I. Purpose

The procedures listed below shall be followed in the hiring process. The procedures are designed to guide the process of searching for and selecting full-time and regular part-time personnel, except the President. The hiring process for the President shall be conducted at the discretion of the Kaskaskia College (KC) Board of Trustees (Board), in accordance with procedures developed by the Board. All hiring processes shall treat all candidates fairly and equally. Furthermore, all processes shall be applied consistently.

II. Scope

This procedure applies to all departments, divisions, and employees involved in the hiring, selection, appointment, and reappointment of full-time and regular part-time personnel at Kaskaskia College.

III. Standard Implementation

A. Advertising/Announcement of Positions

The Hiring Manager and Human Resources (HR) will jointly determine where the position will be advertised, in addition to the College website. Advice and direction will be provided by the President and Board for various positions.

All new, replacement, and restructured vacancies will be announced by one or more of the following means:

• Regional/National - Advertising and announcement of position vacancies will be regionally and through national publications such as Indeed and Higher Ed Jobs.
•  Social Media sources such as the College Facebook, LinkedIn, or other social media.
• On-Campus - All position vacancies will be posted at various sites throughout the campus, on the College website, and in other internal publications, and sent via campus-wide email

 B.  Internal Positions

 The College reserves the right to post certain part-time positions internally to be paid through a contract.

 C.  Applicant Materials

All applicants will be required to submit a cover letter, resume, employment application, and an unofficial copy of transcripts (where applicable). Other qualifying credentials will be requested as appropriate for each search.

The hiring manager is responsible for obtaining certified (official) transcripts from the applicant and said transcripts should be sent directly to the HR office from each issuing institution for the recommended candidate, ideally prior to action.

 D.  Search Committees

A search committee will be formed for each full-time or regular part-time vacancy. The composition and role of each committee is as follows:

• Each committee shall have a representative of the division in which the vacancy exists in addition to the hiring manager. Also, it is preferred that each committee includes administrative/professional staff, faculty, and support staff. For Director-level and above positions, the ideal number for the committee is five (5) or seven (7).
• For Director-level positions and for all full-time faculty/professional managerial positions,  the Director of HR or the Assistant Director of HR or designated Business Partner will participate in the interview and be included as a voting member of the search committee.
• HR will also serve as a voting member of the committee for positions lower than a director, non-faculty level.
• For a President's Cabinet-level position, the President or his designee will partake in all interviews.

Before interviews are scheduled and prior to any access being granted to any search committee member, the search committee member must:

• Have demonstrated knowledge and comprehension of the selection, appointment, and reappointment procedure
• Commit to attending ALL scheduled interviews
• Be willing and free enough to assume the committee's assignments
• Be an employee in good standing (average or above average annual evaluations, not under any performance or improvement plan, no disciplinary concerns in the past two years)
• Have demonstrated ability to serve on the committee in a professional, non-biased and objective manner
• Possess sound independent judgment, personal integrity, and the ability to maintain confidentiality
• Possess technical expertise sufficient to make astute, objective comparisons among applicants

In some circumstances, an external individual may be asked to serve on a search committee. The recruited search committee member must commit to attending ALL scheduled interviews, be a member of the public of good reputation and knowledgeable in the area of the vacancy, and have a demonstrated ability to serve on the committee objectively.

Once the search committee has been identified and commitments have been made by the respective members, the Vice President overseeing the division of the employee vacancy and the President will approve the hiring manager and search committee membership by signing the final ERF.

If a search committee member is unable to attend an interview due to unforeseen circumstances, that member must be excused from the hiring process, and the search committee shall move forward with the remaining members. If a member is unable to attend an interview after having attended previous interviews for the same position, that committee member's evaluation rubrics should be discarded for all candidates to prevent an unfairly elevated score.

• Each search committee member will have access to the applicant tracking system to review all applicant credentials in accordance with the position criteria that are listed in the job description.
• The search committee then determines finalists to be interviewed, conducts interviews, and determines a recommendation.
• All applicant materials, including letters of recommendation on behalf of a candidate, shall be reviewed by the search committee members during the search/screening process.
• The hiring manager, as the expert/supervisor over the area of the search, will be responsible for creating the interview questions. Once completed, the hiring manager will submit the questions to HR to ensure compliance and that they do not violate any EEOC standards.
• After interviews have been completed, all members of the hiring committee will score each candidate through Simply Hire.
• HR and the hiring manager will review scores for recommendation
• The hiring manager will also be responsible for preparing the recommendation memorandum and submitting said ranking sheets and recommendation memorandum to HR for Presidential approval and inclusion of the memorandum in Board materials.

 E.  Confidentiality

The role of the search committee member is vital to the College's ability to attract and recruit the best candidates for available positions. The search committee member's role requires strict confidentiality during the hiring process. All materials shared within the search committee, including discussion of candidates among search committee members, are confidential and are not to be shared with anyone outside the committee (unless the outside individual is listed as a reference for a candidate). A breach of this confidentiality by a search committee employee member shall be grounds for disciplinary action, up to and including discharge from employment, and shall bar the member from serving on future search committees.

 F.  Recommendation

Those candidates being interviewed must all meet or exceed the criteria listed in the job description and vacancy notice unless circumstances warrant a waiver of the criteria. The committee shall form a recommendation that is based on experience, education, interview results, and, in general, who is the overall best individual for the position.

A unanimous recommendation of the committee is not required. In situations where committee members do not unanimously agree on a candidate, the candidate will be selected utilizing the point system.

The President may interview the search committee's recommendation at his/her discretion. The recommendation will prompt HR to make the offer to the candidate and should include the suggested salary and start date. If the President approves the search committee's recommendation, the recommendation will be submitted to the Board for consideration where required.

G. Background Checks

Background checks are to be conducted to avoid harm or legal liability to the institution. The conviction of any felony related to the performance of duties associated with the position of employment may cause the disqualification of any applicant.

H. References

Reference checks may offer valuable insight into a candidate's workplace accomplishments and character. Reference checks are to be conducted by HR after HR receives the recommendation memorandum and before any employment offer is made.

I. Role of HR Department

An HR representative shall be responsible for overseeing the process to ensure all candidates are considered fairly and evenly and that EEO and other legal requirements are adhered to.

J. Role of President and Board of Trustees

The President may interview the search committee's recommendation at his/her discretion. Members of the Board will serve on the search committee for Dean and Vice President positions.

K. Role of Vice President/Dean/Hiring Manager

The hiring manager and the Dean or Vice President shall serve as equal members of the search committee.

L. Salary

The recommended salary placement will be determined by the appropriate Vice President and the Director of HR, in compliance with applicable collective bargaining agreements.

M. Board Approval

New employees will appear at the monthly Board meeting following Board approval.

IV. Compliance and Monitoring

The HR Department shall oversee the hiring process to ensure all candidates are considered fairly and evenly.

Approval History
Created: 04/18/2002; Revised: 02/23/2022, 05/26/2022, 06/07/2026, 07/15/2026