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Policy 5228

Recruitment and Selection

I. Purpose

The purpose of the policy is to hire the best-qualified applicant for any position vacancy, promoting a fully efficient and consistent approach to meet the institution's needs, its commitment to diversity, and its obligations to Affirmative Action. It will also provide guidance regarding the recruitment and selection process for Administrative and Professional (AP) Faculty, Instructional Faculty (IF), and Classified and Wage employees, and to ensure compliance with federal and state regulations.

II. Definitions

Criminal Background Investigations: a review of the potential employee's record of criminal convictions.

Sensitive Positions: The Code of Virginia (2.2 - 1201.0) defines sensitive positions as those generally described as directly responsible for the health, safety and welfare of the general populace or protection of critical infrastructures.

III. Policy

The University will recruit and hire AP Faculty, IF, and Classified and Wage employees in accordance with federal and state law, university policies, and best practices.

Longwood University provides equal opportunity in all employment practices. Such practices will be administered without regard to race, color, religion, gender, national origin, age, veteran status, political affiliation, genetics, disability, sexual orientation, marital status or other information that does not relate to the knowledge, skills, and abilities of candidates, except where a bona fide occupational qualification exists.

  1. Classify the Vacancy:In order for the Classification and Compensation Manager to accurately classify the vacancy, the hiring manager in the department in which the vacancy exists must furnish an accurate job description for AP and Wage positions or Employee Work Profile for Classified positions and a current organizational chart to the Human Resources (HR) Office. In the case of Classified and wage positions, the qualifications must be consistent with state specifications for that role.
  2. Institutional Funding Certification:The Vice President for Administration and Finance and Business Officer must certify funding for all Classified, Wage and AP Faculty positions as a pre-condition to recruitment. The Vice President for Academic Affairs must certify funding for all IF recruitment.
  3. Vacancy Announcements:Vacant positions will be open to the following classifications: agency employees only, state employees only, and/or the general public. Specific application requirements/instructions will be listed in all vacancy announcements.
  4. Interviews: The University will hire no applicant without at least one interview with the hiring authority. Questions selected for use in an interview must be directly job-related and should allow candidates to optimally demonstrate the required knowledge, skills, and abilities requisite with the position.

    When selecting candidates to interview the following should be considered:

    Hiring Veteran's Preference
    http://www.dhrm.virginia.gov/hrpolicy/policyguides/VeteranPreferencePolicyGuide.pdf  

    Hiring Members of the Virginia National Guard
    http://www.dhrm.virginia.gov/hrpolicy/policyguides/NationalGuardPreference.pdf  

    Hiring Surviving Spouse or Child of a Veteran
    http://www.dhrm.virginia.gov/hrpolicy/policyguides/SurvivingSpouseOrChildPreference.pdf
  5. Affirmative Action Interface:The Human Resources or the hiring department will solicit information from all applicants regarding protected class standing. Such information will be strictly voluntary, and will not be shared with hiring authorities or used by the University to adversely influence selection decisions.
    1. Good Faith Effort: The University is obligated to make a "good faith" effort to see that recruitment and selection procedures are not discriminatory, and if under-representation of minorities or women exist, to ascertain the causes and take corrective action to eliminate them. Where a vacancy occurs in a classification or job category identified in the institution's Affirmative Action Plan as under-represented, and the search process fails to generate a sufficient representation of minority applicants, the search will be re-opened prior to interviews being scheduled. Affirmative Action is not a quota system, however, "good faith" simply insists that the institution consider only well rounded pools of well qualified applicants.
  6. Selection Decisions: The best qualified applicant is the applicant who has most demonstrated the knowledge, skills, and attributes necessary to be successful in the position. The University's Affirmative Action Plan does not require any hiring authority to select anyone but the best qualified applicant. Deliberations associated with the selection process must avoid any consideration based on any protected status listed in Section III.

    For Classified and Wage positions HR will ensure the selection criteria is based on the qualifications of the position.
  7. Reference Checks:No applicant for employment will be offered a position at the University prior to a satisfactory check of references.
    1. Academic Credentials: Where academic credentials are stated qualifications for a position or where an applicant has made material representations of academic credentials, the Department will seek to validate those credentials prior to an offer being made.
  8. Employment Offers: To prevent any potential for misunderstanding regarding specific terms and conditions of employment, the HR Office will make offers of employment for Classified and Wage positions. Questions often arise at this stage of the process which require technical information relating to benefits, salary administration, and HR policy. The HR Office is in the best position to provide an informed response. 

    Criminal Background Investigations will be conducted for all final applicants. Fingerprint based Criminal Background Investigations will be conducted for all sensitive positions. A list of sensitive positions can be found at: http://www.longwood.edu/hr
  9. Offer Letters:The HR Office will issue all newly hired employees an offer letter. Such letters will contain at a minimum, the starting salary or hourly rate of pay, the type of employment, FLSA status, information regarding probationary status, a statement that the offer is contingent upon a successful background investigation, and the availability of benefits.
  10. Notification of Non-Selection: All applicants not selected for the position will be expeditiously notification.
  11. File Closure:The hiring manager or search committee chairperson must return all applications, copies of applications, score sheets, questionnaires, interview notes, reference notes and all other related to the HR Office in order to ensure the recruitment file is complete and can be closed. The HR Office must maintain documents related to any recruitment for a period of three (3) years from the date the position is filled.
  12. Recruitment Costs: All costs for advertising vacancies are the responsibility of the department in which the vacant position exists.

IV.  Additional Resources

For further procedural guidance, please refer to the Department of Human Resource Management Policy 2.10 "Hiring" at http://www.dhrm.virginia.gov/hrpolicy/policy.html, as well as the Faculty Policy and Procedures Manual at http://www.longwood.edu/assets/academicaffairs/FPPM.pdf.

Approved by the Board of Visitors, September 7, 2002.
Revised and approved by the Board of Visitors, September 9, 2011.
Revised and approved by the Board of Visitors, September 14, 2012