Hiring Policy and Procedures | Davis Technical College

Purpose
1. To establish policy and responsibility for hiring employees of the Davis Technical College (hereafter, “College”).
References
1. Davis Technical College Salary and Wage Administration Policy
2. Davis Technical College Employee Definitions Policy
3. Davis Technical College Equal Opportunity and Nondiscrimination
4. Davis Technical College Criminal Background Checks Policy
5. Davis Technical College Job Descriptions Policy and Procedures
6. Davis Technical College Disciplinary Sanctions of Personnel Policy
7. Davis Technical College E-Verify Employment Eligibility Authorization Policy and Procedures
Definitions
1. Hiring Authority - Authorized person with budget authority to recommend and request the hiring of a new employee and is responsible for following through on requirements in the hiring process. Generally, this is the Coordinator, Director, or other management level position throughout the College who make hiring decisions with input from the Interview Committee. Instruction division Directors may appoint Lead Faculty to be Hiring Authority at their discretion.
2. Career Service Position – Employees in career service positions are expected to be long-term employees.
3. Limited-Service Position – Employees in limited-service positions are part-time, temporary, or seasonal employees who are not expected to remain at the College for a long-term career. Judgment should be exercised on a case-by-case basis to determine if a position best fits the career service employee category or the limited service employee category.
Policies and Procedures
1. Provisions of Policy – The provisions of this policy do not alter the provisions of the Disciplinary Sanctions of Personnel Policy
2. The College is committed to providing applicants an environment that is free from unlawful discrimination on the basis of race, color, religion, sex (including pregnancy, childbirth, and pregnancy-related conditions), national origin, age, disability, gender identity, sexual orientation, genetic information, or any other classification protected by law and shall not unlawfully discriminate against any applicant for employment. See the College Equal Opportunity and Nondiscrimination Policy.
3. Need for Position – The Hiring Authority identifies the need to hire and demonstrates fund availability to the College President or cognizant Vice President. The College President, or cognizant Vice President ensures that new full-time positions are authorized by the College Board. If the same position (or position with the same job description) was open and posted within the last three months, candidates from those positions may be considered without reposting or advertising the position.
4. Requisition Approval – Prior to starting a hiring requisition, the Hiring Authority should review the job description to verify that it is current and accurately reflects the job duties and qualifications. A requisition will be completed by Human Resources and authorizing approvals will be obtained prior to posting the position. The Controller or designee is responsible for budget approval of the requisition. This approval should consider available FTEs (full-time equivalents) as well as budgeted funds availability. Final approval is obtained from the College President for all full-time positions and by the Vice President for all part-time positions. Job advertisements are prepared by Human Resources and may include consultation with the Hiring Authority. The job description will be the basis for creating the job advertisement and the qualification screening criteria for applicants.
5. Open Requisitions – Positions that are eligible for an open requisition are those limited-service positions of a temporary nature that use employees on an as-needed basis, such as adjunct instructors. The requisition must indicate that the position meets the criteria for an open requisition. The same authorizing approvals are required, except that final approval may be by the College President or the appropriate Vice President.
6. Advertising – Advertisements will be posted on the College jobs webpage, and internal or external advertising may also be used. Specific advertising will be selected by the Hiring Authority in conjunction with Human Resources.
  1. For career service positions, advertisements will be posted for at least five calendar days and may be posted as open until filled.
  2. For limited-service positions, advertisements will be posted for at least three calendar days.
  3. Temporary limited-service positions with an open requisition may be advertised on a periodic basis as needed.
7. Exceptions to Posting of Job Opportunities
  1. Internal Postings – Advertising may be limited to internal postings at the College’s discretion.
  2. Part-time to Full-time Benefited – Posting is not required when a single position is changed from part-time to full-time status within the College, and (1) the position for which the part-time employee was originally hired was listed and filled through approved procedures, but not with an open requisition, (2) the new full time benefited position is relevant to the employee’s original position, and (3) there is only one job incumbent in the position being changed from part time to full time (i.e. there are not multiple part
8. Special Skill Required – The advertising process and the job opening/closing process may be suspended in special cases for limited-service positions where a special skill is required. This process suspension option would only be available in cases where the limited-service employee will be hired as an intern, or a similar position, or a special skill is required to teach a course or courses, such as workforce education or continuing education, where the limited-service employee will be hired for a short-term assignment in addition to a separate career job in an industry where the employee uses the required special skill on a regular basis.
9. Applications – College employment applications are required. Applications for all positions will be collected electronically via the applicant tracking software. Applications for a position will not be accepted after the closing date for any given position other than those positions that are listed as open until filled. All applications will be kept on file for a period of one year and may be used as a means to maintain a pool of potential candidates to fill other job openings that require comparable job qualifications.
  1. Accommodations- Accommodations will be provided to applicants requiring such by contacting Human Resources staff.
10. Screening Process
  1. Screening Committee - The Hiring Authority, in consultation with Human Resources, will determine an ad hoc Screening Committee to be used for evaluating applicant qualifications relative to the job qualifications and to determine a ranked list of applicants to be considered for interviews. When selecting individuals for Screening Committee membership, consideration should be given to ensuring that participants can review applicants who have an adequate understanding of the role and the needs of the College. The Hiring Authority should consult with Human Resources to develop a rating rubric primarily based upon the job qualifications listed in the job description. Each member of the Screening Committee will review and rate applications using the rating rubric.
    1. Exception for Limited-service Positions - If the requisition is for a Limited-Service Position, then the Hiring Authority may review and rate applications without the assistance of a Screening Committee.
  2. Screening for Minimum Qualifications - Applications will be screened for minimum qualifications by the Human Resource Office and forwarded to the Hiring Authority or Screening Committee. Identifying information about applicants should be masked by the applicant tracking system for Screening Committee members. In cases where 10 or more applicants meet the minimum qualifications Human Resources, in conjunction with the Hiring Authority, will screen applicants to the ten most qualified applicants based on the application materials submitted and the job qualifications listed in the job description and send the ten most qualified applicants on to the Screening Committee. The Hiring Authority, in consultation with Human Resources, has discretion to send more than the ten most qualified applicants on for Screening Committee review. If there are less than ten applicants who meet the minimum qualifications, then all applicants meeting minimum qualifications will be sent to the Screening Committee for rating. In cases where the Hiring Authority determines to interview all applicants who meet the minimum qualifications then the use of a Screening Committee is not required. Selecting Applicants for Interviews- Based on the scores from the ratings, the Hiring Authority will consult with the Human Resource Office to develop a prioritized list of applicants to be interviewed.
    1. The College may interview internal applicants at its discretion.
11. Interview Process
  1. Interviewing will be conducted by the Interview Committee determined by the Hiring Authority. When selecting individuals for Interview Committee membership, consideration should be given to ensuring representation from appropriate employee groups. The Interview Committee may, but is not required to, be comprised of individuals who also served on the Screening Committee. The Hiring Authority shall determine the number of applicants to be interviewed after reviewing the rating results by the Screening Committee. Interviews shall be conducted by asking a series of standard questions to each applicant interviewed. The series of standard questions will be developed by collaboration between the Hiring Authority and Human Resources prior to the interviews. Questions should not be asked which will intentionally solicit discriminatory information or lead to unlawful bias.
  2. The Hiring Authority may conduct interviews for Limited-service Positions without the assistance of an Interview Committee.
  3. The Interview Committee will recommend the top qualified applicants based on the results of the interviews and the application materials.
  4. Notification to Applicants Not Selected - The Human Resources Office, in consultation with the Hiring Authority should ensure that all applicants receive notification regarding their application status in a reasonably practical time depending on the status of their application.
    1. Notification of Internal Applicants - If the Hiring Authority or Human Resources Office determines that the internal applicant does not meet the minimum requirements or is not selected for the position then the Human Resources Office or the Hiring Authority should communicate with the internal applicant and may offer suggestions for career development.
12. Selection - A selection (not notification) will be made by the Hiring Authority following the interview process after considering the input of the Interview Committee. Instruction division Directors should carefully consider the input and recommendations of Lead Faculty. See section regarding job offers.
13. In cases where the Hiring Authority has not used a Screening Committee or an Interview Committee for a Limited-Service Positions, final selection is made in conjunction with the Human Resource Office. Reference Checks - References may be checked prior to extending an offer of employment to any individual. Reference checks may be conducted by the Human Resource Office, and results will be forwarded to the Hiring Authority, or the Hiring Authority may choose to conduct these themselves. Job Offers - The job offer may be extended by the Hiring Authority after this is coordinated with the Human Resource Office. Prior to extending the job offer, the Hiring Authority must review the proposed salary and benefits with Human Resources
14. Criminal Background Checks - All offers of employment are contingent upon successful clearance of a criminal background check, as described in the Criminal Background Checks policy.
15. E-Verify Employment Eligibility Checks - An employment eligibility check must be conducted in order to verify whether the applicant is authorized to work in the United States. This will be performed by the Human Resource Office in accordance with the E-Verify Employment Eligibility Authorization policy.
16. Personnel Action Notice - A Personnel Action Notice form must be completed by the Hiring Authority. Human Resources should set the starting salary/wage for new employees based on applicable wage determination procedures and approvals. Human Resources will also complete the following sections of the Personnel Action Notice:
  1. How many applications were received
  2. The screening process used
  3. Verification that a standard rating system and standard questions were used
  4. Number of applicants interviewed
  5. An affirmative statement that the college did not deny employment to any applicant based on a protected class
  6. The recommended salary or wage and the account to be paid from
  7. The recommended start date for the applicant.
17. Non-selection notices are sent by the Human Resource Office as soon as practicable.
18. Employment Forms - Employment forms will be provided to the selected applicant by the Human Resource Office electronically. All forms must be completed by the selected applicant and returned to the Human Resources Office.
19. Employment Date - Employment will not be considered to have begun until the selected applicant reports to work for their first scheduled day/shift.

Policy migration in progress

Davis Tech is in the process of migrating our policies from PDF to HTML format to conform to Title II (ADA) requirements. During this transition period, the latest approved version of the policy is available (below) in pdf format, but may contain ADA Compliance errors.

Printable PDF

Effective Date: 29 May 2025

Approvals and Notes
Revised Expanded President’s Council Approval: 12 May 2025
Revised Board Approval: 9 December 2023
Revised President’s Council Approval: 27 November 2023
Revised Board Approval: 26 March 2015
Revised President’s Council Approval: 16 March 2015
Revised Board Approval: 27 October 2011
Revised Board Approval: 26 April 2007
Board Approval: 24 June 2004

Hiring Policy and Procedures - Human Resources Policy and Procedures