Define Roles and Responsibilities

The Human Resources’ role is to provide training and serve as a resource to the hiring manager and selection committee throughout the process.

• Participate in initial discussion with the hiring manager, selection committee chair and/or members
• Share training resources with the selection committee members
• Impart basic principles on non-discrimination and equal opportunity as well as equal treatment in the search process
• Discuss the value of a Confidentiality Statement between each selection committee member
  

The Hiring Manager’s role is to provide leadership and direction for selection committee and ensure state, federal and district’s guidelines regarding fair hiring practices and equal opportunity are followed.

• Appoint Selection Committee Chair and Members that are diverse and knowledgeable and exhibit personal integrity, independence of view and devotion to institutional goals. Ensure that Committee Members do not want to apply for the position
• Participate in initial discussion with the HR representative, Selection Committee Chair and/or Members, and communicate the charge.
  Discuss
  • the institutional, college, division and/or department goals as they relate to filling the position,
  • position requirements and special competencies required for a successful candidate,
  • timelines,
  • desired number of finalists to be recommended by the committee,
  • preferred method for ranking finalist(s),
  • desired date by which the committee should submit its recommendations,
  • diversity,
  • confidentiality
• Make clear the role of the committee’s recommendation(s) and the overall candidate selection process and emphasize its importance and advisory nature.
  Request Committee Member access to the qualified applicant pool
• Review Selection Committee Members’ recommendations (interviews, screening grid, demonstrations, evaluations, etc.) and then interview recommended candidates
• Conduct reference checks on candidate selected for the position
• Correspond with applicants who interviewed for the position
• Communicate with the Selection Committee Chair throughout the process

The Selection Committee Chair’s role is to serve as a liaison between the hiring manager, selection committee, and HR representative and to ensure the charge is carried out within time frame established.

• Understand the hiring manager’s view of the position including the scope, short and long term challenges and opportunities
• Create a climate of trust, mutual respect and consensus building by respecting the opinions and perspectives of each selection committee member
• Verify that all selection committee members have attended selection committee training prior to participation
• Call meetings, prepare agendas, prepare timelines and facilitate the committee discussions. Delegate key responsibilities such as contacting applicants, making room arrangements, and coordinating schedule
• Mediate conflict and differences to reach agreement
• Ensure actions are taken for candidates requesting special accommodations for the interview
• Present the selection committee recommendation(s) to the hiring manager and provide selection committee documentation as requested
• Collect all selection committee documentation (interview materials, screening grids, demonstrations, etc.) in a timely manner and return to HR
• Perform all duties of regular selection committee members

The Selection Committee Member’s role is to recommend candidates to the Hiring Manager.

• Attend selection committee training prior to participation on the committee
• Attend scheduled meetings and interviews
• Follow the charge of the committee as directed by the hiring manager
• Develop a list of job related interview questions and demonstration of skills
• Ensure fairness and equity of treatment of all candidates by setting aside biases and preconceptions in order to fully consider all those who may be qualified to assume the position
• Evaluate/screen qualified applicant pool using pre-determined selection criteria (application/attachments, vacancy announcement, competencies, rating grids, evaluation tools, etc.)
• Communicate opinions and perspectives honestly to other members; respect opinions and perspectives of others while working towards consensus
• Coordinate interview schedules and contact candidates chosen for interviews as assigned
• Conduct interviews using pre-determined questions
• Assess demonstration of skills as part of the interview process if desired by the committee
• Respect the confidentiality of the search process and committee discussions as well as that of each candidate
• Discuss quality of applicants interviewed to make a recommendation to hiring manager keeping in mind the requirements of the job and the charge of the committee

Hiring Authority

• Determine Committee Chair.
• Identify support staff member who will work with Committee Chair.
• Solicit potential Selection Committee Members with appropriate department/division/discipline representation.
• Determine final Committee Members.
• Consider the following before making a final decision on the Committee Chair and Selection Committee Members (lists are neither all inclusive nor ranked in terms of priority):

Selecting a Committee Chair

• Determine if the Hiring Authority or another individual should be the Committee Chair
• Assess facilitation, conflict resolution, consensus building, and time management skills
• Determine if the chairperson is appointed by the Hiring Authority or selected by the Committee Members
• Consider if the individual has performed or held the vacant position or similar position previously and/or supervised the vacant position
• Consider the other items listed below for Selecting Committee Members

Availability

• Consider priority assignments, projects, and deadlines
• Review current participation on another selection committee
• Assess time and willingness to devote to the selection committee duties
• Consult with the individual's immediate supervisor to determine if it would be appropriate to ask the individual to be on the selection committee before asking the individual

Stakeholders

• Consider peers and/or others in the reporting chain of management related to this position
• Consider district wide constituencies affected by the position, including, but not limited to, faculty, non-teaching professional and administrative staff, support staff, service staff, or students
• Consider representatives from alumni associations, foundations, boards, and other community resources

Conflict of Interest

• Determine if there are close personal relationships
• Assess direct reporting relationship
• Verify that individuals selected to serve do not wish to apply for the position

Integrity

• Assess the ability to make fair and impartial decisions
• Determine commitment to the mission and goals of the area/department/division and NHMCCD
• Assess good judgment, personal integrity, and independence of view
• Assess capability of maintaining confidentiality

Diversity

• Consider individuals from under-represented groups
• Consider employees who have not had the opportunity to serve on a committee
• Consider persons who have diversity of input and various perspectives due to their roles in the NHMCCD and the community
• Consider make-up of the student population to reflect the representation of the Selection Committee

Experience and Subject Matter Expertise

• Determine if a member has supervised the vacant position or a similar position
• Determine ability to make astute comparisons among applicants related to the discipline or area
• Consider individuals who have kept up with the changes required for the position and who are technologically proficient
• Consider individuals outside a hiring department or NHMCCD to share insights, challenge assumptions, and bring lessons of experience from other perspectives, disciplines, and organizations
• Assess if individuals are respected within the college/District and their respective disciplines or professions
• Determine proven track record of quality hiring and good judgment about people
• Review previous hiring experience
• Assess the value of including part-time employees or adjuncts/CE instructors
• Consider innovative and high performing individuals

Size

• Consider the level of the position
• Consider the position's internal and external interactions
• Consider adequate representation to ensure fair and diverse views