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College Policy Number/Title:

Applicant Pools 

An applicant is a candidate that has applied for a specific position using the online recruitment system.  Any exceptions to applying online must be made through a request to the office of human resources for an accommodation.  Every effort will be made to ensure that recruitment and selection is conducted from diverse pools of qualified internal and/or external candidates.

Screening of Applicants

The recruitment system will perform a preliminary screening to determine if candidates meet minimum qualifications based on the screening questions developed in the requisition.  Screening questions must be related to the selection criteria.  Candidates that meet the minimum qualifications will be released to the hiring department.  Candidates that do not meet the minimum qualifications will be "inactive applicants."  A hiring manager may review "inactive applicants" at any time in the hiring process. 

Search Committees 

The formation of search committees is encouraged but not required for positions classified under grade 12, and diversity committee representation is recommended whenever possible.  A search committee is required for full-time faculty positions and staff positions classified at grade 12 level and above.  The hiring supervisor will appoint members representative of the college community’s population as defined in the Diversity Plan to serve on the committee.  In addition, each search committee for full-time faculty and staff positions classified at grade 12 level and above must include a current or past member of the diversity committee.  The hiring manager will appoint members representative of the college community's population to serve on the committee.  For faculty search committees, all division faculty are welcome to serve on faculty search committees as long as the large number of participants does not impede the process of scheduling the meetings.  However, in order to pose questions to or rate candidates the search committee member must attend all of the interviews.  The following guidelines are recommended minimums for each employment category:

Employment CategoryRecommended Minimum # of Committee MembersComposition of Committee Members


Diversity committee representative, search committee chair, members of college community


Diversity committee representative, search committee chair, at least 2 other division faculty, faculty member from outside the division, member of college community


Diversity committee representative (if grade 12 and above), search committee chair, members of office and college community as appropriate


Search committee chair, member(s) of office and college community as appropriate


Hiring Manager, member(s) of office

The chairs for these search committees are responsible for adding the list of search committee members to the requisition in the recruitment system before the screening and selection process begins.  Guidelines for search committees will be provided by the office of human resources.

Diversity Committee Representation

If the chair of the search committee is unable to recruit a current or past member of the diversity committee to serve on the team, the chair of the search committee will then contact the diversity chair who will solicit diversity member volunteers.  The diversity member's involvement is essential at the earliest phase of the selection process-before selection criteria are set, questions are finalized, and resumes are screened by the search committee chairperson.  In accordance to the diversity plan, diversity committee members cannot serve on search committees as the diversity representative in the department in which they work.  A full listing of current and past diversity members is located at and also in the diversity public folder in Outlook.  The diversity committee directly reports to the president of the college.  Membership on the diversity committee is made by appointment from the president for a two-year term.  Any member of the college community wishing to serve on this committee should send a written request to the diversity chairperson.

Travel Reimbursement 

Candidates for faculty, administrative or professional/technical positions who are selected to be interviewed will be eligible for reimbursement of expenses incurred, contingent upon prior approval with the area vice president; appropriate documentation must be provided and reimbursement will generally not exceed one night lodging plus either mileage or flight expense.  However, if an offer is made and the candidate does not accept, the candidate is eligible for reimbursement of 50% of their expenses not to exceed $250.

Reference Checks 

The hiring manager or search committee members are responsible for checking the work references of candidates recommended for hire and documenting the information on the designated form.  Applicants must be notified by the hiring manager or the search committee prior to reference checks.  A completed application form provides authorization to check references.  See procedure 63.06.05 References and Background Investigations.

Verification of Credentials 

Academic credentials will be verified by the office of human resources when any position requiring credentials is filled.

Records and Forms

A number of recruitment and selection forms are used to ensure documentation on hiring decisions.  Samples include "Summary of Applications Evaluation Form," "Interview Evaluation Form," and "Telephone Reference Checklist."  Hiring managers are responsible for submitting documentation to human resources.

Extending an Offer 

All official offers of staff employment will be made, pending board approval, by the office of human resources.  Official offers of new full-time faculty employment will be made by the vice president of academic affairs or designee pending board approval.


The board of trustees, upon recommendation of the president, will act on all appointments to position control/budgeted positions.

Notification of Applicants Not Selected

The office of human resources will send notification to all applicants that are not selected for hire.

Orientation Program

A faculty orientation is provided by the instructional area for all new faculty.  In addition, orientation is required and faculty and staff will be invited to participate by the office of human resources within their first two weeks of employment at the college.  College units may also schedule supplemental sessions for their employees.  The employee orientation goals include: establishing effective employee/employer communications; familiarizing the employee with the college's mission; building teamwork; and explaining the college's fringe benefits plans. 

Adjunct Faculty 

Hiring procedures for adjunct faculty are somewhat different from other hiring procedures at Howard Community College.  A pool of adjunct faculty applicants by discipline is maintained in the office of human resources.  Division chairs and course coordinators may access these pools at any time to find an adjunct to hire.  A hiring packet including an application form, confidential data sheet, I-9, and tax forms are sent from course coordinators to the office of human resources when an individual is hired.  Advertisements are placed in the fall, spring and, if necessary, as requested and approved.

Non-credit Faculty

Most non-credit appointments are brief in nature, spanning a period of one or two semesters.  Employment needs emerge rapidly and cannot be anticipated in many cases; therefore, responsibility for non-credit recruitment is assigned to the associate vice president of continuing education and workforce development. 

Temporary and Acting Positions

The selection process for temporary and acting positions is unique to each acting position and depends upon the availability of a qualified person to fill the position on a temporary or acting basis.  A temporary on call pool of hourly employees is maintained in the office of human resources.  Hiring managers may access this pool at any time to find an hourly employee to hire.  A hiring packet including an application form, confidential
data sheet, I9, and tax forms are sent from hiring managers to the office of human resources when an individual is hired. 

Effective Date:  2/9/2007