Guidelines for Exempt Administrative Staff Recruitment and Hiring
I. The Role of the Guidelines
Kenyon College is committed to the principle of equal employment opportunity, and these guidelines are designed to assist the College in honoring that commitment. When an administrative vacancy occurs at Kenyon, whether as a consequence of the departure of an incumbent or by virtue of being newly created, the position can be filled either by conducting a search to identify the new appointee or by promoting a current employee of the College. Ordinarily positions will be filled by searches, and the highest administrative positions will normally be filled by national searches. In this manner the College can be assured that it is drawing on the most qualified individuals. The College must, however, be responsive to the obligation to provide advancement opportunities for its own employees; so there will be occasions when the President, the Director of Human Resources, the Director of Equal Opportunity (DEO) and the relevant Senior Staff member may conclude that an internal promotion is in the best interests of the College.
II. The Search Authorization Process
Requests to begin a search are submitted through the online PeopleAdmin system.
- Requests should include a job description and a draft of the position advertisement with a list of the proposed membership of the search committee.
- Newly created positions will require the submission of a job description to Human Resources and the final approval of the President before a search may begin.
- After the position has been reviewed and approved by the DEO and the head of the division, the Director of Human Resources will publish the position to the Kenyon College website and approve it for distribution.
III. The Recruitment of Candidates
Placing the Advertisement
- Openings for all full-time positions of more than one year's duration will normally be advertised.
- The ad will include a description of the position, special qualifications and competencies desired, and the initial date for evaluating applications (normally up to thirty days from the initial appearance of the ad).
- The ad must be approved by the DEO and/or the Director of Human Resources before placement.
- Ad placement may include professional journals or newsletters, electronic listservers, publications that address issues of concern to under-represented persons in the workforce (including women/minorities); The Chronicle of Higher Education , and where applicable, graduate schools. It is appropriate to seek the advice of the DEO when ad placement decisions are being made.
Other Recruiting Sources
- Recruitment of candidates need not be limited to the running of advertisements. Written inquiries can be directed to institutions comparable to Kenyon, colleagues, and members of relevant professions outside of the academy. Phone contacts are also appropriate.
Part-Time or Temporary Positions
Part-time openings and openings for a duration of no more than a year should, in most cases, be advertised. However, advertising for these positions may be limited to Kenyon's employment web site and/or local or state publications, and the application deadline may be more immediate.
The Search Committee
- The Search Chair will appoint a committee to assist in the recruitment and assessment processes. Faculty members should be included in this advisory group when the position in question includes academic or student life responsibilities. Examples of this group's responsibilities include participation in the ranking of resumes/applications and the interviewing and assessment of candidates.
- When applications are directed to the search chair/committee or to the Office of Human Resources rather than submitted through the PeopleAdmin system, the search chair will contact the applicant and request that the application be submitted through PeopleAdmin.
- Whenever possible, recruitment and preliminary screening interviews should be conducted personally at professional meetings or, if necessary, by telephone.
- During campus visits by candidates who are women or members of minority groups, opportunity should be provided for them to meet with women or minority members who are currently in administrative and/or faculty positions at the College. The DEO can assist in making appropriate arrangements.
IV. Protocol for Searches with Internal Candidates
Because they are conducted with members of the Kenyon community, searches in which there are internal candidates deserve particular attention and consideration. As a general principle, internal candidates should undergo the same procedures (presentations, interviews, etc) as external candidates. However, to ensure the equitable treatment of all candidates (including internal candidates) during the search process, it is suggested that search committees adhere to the following recommendations:
- Internal candidates should be advised (particularly if he/she becomes a serious candidate for a position in a different department within the College) that the search committee will have access to his/her personnel file and that the candidate's current supervisor will be contacted as a reference.
- Communications sent in writing to external candidates should, if possible, be made in writing to internal candidates. In any case, all communications should be clear, unambiguous, and agreed upon by the department or search committee.
- The internal candidate should receive the same consideration and courtesy during the interview process as do the other candidates.
- An internal candidate should not be informed that he/she has not been selected for an interview until all confirmations are received from those who were selected. However, if the internal candidate is no longer being considered, it is only thoughtful and courteous to inform him/her of that decision.
- When a decision is made to offer a position to an external candidate, the internal candidate should not be informed until the offer has been made and accepted.
- A successful internal candidate should be given the same time frame in which to accept or reject the offer as an external candidate.
- No candidate, internal or external, should be given any details concerning the search committee's final decision.
Protocol for Searches Involving Spouses, Partners or members of the immediate family
In order to eliminate any potential for conflicts of interest, a person who is the spouse, partner or immediate family member of a candidate for a position may not serve as a member of the search committee.
V. The Assessment of Candidates
The Screening and Interview Process
- When the preliminary screening is complete, the Chair will consult with members of the search committee and complete Top Ten Report which must be sent to the DEO to review for equal opportunity purposes. This report includes the names of the ten best candidates ranked from first to tenth. If the DEO wishes to discuss the equal opportunity implications of the list with the Search Chair, such discussion will be initiated promptly.
- Normally, the top three candidates will be invited to campus. Although the candidates invited will always be those having the best credentials, there may be cases in which two or more candidates are equally well qualified. In such cases the College's commitment to hiring a greater number of women and minority staff members should not be overlooked. No decision will be reached concerning any one of the candidates until all have been interviewed.
- When making housing arrangements for out of town candidates during the interview process, the College prefers that the Kenyon Inn be selected as the committee's first choice. However, should the Inn be booked, committees should feel free to make other choices and arrangements that are suitable and convenient for candidates.
- At the completion of the campus interviews, the Search Chair will consult with the committee and submit in writing to the Director of Human Resources, with a copy to the DEO, a copy of Final Hiring Report which ranks the final three candidates interviewed, stating reasons in support of such. This discussion will ordinarily result in the tendering of an offer to a candidate which shall be discussed with the appropriate Senior Staff member and the Director of Human Resources.
VI. Record Keeping
Accurate records must be kept throughout the hiring process. The department conducting the search should keep copies of the hiring reports for four years immediately following the search. Applicants' dossiers will also be archived in the PeopleAdmin system. The DEO will also maintain a search file consisting of the Top Ten Report, Final Hiring Report, and a copy of all advertisements for a period of six years.
VII. Presidential Discretion
The President retains the authority to waive any of these procedures if it is concluded that the interests of the College are best served by such action.
- For example, a waiving for the procedures for assessing candidates might be appropriate if the testing of the external applicant pool through reliance on the recruitment procedures suggests that no external candidate is likely to be preferred to a known internal candidate.
- If it is determined that a vacant position must be promptly filled or in cases of sudden or last-minute openings a temporary appointment may be made. In most cases, a regular search will be conducted at the earliest appropriate time and the temporary appointee may choose to be a candidate in the regular search.
VIII. Checklist for Search
- Enter the job description, draft of position announcement and proposed search committee members on the PeopleAdmin system for approval by the DEO, Division Head and Human Resources.
- Discuss with DEO appropriate venues for advertising the position.
- Search committee to screen resumes/applications received; conduct preliminary screening interviews if desired.
- Submit Top Ten Report listing ten best candidates to DEO.
- Decide on top three candidates, invite to Kenyon for personal interviews.
- Submit Final Hiring Report, after on-campus interviews, ranking the final candidates.
- Contact the appropriate member of Senior Staff (Division Head) and the Director of Human Resources to discuss salary negotiations and offer to top candidate.