Head/Supervisor, Chair of the Search Committee or the Human Resources Office. Upon acceptance of an offer, Human Resources will prepare an appointment letter.
Pre-employment physicals will be required for employees exposed to potential hazards such as extensive physical and/or lifting activities, workplace hazards, etc. The pre-employment physical is arranged by the Human Resources Office and the results are maintained in a confidential medical file.
Any new employee whose position will have unsupervised access to student dorms will be required to submit to a CORI check as the final step in the recruitment process. The results are maintained in a confidential/locked file in the Office of Human Resources.
Appointment of New Employee
The new appointee will be asked to visit the Human Resources Office within the first few days of employment to complete necessary forms and to schedule an appointment to meet with the Benefits Assistant. At the same time, it is important for the immediate supervisor to brief the new employee on departmental procedures, operations, and provide a tour.
Search Closing Report
The Department Head/Supervisor or Chair of the Search Committee is responsible for adding the final rating codes in applicant tracking for all on-line applicants. Once coded, Human Resources will then run the search closing report.
Notification of Search Closure to Candidates
The Department Head/Supervisor or Chair of the Search Committee should notify interviewed candidates that the position has been filled. As part of the applicant tracking process, candidates will be notified via e-mail that the position has been filled.