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1.) Identify the Need for a New Position

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1.) Identify the Need for a New Position

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If there is a need to create a new full-time position, the first step is to submit a written memo which will need to get approved by the administrative team. The hiring request must be justified by data, meaning that the requestor must be able to proof that there is a need for a new role.

If the position is a vacant one, the first step is to contact human resources (HR) to request that the position be posted and advertised on the organization's website. HR also uses third party employment websites to advertise postings. (Indeed is our most popular website.)

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NOTICE: The online applicant tracking system was upgraded as of November 13, 2019. Previous users/applicants will need to create a new account to apply for any new vacancies. We apologize for the inconvenience. Please visit the previous version of the site to find positions posted prior to Novemb…

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New Position: The hiring request will be taken to the administrative team, which meets on a weekly basis. They are the ones to determine hiring guidelines such as: tittle, paygrade etc. Once the position has officially been approved, it will be taken back to the immediate supervisor.

For existing Positions: The immediate supervisor is responsible for working directly with HR to post the position. Additionally, HR and the immediate supervisor share equal responsibility in ensuring that the portal is constantly monitored for updates.

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The "Internal Applicant Tracking Portal" is a software system that allows supervisors to monitor applications as they become available. In addition, HR is responsible for creating a hiring committee that consists of at least two members of the department and/or hiring division and two-three members of external departments. This committee will receive an email granting them access to the applicant tracking portal, and members of the committee will also be forwarded calendar invites to interviews as they become available. (HR is responsible for hosting the initial applicant screening. Candidates that pass the initial screening are invited to meet with the hiring committee for 1 out of 2 interviews.)

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The timeframe to identify applicants varies as this is based on how often candidates apply for a specific position. Both HR and supervisors (the creators or requesters for the position) receive email notifications every time someone submits an application.

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Resumes become instantly available through the "Internal Applicant Tracking Portal".  Supervisors and HR have access to resumes from the moment a candidate submits an application. In addition, each invited member of the hiring committee also has access to resumes and all supporting documents that are submitted.

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Resumes are reviewed by HR to determine that candidates meet the minimum qualifications needed to be able to move on to the next stage, which is an invite to one of the two interviews. Resume's should be reviewed as soon as possible, and as applications become available.
Supervisors also have the right to request that a specific candidate be moved forward to the next step in the hiring process.

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The initial screening is conducted by the institution's SWOT committee, who is directly responsible for identifying applicant's: strengths, weaknesses, opportunities and threads.
The SWOT committee is composed of HR members and senior equal employment opportunity members who ensure fairness and transparency in the hiring process.
The SWOT committee is also responsible for ensuring that applicants meet all the minimum qualifications for the position. Lastly, the committee places a huge emphasis on conducting a thorough and effective cultural fit assessment.

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Candidates will receive an invitation to a virtual screening, which usually takes 15-20 minutes. After meeting with the applicant, the committee deliberates and decides on a motion.
The initial screening is always conducted virtually, but applicants are informed that in the event that they are selected to move forward with the hiring process, they must make themselves available for a face-to-face interview.

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The secondary screening is a formal interview conducted by the hiring committee. The department and/or hiring division is responsible for reviewing resumes.
Additionally, human resources appoints one member as the main point of contact (hiring committee coordinator) and they are responsible for coordinating the interview. They are also responsible for creating interview questions that fit appropriately.
The main point of contact is usually the person who will be directly supervising the new hiree.

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Ideally, this process should take about one week. However, depending on candidate's availability (or a lack of applicant submissions), this might take longer.
Face-to-face interviews are mandatory at this level, unless the candidate is not a local resident. Exception for virtual interviews at this point must be approved by Human Resources. At this level, employees are also informed that face-to-face interviews will be required for the next level. There are absolutely no exceptions for this rule. (Unless the position is a virtual one)

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The hiring committee coordinator is responsible for gathering feedback after each interview and submitting a memorandum for every applicant. The coordinator is also responsible for selecting the top 3 candidates from the poll.
A scoring system is used to determine points and experience.
All memorandums are then submitted but only the top three candidates are evaluated by the administrative team and considered for a final interview.

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Hiring committee coordinator must turn in a memorandum within the first twenty-four hours following an interview. Memorandums are due to coordinator's immediate supervisor who then submits them to the administrative team for review.
The administrative team will help the college president determine which candidate(s) move forward to the final interview.

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The candidate's final interview is conducted by the college president. This is a face-to-face interview that is coordinated by the administrative team and the hiring coordinator. The president of the institution makes the final decision for all new hires and focuses on conducting an intensive cultural analysis.

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The final interview is ideally conducted within two- weeks. However, this will depend on candidate's availability.

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After the president submits his referral, human resources is in charge of contacting the candidate to make a final employment offer.

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This step is finalized as soon as the candidate accepts the job offer, which is usually presented immediately after the final interview.