Steps to Hire
Here are the steps involved in hiring. Remember, the hiring manager provides HR with the information needed to move to the next step. There is extensive coordination, which makes timing and communication critical components of a successful recruitment.
Once a vacancy is identified, the position’s supervisor (in conjunction with the department/division director) emails the appropriate Vice President, and College Business Office (CBO) to receive initial approval to fill the vacancy. Next, the position’s supervisor (in conjunction with department/division director) determines if a position number exists.
Save the approval email as a PDF & if you have a position number, please submit your online request to initiate the recruitment here. If a:
- Position number exists:
- Attach the approval email PDF to the request to hire
- Position number does not exist *
* Note: Short-term, Emergency and OYO/OSO positions typically need new position numbers.
We will contact the hiring manager to discuss the process (including the search plan) and brainstorm to finalize rubrics, interview questions, assessments, and desired qualifications. These forms are located on the HR Forms and Downloads page.
The hiring manager is responsible for completing and then submitting a search plan to HR. The search plan is final and cannot be changed once the position is posted. The hiring manager:
- Obtains and assigns clerical support for the search committee (as needed)
- Partners with stakeholders to determine the position’s minimum and desired qualifications
- Identifies the recruiting timeline (posting, interview and selection dates)
- Develops the interview / assessment structure and scoring rubric
- Identify how many interviews will be held, who will participate in each, and whether or not the interview is scored
- Identify the mode in which the interviews are conducted (in-person, remote/video conference, hybrid)
- Determine (and document) if there are informational sessions (IE: meet and greet with team, job preview, etc.) and who will be involved in those
- Develops interview questions
- Identifies who screens resumes and selects candidates for interview (minimum of 2 people)
- Identifies the hiring/interview committee; confirming availability for interview dates
The hiring manager assembles a diverse hiring committee made of employees of varying demographics:
- Finds volunteers of different racial or ethnic groups, genders or gender identities, and ages
- Evaluates how many years they’ve been with MCCCD and their relevant work experiences
- Are they in different employee groups/classifications (IE: exempt/non-exempt, faculty, staff, MAT, PSA, etc.)
- Do they represent different specialties/disciplines than the position being hired?
- Is subject matter expertise represented in the committee?
- Do they represent other stakeholders (support staff, part-time employees, faculty, etc.)?
- Consider community or advisor board members; Ask colleagues from different colleges/sites/district office
The hiring manager is responsible for protecting the integrity of the recruitment. This means they must ensure:
- The confidentiality of all applicant and recruitment materials (resumes, cover letters, supplemental materials, interview notes, etc.)
- Applicants are considered solely on the basis of their professional qualifications, experience, and education (as applicable)
- The screening and interview committees do not base hiring decisions on discriminatory factors which include, but are not limited to: race, ethnicity, religion, age, gender/gender identity, disability identification (perceived or self-disclosed), etc.
The hiring manager:
- Facilitates and provides training to individuals identified as screeners or interviewers in the accepted search plan
- Annual training is required for all participants
- Implicit Bias is coordinated with HR
- Hiring Ethics is available in the Employee Learn Center.
- HR will advise the hiring manager and the screener/interviewer if they are not current in either requirement
The hiring manager coordinates and determines meeting time(s) for the screening of applicant materials with the individuals specified on the accepted search plan.
HR provides applicant materials once the position is ‘closed’ and no longer accepting applications. The hiring manager:
- Leads discussions about each candidate’s qualifications based on the pre-established criteria outlined in the search plan
- Ensures the screening results are documented in writing
- Returns the screening results and candidate interview selection form to HR
The interview process is outlined in the approved search plan. The hiring manager:
- Provides HR dates and times of the interview team
- Conducts the interviews as scheduled
- Completes, and submits, a candidate recommendation summary for finalists/preferred candidates (if identified)
- Consults with HR if finalists/preferred candidates cannot be identified
- Completes and documents reference checks for all finalists before second/final interview; Submitting to HR prior to the next interview date
- Schedules second interviews for finalists
- Returns interview materials (notes, scoring rubric, etc.) to HR after all interviews are complete
The hiring manager completes and documents reference checks for all finalists before second/final interview(s). The hiring manager:
- Contacts HR to confirm candidate has consented to SCC contacting their references
- Allows final candidates flexibility in contacting an immediate supervisor; this may wait until they are selected as preferred candidate
- Contact immediate supervisor if selected as preferred candidate and only with permission
- Completes reference checks on standard forms
- Submits reference checks to HR prior to second/final interviews
- Schedules second interviews for finalists
The second/final interview(s) are used to identify and select the preferred candidate.
- The hiring manager completes a preferred candidate form and submits to HR, returning all other search materials to HR if not already done
- The hiring manager partners with HR to discuss a start date
HR produces the candidate’s job offer:
- Contacts the preferred candidate to obtain verifications of employment for pay placement
- Obtains background checks and confirmation of degrees
- Uses the information to calculate the job offer Submits job offer via HCM and obtains approvals
- Shares the job offer with the candidate and obtains their acceptance, following a separate process if candidate declines
HR coordinates the candidate’s hire date with the direct supervisor if it is different than what was communicated by hiring manager.
Completes the hire with HCM and performs all related hiring tasks:
- Send candidate and candidate's supervisor welcome and onboarding information
- Update various distribution lists
- Provide supervisor onboarding checklist from the job confirmation
- Schedule employee for new employee orientation, sending confirmation/calendar invite to the employee and their supervisor
The supervisor is responsible for onboarding their new employee and completing the onboarding checklist:
- Work with IT to resolve tech needs before the employee’s first day
- Network drive access
- Laptop/desktop setup (with printers, keyboard, mouse, etc.)
- Desk phone number
- Set training schedule and advise employee what that looks like
- Set regular meetings to check in with employee and confirm they are learning what they need in their new role
- Discuss department and position specific expectations
- Provide employee a copy, obtain their signature and/or send via email