EMCC Hiring Process

Please complete the Word version of the Job Requisition (see link below) and e-mail it as an attachment to Ellen Horton and Josh Mackey at EMCC HR for on-line processing.  

Access Job Requisition Form-(For intenal use)

http://www.maricopa.edu/hrweb/download.htm

• Job Requisitions (JR) are due to District Employee Services two (2) Thursdays before the Monday it will appear in the Job Opportunities Bulletin/website. For example, Employee Services must receive the JR on September 7, 2006 for inclusion in the September 18, 2006 Job Opportunities.  This is the District Office Employee Services Deadline, please plan ahead to give your paperwork time to be routed on campus for signatures and then to District by the deadline. 

1. Job Requisition
 
Obtain a Job Requisition Packet (job requisition and supplemental forms) from the Employment website.

Complete Job Requisition Form-

Note: Most of the information needed to complete the job details section of this form can come directly from the District approved Job Description.

District approved Job Descriptions can be found at http://www.maricopa.edu/hrweb/wagesal/jdindex/index.htm

-- Job Summary - This section can usually be copied from the “Job Summary” section of the official Job Description. You may make minor edits to this section specific to your position.

-- Essential Functions - This is the section where you list the percentage of time spent on the core job duties of the position. You should pull most of the Essential Functions from the “Representative Duties” section of the official Job Description.

-- Minimum Qualifications - These are the minimum experiences and training needed to enter the position. These become the first level of your application screening criteria.  The main phrases you want to use in this section are “Experience doing XYZ…”, “Training with XYZ….”

-- Desired Qualifications - These are the experiences and training that a very strong candidate would have entering into the position. These become the next level of your application screening criteria.  The main phrases you want to use in this section are “Experience doing XYZ…”, “Training with XYZ….” ,

-- Physical and Mental Requirements - Please check the appropriate boxes in each section of this page of the form.

-- Special Working Conditions - Please list any special consideration that applicants need to know about the position such as having to lift heavy objects (list lbs.) or working outdoors. For many positions it is appropriate to include the statement “Some evening and weekend hours maybe required.“

-- Committee Member List - The District requirement for hiring committees is that all members should not be of the same ethnicity or of the same gender.

• Complete “Type of Interview” sheet of how you would plan to interview the candidates (i.e., interview, microteach, community presentations, etc.).
• Attach the interview questions (providing Employee Services with the interview questions at this stage will enable us to provide faster service later in the process)*.  A bank of sample questions is available from District Employee Services. *If the interview questions are not available at this stage, the questions must be submitted prior to receiving the Screening Packet.
• Complete “Recruitment Plan” -- a written documentation of where, how and when the hiring body will be placing ads and other recruitment activities (e.g., recruitment firms, etc.).  (To be used if you are planning on advertising the position).
  -- text of ad format
  -- where/when ads will be placed
  See the attached section titled “Recruitment” for more details.
• Refer to the Job Requisition Checklist to ensure you have completed all the Job Requisition forms.
   -- signatures (as required by the college/unit)- After the Supervisor’s signature please route the Job Requisition Packet to EMCC Human Resources who will route the packet for the additional college signatures.
• EMCC HR will route the Job Requisition Packet to the area V.P., College President, and College Budget Offices. Once these signatures are obtained the completed packet will be sent to District Employee Services for posting. 
  Note: It usually takes several days to obtain college signatures so please plan accordingly.
• Distict Employee Services will review the Job Requisition Packet (approve or modify minimum qualifications, essential functions, recruitment plan, etc.). The posting dates and deadline for job applications will be decided on with the hiring body and the HR Coordinator.
• Distritct Employee Services forwards the Job Requisition to the budget/finance office for approval;  Wage and Salary sets up the position information.
• District Employee Services prepares the posting for inclusion in “MCCCD Job Opportunities” (MEMO announcement) and for “Current Openings” (job listings on the web).

2. Recruitment

• College with its Recruitment Plan (as documented in Job Requisition phase) such as type and placement of ads in professional journals or newspapers).  Follow the Guidelines for Placing Ads.
• A short list of possible advertising sources is available at http://www.maricopa.edu/hrweb/notebook/recruit3.html. This list is not complete and is dated but may give you an overall perspective of places and costs. You may wish to contact your Marketing Office and/or discuss advertising sources with individuals knowledgeable of publications relevant to the position. 
• Please note:  Employee Services places generic ads weekly in the AZ Republic and quarterly in The Chronicle for Higher Education, Blacks in Higher Education, Hispanic Outlook, and local ethnic papers.

3. Application

• Applicant completes application materials via on-line or hard copy.
• No supplemental materials will be accepted unless requested by hiring body.
• Status of the search will be available on the web to everyone.

4. Screening and Interviews

• District Employee Services will screen applications for minimum requirements for transfer and internal applicants for Faculty, M&O, Crafts, and PSA positions.
• For faculty external screening process — The hiring committee screens the applications initially.  However, Employee Services is required to review the candidates chosen for interview PRIOR to the college calling the candidates for the interview.
• District Employee Services sends the screening packet to EMCC Human Resources via intercampus mail. The committee chair is responsible for obtaining the packet from EMCC HR.  This packet will include applications submitted via paper and the password that allows access to the on-line applications for the position.  The chair and/or committee can decide if they want to view the applications from their desktops or to print them out.  The chair must stress the confidentiality of this password.  Only committee members should view the applications.  Monitoring of access will occur on a regular basis.
• Chair reviews the Initial Committee Briefing with the committee.
• It is always preferred that all committee members screen all the applications.  However, if a pool is exceptionally large (approximately 80 or more applications), the committee may consider dividing up the applications among its members.  A minimum of three people (two committee members PLUS the committee chair) must screen each application for minimum qualifications.  Those who meet minimum qualifications should then be brought forward to the entire committee for review of desired/preferred qualifications.  For those who meet minimum qualifications and are not chosen for interview, the committee is required to write a short explanation of why the applicant was not chosen for interview.
• Committee chooses the applicants for interviews and sends names to District Employee Services and EMCC HR so they may prepare and coordinate sending the interview packets.
• College schedules interview appointments with applicants and calls or emails the schedule to Employee Services (so they may prepare the interview packets, for archiving purposes and in case an applicant calls the Employee Services Office for the information).
• Committee interviews candidates (can include microteach, testing, public forum, lunch, etc. which were requested in Job Requisition phase).
• Committee completes interview rating sheets for each interviewee.
• Committee selects top candidates—if desired, sets up further interviews with supervisor, president, etc.  The interviewer must complete the “Selection Summary” with reasons why s/he chose the candidate.
• Chair/committee calls references.
• Preferred candidate chosen.
• Send signed forms, as well as entire interview/screening packet and any supplemental materials to EMCC Human Resource. 
  EMCC HR will route the PAR form for any additional signatures needed and forward materials to District Employee Services.
• Preferred candidate may be called by supervisor, chair, etc. using "Preferred Candidate Statement" guidelines. Do not call if the successful candidate is a current MCCCD employee because additional approvals are required before informing them of the selection.

5. Hiring and Notification
(This Process Handled at District Employee Services, No College Responisibility)

• Employee Services reviews preferred candidate’s credentials, transcripts, experience, etc. and sets salary placement. 
• Employee Services calls candidate and makes formal job offer.
• Candidate accepts or rejects job offer.
• Letters sent to unsuccessful interviewees within 2 weeks.