Effective Date: September 1, 2013 (revised)
The College is committed to providing equal opportunity to all administrative staff in employment and personnel practices, and promotes policies and practices that ensure that there will be no discrimination against any individual on the basis of Protected Class (see Policy 3.01 Statement on Commitment to Diversity). Decisions relative to hiring, employment and promotion are made on the basis of individual qualifications and merit.
The purpose of this recruitment policy is to guide hiring managers through the recruitment process and to ensure compliance with Trinity’s commitment to Equal Employment Opportunity. Hiring managers must consult with the Human Resources Department on each position to be filled.
Obtaining a Diversified Applicant Pool
Trinity requires that all hiring managers conduct a broad search that will ensure a diverse pool of applicants. All administrative staff positions that are part of the continuing budget will be posted on the Human Resources web site. Hiring managers may also post on appropriate web sites related to the opening. Human Resources can assist in providing a list of associations and professional groups in specialized fields.
Prior to the start of the recruitment effort, the hiring department and Human Resources will conduct an internal assessment of the department’s diversity. Human Resources may require placement of advertisements in publications to target any underutilized groups to apply for the opening.
The job description must be reviewed and approved by Human Resources prior to the start of the recruiting effort. An accurate job description will help screen qualified applicants, decrease the subjectivity and support the decision of the hiring manager should that manager ever be called upon to document his/her choice.
If the hiring manager wants to change the job title, job description, or salary range of a posted position, a new job description must be submitted to Human Resources for review and approval. If approved, the job must be re-posted. All changes in salary must have the approval of the Human Resources Department and the Budget Office.
Postings and Application Procedures
All internal or external announcements for vacancies must be written in gender neutral language except in cases of a Bona Fide Occupational Qualification (BFOQ) or in cases where the official job title is gender specific. All internal and external announcements for vacancies must contain the following public statement:
“Trinity College is an Equal Opportunity Employer, and strongly encourages women and minorities to apply. Applicants with disabilities should request, in advance, any needed accommodation in order to participate in the application process.”
While search committees are not required, Human Resources strongly encourages their use. When used, a search committee should be as diverse as possible. Human Resources can assist in identifying potential members.
If necessary, hiring managers will work with Human Resources to develop appropriate interview questions. These questions should be asked uniformly of all candidates and the candidates’ answers should be documented. All questions should be related to the position which is open.
Questions concerning race, religion, national origin, ancestry, sex, sexual orientation or life style, marital status, age, health status, genetic information, political affiliation, criminal record, disability or perception of disability may not be asked during the interview process unless the position has a BFOQ.
In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.
In cases where a hiring manager chooses not to use a search committee finalists should generally be interviewed by more than one person. All finalists must be interviewed by Human Resources.
Interviewing Qualified Candidates with Disabilities
An applicant is qualified for a position if he or she meets the skills, knowledge, experience, education, and other requirements listed in the job description. An applicant must also be able to perform the essential functions of the position with or without reasonable accommodation. If there is a position requirement that disqualifies or would tend to disqualify a person with a disability, that position requirement must be consistent with a business necessity. The Human Resources Department can assist in determining disqualifications based on business necessity.
A hiring manager may not ask an applicant if he or she needs a reasonable accommodation. A hiring manager may ask an applicant if he or she needs an accommodation to perform a specific job function only in those cases where the hiring manager is aware that the applicant has a disability, either because it is obvious or because the applicant has voluntarily disclosed the information. If the applicant replies that she or he needs a reasonable accommodation, the hiring manager can inquire as to what type of accommodation is needed. Hiring managers must consult with Human Resources in all situations involving reasonable accommodations.
All offers of employment must be approved by Human Resources. The hiring manager must select the candidate with the best overall qualifications; however, other job related qualities such as work hours, salary, availability and other factors may be considered as long as they are not discriminatory.
Trinity does not allow relatives to work in a supervisor/subordinate relationship. Please refer to Policy 4.06 — Employment of Relatives.
Applicants should be informed that an offer of employment is contingent upon successful completion of a background check.
Custodian of Records
The hiring manager should retain a file for the open position. The file should show that:
A recruiting file will also be kept in the Human Resources Department.
See the following policies for additional relevant information:
3.01 Statement on Commitment to Diversity 18
4.02 Hiring Process 49
4.03 Background Checks 54
4.04 Promotion and Transfer 58
4.06 Employment of Relatives 66
6.01 Job Description Creation and Review of Level 148