SWGTC Recruitment and Hiring Procedure
Southwest Georgia Technical College (SWGTC) is an affirmative action/equal opportunity employer. Vacant positions shall be filled by selecting the best qualified applicant on the basis of merit.
SECTION I: Recruitment, Advertising, Outreach
When the need to fill a position is identified, the appropriate Hiring Supervisor submits the Request to Recruit form to the President.
The President evaluates the need for the position and the related budgetary requirements. Upon final approval of the Request to Recruit by the President, the request is forwarded to the Human Resources Coordinator for processing. The Human Resources Coordinator works with the Hiring Supervisor to develop position announcements/advertisements and to coordinate procurement and placement of advertisements according to the Technical College System of Georgia and SWGTC Recruiting and Hiring policies and procedures. Minimum qualifications for each position are posted on employee job descriptions and will be used when developing a position announcement.
For clarification, the Hiring Supervisor is defined as the appropriate vice president or designee.
All application packets for a position announcement must be completed using the online Job Center.
The initial screening of applicants will be conducted by the Human Resources Coordinator. The Human Resources Coordinator identifies the candidates who meet the minimum qualifications as presented in the terms and conditions posted in the recruitment documents. In the event there are questions about whether the applicant meets minimum qualifications, the Human Resources Coordinator will meet with the Hiring Supervisor to discuss the application and make a determination about the applicant. At the conclusion of the screening process, the Human Resources Coordinator and Hiring Supervisor will identify the interview pool. Applicants who do not meet the minimum requirements will not be interviewed. Records of the screening process will be maintained in the office of the Human Resources Coordinator.
Before interviewing, the Human Resources Coordinator will make certain that the application has been completed and other required documents have been uploaded into the online Job Center.
In the event that none of the applicants meet the minimum requirements for the position, the Hiring Supervisor may request that the Human Resources Coordinator conduct further recruitment activities.
The Hiring Supervisor and the Human Resources Coordinator will identify an interview committee and committee chair. The committee is generally composed of an odd number of SWGTC employees (three or five) including the supervisor of the posted position. In some instances, a non-employee may be asked to serve on the interview team.
Once the committee has been established, the committee will screen the qualified applicant pool submitted by the Human Resources Coordinator, and if necessary, reduce the pool to only the applicants meeting all minimum and/or preferred qualifications. Once it has been determined who will be interviewed, the Committee Chair will establish the interview schedule for the committee.
It is the responsibility of the committee to develop the desired interview questions. The interview questions are added to the standardized Interview Rating Sheet. The committee may require written exercises, computer exercises, or other job related skills/demonstrations to be completed by the interviewee as an additional measure of competencies.
During the interviews, the committee members will rate and/or comment on each question answered by the applicant. At the conclusion of the interviews, the committee will decide if a top candidate can be identified or if a second round of interviews should be conducted with one or more candidates. In some instances, it may be desirable to identify more than one top candidate for hiring consideration.
During the interview process, the interview committee is required to complete an oral communication evaluation of the applicant. This process is accomplished by using the Oral Communication Evaluation Form. At the completion of an interview, all full-time and part-time faculty applicants are required to complete the Written Communication Evaluation. This form requires faculty to provide a writing sample on a selected topic for the committee to review written communication skills of the applicant. The Dean or Vice President for Academic Affairs is required to complete an Oral/Written Communication Verification Form verifying oral and written communication skills for any applicant that is proposed as a finalist by the committee.
Records of the interview process will be maintained in the office of the Human Resources Coordinator.
A thorough background investigation will be conducted on the recommended candidate before hiring or promoting him/her to a full- or part-time position at SWGTC. This requirement includes work-study employees. The background investigation may include Motor Vehicle Records checks, as well as Drug/Alcohol screenings, as appropriate for the position.
No candidate will be hired or promoted until all background information has been received and evaluated by the Human Resources Coordinator and the Hiring Supervisor and/or the President. An applicant can be disqualified, and an employee dismissed based on falsification of any employment application documents.
The President will notify the Human Resources Coordinator when a conditional job offer has been extended to an applicant and a background investigation is required. Once the results have been obtained, the Human Resources Coordinator will notify the President. If the background investigation results are satisfactory, the President will extend an official offer in writing to the applicant.
If the results of a motor vehicle and/or criminal history records check reveal the presence of one or more convictions of any federal, state, local, municipal law/ordinance (including certain traffic violations) and if the seriousness of which (alone or collectively) impacts an applicant’s ability to obtain or maintain employment at SWGTC, the College will follow all applicable notification and procedural requirements of the Fair Credit Reporting Act.
After the interview committee has identified the top candidate(s), the chair of the committee will meet with the President and provide a formal written recommendation for his/her consideration.
At this point, the President will interview the top candidate(s). The President has the option of either accepting the candidate or rejecting the candidate and requesting that the interview committee continue their search. If an official offer of employment is made by the President, the Request to Hire form will be completed and forwarded to the Human Resources Coordinator. Once an offer has been accepted, the Human Resources Coordinator will distribute a letter of notification to non-selected applicants notifying them that the vacancy has been filled. The President’s Office will submit an official letter of employment to the applicant selected that includes the applicant’s salary, start date, and the official title of the position.
If the full-or part-time candidate is allowed to begin work without copies of all official documents required for the position, such as official transcripts or copies of licenses, the official copies must be in the candidate’s file within 30 days. For some positions (particularly instructor positions) official copies of documents may be required before an interview, before the final meeting with the President, before the hire offer is extended, or within a specified number of days beyond the official start date.
Part-time Faculty or Staff
A Vice President and Dean for Academic Affairs may find it necessary to fill a part-time faculty position for an immediate instructional need. In all cases, the thorough background check must be completed prior to hire.
All full-time new hires will be placed on a twelve-month probationary status, during which time performance will be assessed by the supervisor. Upon satisfactory completion of the probationary period, the employee becomes an at-will employee of SWGTC. However, failure to meet job performance requirements during the probationary status will be cause for dismissal.
Retention of Records
The Human Resources Coordinator retains all records of the search and selection process for a period of three years. The Dean for Academic Affairs is responsible for the input of all documentation into the Banner system to verify and document faculty qualifications/credentials.
SECTION II: Personnel Files
Southwest Georgia Technical College maintains all personnel files in the office of the Human Resources Coordinator.
Support Staff Personnel Files
All support staff personnel files are located in a hanging file that contains the employee’s evaluations, commendations, disciplinary actions, etc. Also, within this file is a “purple” interior file folder which contains information such as benefit selection, beneficiary information, retirement and health insurance selection. Support staff personnel files also have a “pink” interior file folder within their hanging file which contains employment documentation.
Administrative Staff Personnel Files
All administrative personnel files are located in a hanging file that contains the employee’s evaluations, commendations, disciplinary actions, etc. Located within this file is a “purple” interior file folder which contains information such as benefit selection, beneficiary information, retirement and health insurance selection. Administrative personnel files also have a “pink” interior file folder within their hanging file which contains employment documentation. All employees at the Director’s level have a “red” hanging file containing a “pink” interior file folder. This folder contains all employment documentation.
Faculty Personnel Files
All full-time faculty personnel files are located in two hanging files. One hanging file contains the employee’s evaluations, commendations, disciplinary actions, etc. Also, within this file is a “purple” interior file folder which contains information such as benefit selection, beneficiary information, retirement and health insurance selection.
A second hanging file is blue and contains all employment documentation and within the hanging file is a pink interior file folder that contains all faculty credentials documentation. The faculty credentials file is built and maintained by the Dean for Academic Affairs for each full- or part-time faculty member (SWGTC Faculty Credential Procedure). At a minimum, the file must contain official transcripts from all post-secondary institutions attended, copies of documentation of related certifications or licenses, a SWGTC application, a resume, work verification for all employment relating to the field of instruction, and a matrix indicating the instructor’s qualification to teach each competency required in every class taught by the instructor.
Maintenance of Files
It is the responsibility of each faculty member to submit updated certifications, licenses, and transcripts to their Dean for Academic Affairs in order to update and maintain an official faculty roster. The Dean for Academic Affairs is then responsible for submitting the information to the Human Resources Coordinator to place in the faculty member’s personnel file. It is the responsibility of each support staff and administrator to submit updated information to the Human Resources Coordinator for maintenance of accurate personnel files.
The Vice President of Administrative Services has the overall responsibility for ensuring this procedure is implemented.
Request to Recruit Form
Request to Hire Form
Interview Rating Sheet
Oral Communication Evaluation
Written Communication Evaluation
Oral/Written Communication Verification
SWGTC Faculty and Staff Qualifications Procedure
SWGTC Faculty Credential Procedure
III. B. Recruiting and Hiring
Procedure: Recruiting and Hiring
Probationary Review Form