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Administrative Faculty Hiring Procedures
This policy is currently being reviewed
 
Hiring Procedures for Administrative Faculty
(Vice Presidents)
 
 Introduction
The purpose of this section of the Employee Manual is to present procedures of Central Virginia Community
College that apply to the hiring of Administrative faculty members consistent with the goals of the institution.
Using these procedures the campuses will continue to recommend, and the President will continue to hire,
talented and highly qualified individuals so that CVCC students continue to be served by a faculty of superior
quality. Further, these procedures will support the College in realizing its strategic goal to increase the
diversity of CVCC faculty and staff to reflect the diversity of students being served. These procedures are
designed specifically for the College.
 
Recruitment
 
Role of the President (Chairperson)
The President is responsible for ensuring that the recruitment and selection process on the campus is consistent
with institutional goals and college-wide policies and procedures and has final review and recommendation
authority for the campus in the recruitment and selection process. The President, with the assistance of the
Human Resources Manager (HRM), makes the initial recommendation for salary placement and academic rank
placement in accordance with the VCCS-29 and College procedures.
 
New and Vacant Positions
The President defines all Administrative faculty positions that may be filled for the following academic year.
 
Position Request Form
The Position Request Form (PRF) must include closing dates and information on electronic advertising
preferences. The form must also specify the minimum and preferred qualifications for the position. These
electronic advertising preferences may include, but are not limited to, discipline-specific publications,
publications of professional organizations and associations, and especially graduate school placement offices.
The President sends the PRF to the HRM.
 
Advertising the Position
Advertising the position must relate directly to the unit academic plan, the College Affirmative Action plan,
and the hiring goals of the institution.
The HRM reviews each PRF and in cooperation with the President develops appropriate wording and selects
the appropriate placement for the position announcement. All CVCC employees will be notified of the position
opening and directed to the location of the posting through the Daily Bulletin. Starting salary ranges will be
published in the advertisement for each position.
The HRM will communicate the final version of advertisements including publication dates and sites to the
President.
The Human Resources Office (HRO) will actively seek to reach a qualified diverse pool of candidates and
may use reasonable methods to do so, including a) sending position announcements to traditionally minority
institutions; b) selecting diversity oriented publications in which to advertise; and, c) convening a group of
CVCC minority employees to help with the recruitment and advertising process.
 
The Application Process for Individuals Seeking Employment
 
 
 
 
 
The Application Packet
In order to be in the applicant pool, a candidate’s Application Packet must include all of the following: a) a
cover letter of no more than two pages; b) a Curriculum Vita or resume; c) an official state application; and d)
unofficial transcripts of all post- secondary education.
 
Official State Application
All state applications must be submitted through the State of Virginia Recruitment Management System
(RMS).
Transcripts
The transcripts submitted by applicants for initial review may be unofficial copies; however, official copies of
all post-secondary education must accompany all employment recommendations (see section 6.103). The
College will accept foreign transcripts only if they have been previously translated and evaluated by an
appropriate evaluation agency. Applicants may obtain a list of appropriate evaluation agencies from the HRO.
Screening of Applicants
 
Review of Applications
The HRO conducts a preliminary review of minimum qualifications according to VCCS-29 of all applications
in a timely manner through the RMS. All qualified applications will be emailed to the President within ten
business days of the job closing date. The HRO will change the status in RMS detailing the applications being
referred as “in review by the department”. The President and Search Committee members for each vacant
position will be granted access to the RMS to review applicant documents.
RMS retains a record of all Applications for Employment.
Evaluation of Applicant Pool
CVCC has a responsibility to determine to the best of its ability the diversity status of individuals in the
applicant pool. At the close of the announced period for receiving applications, the HRM will evaluate the
applicant pool to determine whether it is representative of diversity based upon their availability. The HRM
will report these findings in writing to the Hiring Manager, who must defend the status of the applicant pool or
extend the search. If the applicant pool is not representative, the HRM will extend the deadline for applications
and expand recruiting efforts. If the pool is representative, the President may proceed with the screening and
selection process.
Search Committee
The President appoints the Search Committee. The Search Committee may also serve as the Interview
Committee. The minimum composition of the committee should consist of:
   · President;
   · Vice President(s)
   · Professional Faculty member;
   · Classified staff member;
   · Part-time staff member;
   · Faculty member
   · at least one member must meet the Affirmative Action criteria established by the college. (These
       criteria are available from the Human Resources Office)
 
 

The President will submit the membership of the Search Committee to the HRM at least ten business days
prior to the application closing date. The HRM will review the membership to ensure compliance with
Affirmative Action guidelines before actual screening takes place. The HRM will notify the President of
acceptance or non-compliance. All appointed members of the Search Committee must complete the on-line
Selection MVP-HR Policy & Law – Employee Selection Procedures training in the Knowledge Center prior to
the supervisor receiving applications from Human Resources. Training should be completed prior to the
position closing date. Every member of the Search Committee must have received training within the past two
years before serving on the committee. The Knowledge Center will keep a record of when each person has
received training that the HRO can review at any time.
Upon the approval of the Search Committee by the HRM, the President may discuss with the screening
committee other aspects of the vacancy, such as economic considerations, College Affirmative Action plans,
unit and College academic plans, institutional hiring goals, and other matters which may affect the recruitment
and selection process.
Screening Criteria
The Search Committee will develop and agree upon the screening criteria and evaluation format which will be
used to rate all applicants. The Search Committee should use criteria consistent with the goals of the institution
and with the institution’s goals for diversity. The screening criteria must evaluate candidates based upon the
minimum and preferred qualifications listed in the PRF for the position.
In assessing the desired qualifications of the candidate, the Search Committee should consider as a major
evaluation criterion and rating factor the quality of experience of the candidate in addition to other agreed upon
criteria.
The Search Committee will convene to discuss the screening criteria and their individual ratings of the
candidates to be interviewed. The Search Committee will submit to the HRM the names of the candidates to
be interviewed.
In making its recommendations, the Search Committee will attempt to select a broad, representative group of
applicants for interview.
 
Number of Candidates to be Interviewed
A minimum of three candidates will be selected for interview. Exceptions to this policy may be made by
agreement of the President and the HRM.
 
Selecting Candidates for Interview
The President provides the names of the individuals selected for interview to the HRM, who reviews the
applications of those selected for interview. The HRM and the President are responsible for ensuring a broad
representative interview pool for each position.
Within five business days of receiving notice of the individuals selected for interview, the HR provides the
President with a complete list of the candidates cleared for interview. If any of the individuals cleared for
interview declines to be interviewed, the committee may choose to include other applicants to be interviewed.
These individuals must also be cleared by the HRM.
 
Travel for Out of Town Candidates
When an Administrative faculty position is allocated and authorized for recruitment, the College will provide
$1500 per candidate to be used to offset the travel costs of candidates who live more than 100 miles from the
campus. The funds will be placed in a central account and expenditures tracked by the Accounting Office. The
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President is responsible for obtaining all appropriate information from the visiting candidates and providing
the necessary forms to process a travel reimbursement. Candidates to be reimbursed will complete the Travel
Reimbursement Form during the interview process. All designated travel funds not expended by the academic
division revert to the College.
 
 
Interview and Selection Process
Interview Committee
The Search Committee will also serve as the Interview Committee. Additional members may be added from
the following:
     · student body (non-voting, advisory capacity only)
     · other teaching faculty, including adjuncts
     · college staff
Any additions to the Interview Committee must receive the same interview training as provided in section
3.103.
 
Role of the Interview Committee
The Interview Committee reviews the screening criteria prior to the position close date (see Section 3.104),
and develops a list of interview questions and topic for the teaching demonstration that must be used for each
applicant interviewed for the position. These questions must be submitted to the HRM no later than ten
business days prior to the application close date for review to ensure they meet legal and job-related criteria.
The Interview Committee must review the Affirmative Action guidelines on the use of appropriate and
inappropriate interview questions.
 
Information Conveyed to the Candidate Prior to the Interview
The President contacts the candidates by telephone and by either letter or electronic communication to arrange
for the interview. The communication with the candidates must include the date, time, scope, and place of the
interview. The communication should include directions to the campus and that a parking permit will be
provided. Time permitting, parking permits should be mailed to the candidates. The President reviews with
the candidates the criteria for the position and determines if each candidate is interested in continuing in the
selection process. The President must provide information about the process to be followed on the day of the
interview.
 
The Interview - Internal
All members of the Interview Committee must be present for all interviews. Present may include members
who can connect visually through electronic technology, e.g. Skype, compressed video, etc. The President
defines for each candidate the parameters of the session, including the length of the interview. Interview
questions will be written and copied for the benefit of the Committee only and should not be given to the
candidates prior to or during the interview. Members of the Interview Committee must ask the same prepared
questions, preferably in the same order, of all candidates.
 
The Interview – External
The President convenes an external committee to meet with the candidates.
 
The Interview – College Community
The President conducts a Town Hall meeting with the candidates.
 
The Selection and Recommendation Process
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Steps in Recommendation Process
The Interview Committee deliberates on the strengths and weaknesses of each candidate interviewed. The
Interview Committee should consider qualifications, communication skills, and the teaching skills of each
candidate as they move toward selection of qualified finalists for the teaching vacancy. The President
completes the Applicant Referral Memorandum (ARM) for all candidates and reviews the ARM with the
candidates who they interview and has the candidate sign it. The President forwards all ARM, screening grids,
and interview questions to the HRM as part of the hiring recommendation packet.
The President contacts at least three telephone references for the top candidate. With the institutional goals in
mind, the President, with the advice of the Interview Committee, makes either a hiring recommendation to the
HRM or recommends that the interviews or search be extended. The HRO must conduct the required criminal
background check of any candidate recommended for hiring.
The President meets with the HRM to determine the rank and salary. The President compiles the entire packet
of documents and forwards the materials to the HRM.
Recommendation for Appointment
The final hiring package must contain
1. Position Request Form
2. State Application Form
4. All selection/interview committee notes, records, and the assessment of strengths and weaknesses
         for all the candidates.
5. Unofficial transcripts of all post-secondary education.
6. Summary of telephone references
7. Applicant Referral Memorandums
 
The Job Offer
THE PRESIDENT IS THE HIRING AUTHORITY. ABSOLUTELY NO ONE OTHER THAN THE
PRESIDENT IS AUTHORIZED TO MAKE AN OFFER OF EMPLOYMENT.
If the job offer is accepted, the President notifies the HRM of the acceptance. The HRO sends an official offer
letter to the applicant.
 
The Unsuccessful Search
Positions that go unfilled will remain with the College for a period of one year and may be filled at any time
during that year. The President may request of the HRM that a targeted recruitment effort be undertaken. At
the end of the one-year period, all vacant positions revert to the College General Fund.
 
Bringing the New Hire on Board
The HRO contacts the new employee and schedules a new employee orientation and completion of new hire
paperwork. The President ensures that the new hire receives orientation to the College.
                                                                                        Revised: 5/2013
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CVCC