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Roles and Responsibilities

The roles and responsibilities on the hiring committee provide structure, clarity, and guidance to help facilitate a smooth and fair process in accordance with policies.

Roles

HR reviews the interview committee for diversity. We are also here to assist you throughout the process. Please reach out to us at employment@nvcc.edu or your HR Consultant with questions related to a specific search.

The Budget Office reviews budget information for the position being recruited.

The Hiring Manager should check with the Budget Office to ensure there is funding available prior to beginning the process.

Responsibilities

The responsibilities of the Hiring Manager are to:

  1. Assign an appropriate Committee Chair (in cases where the Hiring Manager is not serving as the Committee Chair him/herself). The Committee Chair must be in the same or higher pay band than the position being recruited.
  2. Meet with the Interview Committee to discuss expectations (such as position requirements/needs, timeline, hiring goals, specific guidelines the committee should follow).
  3. Ensure telephone references have been collected for the final candidates after interviews have been completed (see Recruitment Forms).
  4. Ensure all documents listed as required on the Recruitment Checklist are completed and submitted to HR for processing in NATS.

As the Hiring Manager, you are ultimately responsible for selecting the most qualified candidate for the position.

Interview committees are required for all hire actions for all faculty and classified or P-14 positions in Pay Band 4, or higher.

A committee should comprise of no fewer than three individuals, and it should be diverse in gender, age, and race. The minimum composition of the committee (especially for Faculty recruitments) should consist of:

  • At least one member of the committee should be from within the department/discipline; the discipline may be represented by either a full-time faculty/classified member from the division, a full-time faculty/classified member from the discipline from another campus.
  • At least one member from outside the discipline or division of the position.
  • At least one member of the teaching faculty from outside the discipline of the position

As the Committee Chair, you are the committee's facilitator, official spokesperson, and liaison to the Hiring Manager. In this role, the chair must communicate the committee's charge, articulate expectations for committee conduct, coordinate the screening and selection process, and ensure compliance with state and federal laws and college policy.

Prior to starting the process, please be sure to meet with the Hiring Manager to discuss the overall hiring process (preferred timeline, expectations) for the position being recruited.

  1. Communicate the charge (position requirements/needs, timeline, hiring goals) to committee members.
  2. Ensure all members of the committee have completed the NOVA - HR: Fundamentals of EEO Law training in NOVA Academy/COVLC. Collect the certificate of completion prior to accessing NATS and screening resumes.
    • EEO training must be completed once every 12 months for employees serving on a search committee.
    • TIP: There are multiple EEO modules available in NOVA Academy/COVLC, be sure to access the one that starts with “NOVA" in the title.
    • TIP: An updated Adobe Flash is critical for NOVA Academy/COVLC. If you have difficulty viewing slides or not being able to submit the assessment at the end, please
      contact the IT Help Desk to request an update for Adobe Flash on your computer and browser(s) and ensure that it is enabled.
  3. Send all interview committee members the Interview Committee Statement of Ethics. Collect signed copies from all members.
  4. Create a matrix that outlines minimum, desired, and required Knowledge, Skills, and Abilities (KSAs) as stated in the EWP.
    • TIP: The EWP can be found in NATS (refer to the guides listed on the EWP page)
  5. Screen applications per the job posting's requirements and any candidates who do not meet the minimum requirements, as stated in the posting must be disqualified from the process.
    • Depending on how many qualified candidates you receive, you may further screen based on their desired qualifications.
    • InterviewStream is recommended for positions that are easy to fill and yield a high volume amount of applicants as a screening tool.
    • TIP: Refer to our SharePoint Site step-by-step guide and video if you need guidance through the screening process.
  6. Send the screening matrix, including all applicants, as well as your shortlist of qualified applicants selected for an interview to your HR Consultant for review of credentials and EEO compliance.
  7. Schedule candidates for in-person interviews once you receive approval from HR.
    • Action required in NATS - move all applicants that were selected for interview to "Interview" in NATS and contact them directly to schedule the interview.
    • Move the applicants who were not selected for interview to "Not Hired- Not Interviewed" in NATS and selecting the appropriate reason for non-selection.
  8. Conduct interviews (utilize these guidelines available on our SharePoint site). All the interview notes, matrixes, and any related documents are submitted to the chair.
    • TIP: Interview questions should focus on the essential job functions and required knowledge, skills, and abilities listed. Contact HR if you would like to review the extensive question bank within InterviewStream.
  9. Meet with the Hiring Manager after interviews are completed to discuss the recommended candidate and the reasons that the other candidates were not selected. Provide the hiring manager with a list of strengths and weaknesses for each of the candidates interviewed.
  10. Collect the interview notes on all applicants from all committee members and any supplemental materials that were required for the application and/or interview. This information should be given to the chair at the conclusion of the interviews. Resumes are not needed as they are in NATS.
  11. Review the 105-033 Hiring Proposal Checklist with the Hiring Manager (all items)

As an interview committee member, you agree to uphold the integrity of the recruitment process by protecting the confidentiality of applicants and the decision-making process, participate fully and consistently, treat all applicants in a thoughtful and respectful manner, set aside biases and preconceptions to fully consider all those who may be qualified to assume the roles, and gives fair consideration to all applicants and act promptly to ensure that top candidates are not lost to other organizations.

The following includes a list of responsibilities:

  1. Completing the NOVA - HR: MVP Fundamentals of EEO Law training in NOVA Academy/COVLC and provide the Committee Chair with a copy of the certificate of completion prior to accessing NATS and screening resumes.
    • EEO training must be completed once every 12 months for employees serving on a search committee.
    • TIP: There are multiple EEO modules available in NOVA Academy/COVLC, be sure to access the one that starts with “NOVA" in the title.
    • TIP: An updated Adobe Flash is critical for NOVA Academy/COVLC. If you have difficulty viewing slides or not being to submit the assessment at the end, please contact the IT Help Desk to request an update for Adobe Flash on your computer and browser(s) and ensure that it is enabled.
  2. Signing the Interview Committee Statement of Ethics and sending it to the Committee Chair.
  3. Establish evaluation criteria for screening and selecting applicants for interviews as well as interview questions with the assistance of the committee members.
    • TIP: Interview questions focus on the essential job functions and required knowledge, skills, and abilities listed.
Only the Interview Committee Chair should change the status of applicants in NATS.
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