Section 1100: Recruitment of Personnel

Procedures to be used in determining and filling vacancies in a position (except work-study or adjunct faculty):

  1. If a new position is desired or an existing vacant position is desired to be filled, the supervisor involve, through his/her appropriate vice President, shall complete section one of the Position Authorization form and forward one copy to the President’s Office and one copy to the Vice President for Administrative Services.
  2. The Vice President for Administrative Services shall review and recommend the Broadbanding classification. Requests for filling existing vacancies are forwarded to the President’s Office. Requests for new positions are analyzed by the Vice President for Administrative Services to determine full budget impact and then forwarded to the President.
  3. The President shall ensure that all options are discussed, including position modification. A decision will be made by the President, after consultation with the Administrative Council. If a new position is to be approved or an existing position is to be modified and if no modification is to take place, the President may decide to fill the position or leave it vacant. The completed Position Authorization form for new or existing positions will be distributed appropriately by the President’s Office.
  4. If approved for filling, either as requested or as modified, the Vice President for Administrative Services Office will prepare an announcement of position opening.
  5. The advertisement shall state job description, time frame, starting salary range, and statement of affirmative action. The job description on file shall be reviewed and updated as needed to be available to candidates upon request.

History

  1. Office/Service Staff positions
    1. All applications will submit a written Application for Employment from supplied by the Vice President of Administrative Services to be reviewed for general qualifications. The Administrative Services Office will also include in its review any applications it may have “on file”.
    2. A matrix of qualifications will be created by the Vice President/President based on the job descriptions. The Administrative Services Office will complete the qualification matrix to assist the search committee in the screening process.
    3. Copies of application of position candidates and the completed matrix will be sent to the search committee to be appointed by the respective divisional Vice President. This Vice President will also serve on the Search Committee. The Committee will screen the applications and will inform the Vice President for Administrative Services Office of the applicants to be notified for personal interviews.
    4. The committee and the Vice President for Administrative Services will jointly schedule interviews, keeping the President’s Office informed.
    5. The committee will recommend the top ranked prioritized candidates to be hired to the respective divisional Vice President.
    6. In consultation with the President, the Vice President will select the candidate. A Salary Determination Broadbanding Staff Form will be completed by the Administrative Services Office. Information will be provided to the Vice President. The Vice President will determine a fair salary from that information. If none of the priority candidates accepts the position, the Vice President will reconvene the search committee to decide if the position should be re-opened or if a candidate of lower ranking should be offered the position.
    7. The Vice -President will finish completing the Salary Determination Broadbanding Staff Form with the agreed upon salary, start date and his/her signature.
  2. Full-Time Faculty, Administrative and Professional Staff
    1. All applicants will submit written applications and resumes to the Administrative Services Office. The Administrative Services Officer will also include in its review any appropriate applications that it may have “on file”. At least three (3) letters of recommendation and college transcripts must be submitted by each applicant.
    2. Candidates for Vice President positions will be screened by a search committee appointed by the President who will also serve on the committee. Candidates for mid-management or full-time faculty positions will be screened by a search committee appointed by the respective divisional Vice President who will also serve on the search committee.
    3. A matrix of qualifications will be created Vice President/President based on the job descriptions. Administrative Services Office will complete the qualification matrix to assist the search committee in the screening process.
    4. Copies of applications of position candidates and the completed matrix will be sent to the search committee to be appointed by the respective divisional Vice President. This Vice President will also serve on the search committee. The President may also serve on the search committee. The committee will screen the applications and will inform the Vice President for Administrative Services Office of the applicants to be notified for personal interviews.
    5. The search committee’s purpose is to screen applications, invite finalists, interview them and make a recommendation to the President. The recommendation may be one of the following alternatives:
      1. A list of candidates in priority ranking by the committee.
      2. A listing of candidates without priority.
      3. A rejection of all applicants with the recommendation to continue the screening process.
    6. The search committee is reminded that its recommendation is not a final selection but an advisory recommendation which may be used in the final decision by the President.
    7. The President in consultation with the respective divisional Vice President and/or the Administrative Council shall make the final selection and determine the appropriate salary.
    8. The President will set the conditions of employment, including salary in accordance with College Policy. The President will complete the Salary Determination form and forward it to the Administrative Services Office.

History

Part-time and adjunct faculty are recruited on an as-needed basis for On-Campus, Outreach Programs/Community Education, and Grand Forks Air Force Base courses. The procedures are as follows:

  1. Advertisements are made periodically for part-time and adjunct faculty pools with the areas of need listed. The pool of candidates is maintained by the appropriate supervisor. Applications are reviewed and interviews are conducted by the applicable supervisor.
  2. Upon selection of a part-time or adjunct faculty member, he/she is given the necessary payroll forms. The supervisor initiates a contract and following established procedures for part-time compensation forwards it to the Administrative Services Office for processing.

History

Procedures to be followed after the search process is completed for all new appointments:

  1. The new employee will complete all necessary payroll forms. Employees eligible for fringe benefits will also be given appropriate forms for this purpose. The new employee is than placed on the payroll system.
  2. The Administrative Services Office will open a Personnel File on the employee incorporating the application materials, appointment materials, completed contract form, and any other payroll/personnel forms. Personnel files are kept and maintained by the Administrative Services Office.
  3. The Administrative Services Office sends letters to the non-interviewed candidates informing the search has been completed. The respective divisional Vice President call the unsuccessful interviewees and informs them the search has been completed.

History

Administrative Council Approved 04/25/00

A Lake Region State College volunteer who is required by policy to undergo a criminal background check shall also be trained in fraud prevention, sexual harassment, and/or other topics as directed by human resources. Employees utilizing a volunteer on a regular basis shall (1) complete the volunteer application form, (2) obtain approval from the supervising Vice President, and (3) secure workers compensation insurance by notifying human resources.

History

Administrative Council Approved 12/20/12

  1. Lake Region State College is committed to providing a safe and secure environment for all students, faculty, staff and visitors; and to protecting its funds, property and other assets. Will-informed hiring decisions contribute to this effort. To assist in this endeavor Lake Region State College will conduct a background investigation on faculty, staff, students hired for positions and volunteers as indicated in this policy.
  2. The North Dakota State Board of Higher Education adopted SBHE Policy 602.3 requiring that each institution adopt a policy or procedure regarding checks on job applicants. The Chancellor adopted NDUS Procedure 602.3 authorizing positions for FBI checks. This policy and procedure has been adopted to implement SBHE Policy 602.3 and NDUS Procedure 602.3 for job applicants and current employees at Lake Region State College.
    1. A nationwide FBI criminal history background check is required before the beginning of work for the following positions:
      1. Police Officer
      2. Security Guard
    2. A criminal history records check, which may be a North Dakota BCI check, a FBI nationwide check or private vendor check is required before beginning work for the following positions (benefited, non-benefited and volunteers).
      1. Presidents and Vice Presidents
      2. Residence hall and apartment manager or director assistants
      3. Custodians and other employees with master keys or other means of unsupervised access to residence halls or secure buildings or facilities
      4. Child care employees and other employees who have unsupervised contact with children
      5. Employees, including faculty, with access to potentially dangerous chemicals and other substances as part of their job responsibilities
      6. Counselors and Coaches
      7. Information Technology Staff
      8. Employees responsible for, or with unsupervised access to; cash, credit, debit or other financial transactions or numbers, or confidential or other protected information, including medical records, social security numbers, tax, retirement, or vendor or contractor proprietary or other confidential information
      9. All other benefitted staff positions not already described in sections a or b above
    3. A criminal history background check for faculty positions not mentioned in sections a and b is not required but may be requested by the Vice President for Academic and Student Affairs. Any criminal history background check requested by the Vice President for Academic and Student Affairs must be successfully completed before the beginning of work.
    4. A check may be done on any current employee or volunteer holding any of the above listed positions and pursuant to the above guidelines, if deemed in the best interests of Lake Region State College background checks will  be used only to evaluate candidates/employees for employment purposes and will not be used to discriminate on the basis of sex, race, color, religion, age, physical or mental disability, status with regard to marriage or public assistance, sexual orientation or participation in lawful activity off the employer’s premises during non-working hours.
  3. Procedure:
    1. Position Announcements: Positions announcement for positions requiring a check will include this statement. “A criminal history check will be conducted on the finalist prior to beginning employment”.
    2. Offer of Employment: An offer to the finalist, for which a background check is required or requested, may be made “contingent upon successfully completing a criminal history check.” Employment will not begin until results of the required or requested check are received.
    3. Criminal History Background Check Authorization Form: A Criminal History Background Check Authorization Form will be obtained as part of the interview process. Declining to complete the authorization form will remove the candidate from further consideration for the vacancy. The form will be processed for the final candidate if required or requested. Authorization is made with the understanding that Lake Region State College reserves the right to withdraw the offer of employment or terminate employment if the results of the check are unsatisfactory.
    4. Upon receipt of the Criminal History Background Check Authorization Form recommendation for hire, HR will process the authorization for the background check with the appropriate agency or private licensed vendor. The fee for the background check will be paid for by Lake Region State College.
  4. Background Check Result Handling:
    1. After all requested background investigation reports are received and reviewed, the HR Office will notify the supervisor of the results. The supervisor will notify the finalist of the results. If the record is clear, employment may be finalized.
    2. If the record is not clear, a review will be conducted by the Vice President of Administrative Services and the supervisor. A previous criminal conviction does not automatically disqualify an applicant for consideration. Candidates’ eligibility will depend on a variety of factors, such as the nature, severity, and frequency of the offense or offenses; the time elapsed since conviction and the rehabilitation including the individuals subsequent work history; the truthfulness and completeness fo the candidate’s disclosure of the conviction(s); whether a criminal conviction has a direct bearing on the individual’s ability to fulfill job duties and responsibilities the risk to the safety and welfare of employees, student, general public or Lake Region State College property; and any other relevant information.
    3. A discovery of falsification, including misrepresentation or failure to disclose relevant information as part of the recruitment and application process, will disqualify a candidate from employment consideration. If the candidate is a current employee, falsification may also subject the individual to disciplinary action, up to an including termination.
    4. The background check records will be maintained in accordance with North Dakota open records laws and records retention policies of Lake Region State College.
  5. Denial of Employment
    1. If employment is denied or an offer of employment is withdrawn based on either a BCI or FBI investigation report, the finalist/employee has no right of appeal. However, the individual has the right to challenge any of the information on the criminal history record. The challenge must be made directly to the BCI or FBI by the individual. If the finalist/employee challenges the information on his/her criminal history record, the decision by the College to deny or to withdraw an offer of employment is suspended for one week. If the challenge results in no changes in the background record or changes which do not cause the employment decision to be changed, the College decision on employment for this individual is final.
    2. Anyone denied employment based on the background check made through a private vendor is afforded certain rights under the Fair Credit Reporting Act (FCRA). The HR office will coordinate the notification of the decision with the vendor and provide the appropriate notification to the finalist/employee.

History

Administrative Council Approved 12/20/12

In exceptional circumstances, and with the approval from LRSC's President, vice presidents or their designee may negotiate reimbursement of:

  1. Recruitment travel expenses for a prospective candidate for faculty or staff and their spouse.
  2. Moving expenses for faculty or staff. The moving expenses of employees transferring to a new work location with the same institution shall be governed by N.D.C.C. 44-08-04.3.

Reimbursements will be reported as taxable income and included on the employee's W-2. The reimbursement will be subject to all tax liabilities at the time of payment.

History