Vacant Position Posting and Recruitment

Operational Standard/Purpose

Illinois Central College is an Affirmative Action and an Equal Opportunity Employer and is committed to ensuring a fair, inclusive, and equitable recruitment of employees that result in the appropriate match of skills, knowledge, experience, and job requirements for an employment position.

Scope/Applicability

Refer to the Employee Handbook for additional information.

Definitions

Search committee: A search committee is required for all full-time vacancies (committee requirement does not applies to part-time vacancies). A search committee must include a diverse membership of gender and ethnicity/race. When hiring full-time faculty, at least one-half (1/2) of the committee members invited to serve will be full-time tenured faculty with at least one of the faculty members within the discipline (or of a related discipline) of the posted position (refer to the Faculty Involvement in Hiring section of the Faculty Forum Contract). The Search Committee is responsible for reviewing/screening qualified applicants, selecting Candidates for interviews, conducting interviews, completing all necessary documentation on the search, and recommending Candidates for consideration for hire. Refer to the Employee Handbook for additional information on the role and responsibility of the Search Committee. Note: If a conflict of interest exists, the Search Committee member is required to remove himself or herself from participating in a search.

Procedures

Posting & Recruitment Procedure(s)

Upon approval of an employment requisition, the following procedures are followed for the posting and recruitment of a vacant position. Refer to the Employment Planning and Requisitions Standard Operating Procedure (SOP) for additional information.

1. Position Requisition Assigned to Human Resources Coordinator: The Human Resources Lead Coordinator will assign the approved requisition to appropriate Human Resources Coordinator.
2. Human Resources Coordinator / Hiring Manager Meeting: The Coordinator will communicate with the Hiring Manager to discuss and confirm the following details of the search:
   1. Review and update of job posting.
   2. Determine application supplemental questions that ensure applicants meet the minimum required criteria of the position.
   3. Confirm Search Committee members (if applicable). The following vacant positions require a search committee:
      • All full-time positions (full-time faculty positions refer to the Faculty Involvement in Hiring section of the Faculty Forum Contract).
   4. Human Resources will assist the Hiring Manager with completing the Vacant Position Timeline Form. The Human Resources Coordinator and Hiring Manager will develop a timeline for recruitment activities to ensure that an offer of employment is made within the agreed upon time-period.
      Note: Due dates agreed upon in the timeline are sequential; therefore, Human Resources may not move forward in the recruitment procedure until certain tasks have been completed.
   5. Develop position advertising strategy. The Human Resources Coordinator and Hiring Manager will determine the appropriate advertising media for the vacant position and discuss associated advertising expenses.
   6. Review of salary. The Human Resources Coordinator and Hiring Manager will review the salary for the position, determine posting of salary, and discuss internal equity issues (if applicable).
   7. Refer to the Search and Hiring Committees section of the Faculty Forum Contract for the Search Committee for full-time faculty positions.
      Note: It is strongly recommended that the Hiring Manager actively participate in the search.
3. Posting and Advertising the Vacant Position:
   1. The Human Resources Department creates a position posting in the ICC online recruitment system and associated advertising is prepared. The position posting and advertising provides detailed information about the position as reflected in the job description. Applicant information is provided in FAQ for NEOGOV Applicants on the Employment Opportunities page of the ICC website https://icc.edu/faculty-staff/employment-opportunities/.
   2. All positions are advertised online on the ICC website and IllinoisJobLink as regulated by the Vietnam Era Veterans’ Readjustment Assistance Act. Additional advertising media include Bradley University, Illinois State University, HigherEdJobs, Chronicle and more.
   3. Internal Distribution of Postings are distributed in the following manner:
      • Carpenter Union positions postings (housekeeping, food service, maintenance) are emailed to the Carpenter Union President and Vice-President and are displayed on the monitor outside of the Human Resources Department on the East Peoria Campus.
      • Full-time Faculty Positions, Academic Deans, and Vice President of Academic Affairs positions are emailed to the Full-time Faculty email group and the Adjunct Faculty email group and are displayed on the monitor outside of the Human Resources Department on the East Peoria Campus.
      • All other vacancies are available for view on the Human Resources Department announcements displayed on the monitor outside of the Human Resources Department on the East Peoria Campus.
   4. If the Hiring Manager decides to cancel or modify the job posting, Human Resources must notify all applicants in writing of the changes and whether or not the applicants who applied for the first posting will be considered if the position is re-posted.
   5. Search Firms - While the use of outside search firms is not typical, Human Resources reviews and recommends firms and is responsible to secure contracts on behalf of ICC. All search firms doing business with ICC must contractually agree to comply with ICC’s Affirmative Action obligations and to collect and provide ICC with information in compliance with ICC’s recordkeeping obligations.
4. Meeting with Search Committee (if applicable): It is recommended that the Hiring Manager schedule an initial meeting with a representative from Human Resources and the Search Committee members to discuss confidentiality, job related criteria, objective screening of applicants.
5. Pre-Screening of Applicants Received: After the closing date of the job posting, the Human Resources Department pre-screens all applicants based upon the minimum educational and work related experience requirements referenced in the Minimum Qualifications section in the job description and any required supplemental documents or questions requested by the Hiring Manager. Human Resources will forward applicants that meet the pre-screening criteria in NEOGOV for Subject Matter Expert (SME) Review or to the next applicable step for positions without a committee.
6. Hiring Manager Confirms Screening Criteria:. Human Resources will request from or confirm with the Hiring Manager / Search Committee the screening criteria that will be used to assess each applicant’s qualifications against the approved job description and qualifications to assure that all applicants are evaluated using the same criteria. This step must be completed prior to the release of candidates to the Hiring Manager / Search Committee.
7. Hiring Manager Confirms Interview Question: The Hiring Manager / Search Committee will generate a list of interview questions that reflect the advertised qualifications and selection criteria. Interview questions must be asked of all applicants interviewed. There are certain interview questions that cannot be asked, based on specific legal requirements under Federal and/or State law. The Hiring Manager must ensure interview questions are legal by asking interview questions that are job-related. All interview questions are to be reviewed by Human Resources to ensure consistency and the removal of non-qualifying questions. This step must be completed prior to the release of candidates to the Hiring Manager / Search Committee.
8. Hiring Manager / Search Committee Screening of Applicants: Hiring Managers and Search Committee members are required to avoid bias in the screening, interview and selection process.
   
   SME Review Instructions for NEOGOV
   1. Go to https://www.neogov.com and login
   2. If you are not already viewing your dashboard page, click Dashboard from the upper left.
      
   3. Click on Job.
      
   4. Click on the name of the first Candidate to be reviewed. The application will display along with work experience and education for you to review
      
   5. Enter your total score only. DO NOT enter comments or Pass/Fail a Candidate.
      
   6. Click Submit.
      NOTE: You must click Submit or nothing gets saved

      

   7. Continue Scoring until all Candidates have been reviewed.
   8. Click OK to notify Human Resources your screening is complete.
      
      The date and time of your last completed review notification will display.
      
   9. While screening and interviewing, the Hiring Manager and Search Committee are required to follow the steps below to ensure equity and objectivity in the recruitment process:
      1. Ensure that the applicant meets the required criteria of the position. The job description is posted on the ICC website posting.
      2. Recognize and avoid selection / interview bias. Remain as objective as possible during the screening and interview processes. Keep the following potential biases in mind:
         • Stereotyping - Attributing certain characteristics to a particular group of people. For example: Referring to the person in a position as “she” or “he” because of a stereotype.
         • Halo effect – Regarding highly an individual who has a characteristic you particularly like while disregarding other qualities. For example: Selecting an applicant because they went to the same school or assuming the applicant will be a good employee based on your similar interests. Conversely, disregarding someone because they are not like you.
         • First Impressions – Judging prematurely based on appearance, handshake or voice. The first impression made in the first few minutes of an interview can bias the rest of the interview process.
         • Contrast – Measuring against the last person screened/interviewed. For example, disregarding a Candidate’s qualifications simply because a prior Candidate was successful during the interview process.
         • Projection – Attributing our own motives to others.
   10. Keep the identity of all applicants confidential. People are naturally curious about who applies for vacant positions. The identity of all applicants for employment are to be kept in the strictest of confidence. This is especially important due to internal applicants desiring job advancement.
9. Move Candidates to the Referred List in NEOGOV: After the SME review, the Hiring Manger will no longer be able to view the Candidates in NEOGOV. Human Resources will confirm with the Hiring Manger how many top Candidates should be referred for interviews (top 5, 10, or those who have a certain score) based on the number of qualified Candidates. Ideally, three to five (3-5) applicants should be interviewed. When possible, at least two (2) applicants should be interviewed. With a large number of qualified applicants, the Hiring Manager and/or Search Committee may conduct multiple phases of interviews in order to reduce the number of Candidates and identify the final Candidate(s).
10. Interviewing Candidates: Interviews may include Skype interviews, telephone interviews, or face-toface interviews; however, all interviews must be scheduled in the same manner (for example, if Skype interviews are scheduled, all interviews must be Skype interviews). During the interview, the pre-approved list of interview questions must be used. The Hiring Manager and Search Committee must ask the same interview questions of all Candidates. It is vital that consistency is maintained in order to make an objective and legal selection. If the Candidate has a visible disability, the interview question must focus on the Candidate’s ability to do the essential functions of the position “with or without accommodation”.
    Note: The applicant pool developed in this step should reflect ICC’s commitment to hiring women and minorities for job categories in which they are underrepresented. For this reason, Human Resources may recommend interviewing additional candidates.
    1. Call to Schedule Interviews: Hiring Managers may call Candidates to schedule interviews. OR
    2. Candidate Interview Self-Scheduling Option: Hiring Managers may set up a Candidate interview self-scheduling option in NEOGOV.
       1. Input Interview Schedule (Interview Slots) and Turn On Self Schedule
       2. Open the requisition from your dashboard.
          
       3. Go to Hire Workflow and Customize Workflow
          
       4. Add steps as needed to align with interview process.
          
       5. Edit Interview Step (pencil icon)
          
       6. Click on Scheduling and turn on Pre-Configure Interview Slots
          
       7. Input schedules as prompted – Select Location, Select Dates, Select Time, Duration, Time between Slots, Select Scheduling Deadline, and Add Breaks. Add additional times as needed
          
          
       8. Click on Allow Candidate Self-Scheduling
          
       9. Move Candidates to Interview and Send Notices. From the dashboard, open the requisition.
          
       10. Select Candidates
           
       11. Select all Candidates and Move to Interview from the Actions pull down Menu
           
       12. Select Interview from the drop down. Select all Candidates and Send Notice Under actions
           
       13. Follow the Send Notice prompt using Self Scheduling Template and editing (pencil icon) Update Interview Dates, Deadline Date, Campus Location, Campus Address, and Room Location.
           
11. Use of Testing Tools: All testing tools must be reviewed and approved by Human Resources to validate and ensure compliance with EEO/AA principles and guidelines.
12. Travel Reimbursement for Candidates: The College recognizes that some vacancies may require travel reimbursement of Candidates outside the local pool of talent. If the local pool of qualified Candidates is unacceptable per the Hiring Manager and Human Resources, the Hiring Manager may request interviewing Candidates outside the local talent pool. In this situation, initial interviews must be conducted via remote options (for example: Skype, telephone, etc.). Finalists in Dean level positions and above called for an interview may receive travel reimbursement (with receipts) for appropriate reasonable and customary reimbursement items using the procedure below. Travel reimbursement will be funded from the Human Resources budget. Exceptions made be made upon Human Resources Departmental approval.
    1. Appropriate reasonable and customary reimbursement items are as follows:
       • Travel by public conveyance (airplane, bus, train, etc.)
       • Travel by private automobile as paid by IRS rates on mileage reimbursement
       • Meals (for Candidate only)
       • Lodging
       • Other items (taxi to airport; park & fly at airport, etc.)
    2. The following expenses are among those not eligible for reimbursement:
       • Cost of travel or lodging for a Candidate's companion;
       • Cost of meals at which no interviewing takes place;
       • Extraneous lodging expenses such as hotel phone charges, room/bar service, etc.; and
       • Costs incurred by third parties (e.g., placement firms) in interviewing Candidates.
    3. In the interest of cost efficiency, convenience and standardization of accommodations, the College has arranged with various hotels/motels within the Community to provide lodging for applicants at corporate rates. Under this plan, reservations at these (and only these) hotels will be made by Human Resources. The College will not reimburse the Candidate for hotel telephone or internet charges.
    4. Reimbursement for applicant travel is subject to ICC’s travel regulations. Candidates should be informed by the Search Committee/interviewer that they would need to submit appropriate original itemized receipts and will not necessarily be reimbursed for all incurred expenses. Expenses identified that do not have an original receipt attached will not be reimbursed. Any additional departmental limitations on reimbursement for a particular position should be also be communicated to applicants. Candidates are not eligible for travel advances.
    5. All reimbursements for Candidate travel expenses must be approved in advance of booking travel. Such approval is obtained through completion of the Vacant Position Candidate Travel Reimbursement Form. This request should originate with the department conducting the position search. All necessary approvals through the appropriate Cabinet Member must be obtained prior to making any commitment to an applicant regarding reimbursement of travel expenses.
    6. All items should be completed on the form. Receipts should be attached and the Candidate should sign and submit the form to the Hiring Manager. The completed form with appropriate signatures should be submitted to Human Resources for processing.
    7. Accounts payable will issue the Candidate a check within two to four weeks of submitting the form for processing.
13. Selecting Finalist(s): The Hiring Manager and/or the Search Committee will use a scoring method to determine the final Candidates for selection. For professional vacancies (salary grade 16 and higher), a minimum of two (2) finalists is required for interview with the next level Manager (up to Cabinet member, if applicable and required by the higher-level manager(s)). Exceptions to this minimum may be made on a case-by-case basis with the applicable Cabinet Member and Human Resources approval. Finalist(s) will be expected to meet federal employment eligibility requirements or they will not be eligible for hire.
14. Check References: It is recommended that the Hiring Manager complete a minimum of three supervisory references for Candidates prior to an offer of employment. Ask the same reference questions of all references as it is vital to remain consistent in order to make an objective selection. Refer to the Reference Check Sheet Form.
15. Documenting the Search: The Search Committee must forward to Human Resources all files developed during the recruitment process to be maintained for two years.

Hiring Procedure(s)

1. Hiring Manager Submits Request for Hire in NEOGOV:
   1. Log into NEOGOV OHC at https://login.neogov.com
      
   2. From the OHC Dashboard, under My Candidates, select name of Candidate for hire.
      
   3. Check the box next to Candidate for hire’s name. From the Actions pull down menu, select Move to Hire.
      
   4. Enter all data in the required fields. Then select Save & Continue to Next Step button.
      
      Hiring Manager is required to complete additional information on the Candidate to hire that produces a NEOGOV hire/personnel action form, Recommendation for Employment, utilized by Human Resources. Hiring Managers are to include the following information:
      • Position
      • Offer Date (date in which hire form is submitted)
      • Date Offer Accept (date in which hire form is submitted)
      • Offer Amount – this is generally 0-25% of the position salary grade and is available in budget and meets internal equity standards
      • Bonus Amount - $0.00
      • Start Date – this would generally be a Monday or first working day of the week
      • Orientation Date – same as Start Date
      • Filled Date – same as Start Date
      • Employee ID Number – leave blank unless internal employee
      • If replacement, for whom? If new, type “new” – enter name of person previously in the position OR type new
      • Supervisor name and ID number
      • Hiring Manager name and ID number
      • PeopleSoft Account Code(s) – budget number(s) to be paid from
      • Pay Grade – enter pay grade of position (see job description)
      • Pay Type – select appropriate button
      • SURS Eligibility – select appropriate button
      • Full-time & Adjunct faculty position (credit coourses) – check box if an official transcript and approved Minimum Faculty Qualifications (MFQ) Form has been completed and approved by the Vice President of Academic Affairs. Do not submit the Request for Hire in NEOGOV without this documentation. Refer to the Minimum Faculty Qualifications (MFQ) Standard Operating Procedure (SOP) for additional information.
      • Campus Phone
      • Campus Address
      • Room Access Authorization
      • Grant information fields
      • Comments – enter any recommendations for negotiation, reclassification details such as adjunct to full-time faculty or hourly to salaried position, or specify if you simply are not sure about a field.
        
        
        
        
   5. Enter Approval Group(s). Select Add Approval Group.
      
   6. Select the Approval Group hierarchy. The Approval Group should include the following:
      1. Part-time Hires: Include the Associate Vice President of Human Resources as the final approver.
      2. Full-time Hires: Include ALL supervisors above your position (up to the Hiring Manager’s executive cabinet member and the Associate Vice President of Human Resources as the final approver). If the requested salary is above 25% of the salary range for the position, include the President in the hire approval hierarchy.
      3. All Restricted Fund Hires: if Candidate is being hired for a restricted fund (aka “funded” or “grant funded” position,) the Manager of Accounting OR Controller requires additional approval.
         
         Select Save & Continue to Next Step.
         
          
   7. Select Save & Submit.
      
2. Approvers’ Review and Approval: Approvers are required to review Candidate’s application documents to verify they are qualified for the position prior to approving the Candidate for hire in NEOGOV. Human Resources receives notifications as each approver approves a Candidate for hire.
3. Confirm Hire Details: Throughout the process, Human Resources will confer with the Hiring Manager regarding concerns or issues related to Candidate(s) education and/or experience, will ensure all required documentation is provided, and work with the Hiring Manager to set the starting salary based upon budget, competitive market rates, internal equity, and the rates established within the compensation plan. Any recommended salary above the mid-salary range or which would cause internal equity concerns must be approved in writing by the President. Human Resources can initiate a discussion with the Hiring Manager or any designee regarding starting salary concerns or issues. The Hiring Manager may have preliminary discussions with the selected Candidate. However, no salary discussions are final until approved and issuance of the official offer letter from Human Resources. Only Human Resources can make the official contingent offer of employment.
4. Make Offer of Employment to Candidate: Once ALL approvers have approved the Candidate for hire, Human Resources will call the Candidate with an offer of employment and will negotiate employment terms and rate of pay. Exceptions for the following positions allow for departments to contact the Candidate with the job offer:
   • Student positions
   • Certain externally funded/grant positions
   • Adjunct faculty positions
   • Assistant coaching positions
5. Candidate Declines Offer: If Candidate declines the offer, Human Resources will contact the Hiring Manager to determine if another Candidate qualifies for the position to hire or if the Hiring Manager would prefer to repost the position.
   • Human Resources updates the candidate’s record in NEOGOV with a “Withdrew” status.
   • Human Resources rejects remaining Candidates in NEOGOV not qualified for the position.
6. Candidate Accepts Offer: If Candidate accepts the offer, Human Resources will send an official offer of employment letter via mail or email to the incoming employee and allow the Candidate 7 calendar days to accept, sign, and return the offer letter. The Hiring Manager will receive a copy of the offer letter and terms. Human Resources will follow up with the Candidate 3 days after sending the official offer of employment. An offer of employment is contingent upon the following:
   • Candidate providing documentation establishing eligibility to work in the United States as required by Federal Law no later than the first day of employment.
   • Satisfactory completion of required background checks and testing which will vary depending on the position.
7. Rescind an Offer: Under certain circumstances, it may be necessary to rescind a contingent offer of employment. In the event it is appropriate to rescind an offer, Human Resources will notify the Hiring Manager and Candidate in writing. These circumstances include, but are not limited to the following:
   • Candidate fails to comply with established timelines associated with the pre-employment screening process;
   • Candidate’s background check or test results are not satisfactory;
   • Candidate omits or falsifies information on the application or related documents;
   • Reference information is unfavorable or inconsistent with information provided by the Candidate.
   • New hire not approved by the Board of Trustees.

Additional Provisions/Information

Refer to Onboarding New Hires Standard Operating Procedures (SOP) for additional information.

Refer to Minimum Faculty Qualifications (MFQ) Standard Operating Procedure (SOP) for additional information.