Policy Number: III-24
Last Reviewed: December 8, 2020
Responsible Dept.: Human Resources
Office to contact for clarifications: Human Resources
A signed copy of this policy is available in the President’s Office.
Purpose:
In accordance and compliance with federal laws, gubernatorial executive orders, the Department of Human Resource Management (DHRM) policies and procedures manual, the Virginia Community College System (VCCS) policy manual and Virginia Western Community College (VWCC) policy, all recruitment and selection processes are conducted for equal opportunity, diversity, and inclusion. The college does not discriminate in employment on the basis of race, color, sex, gender identity, sexual orientation, religion, military service and/or veteran status, caregiver status, national origin, genetic information, current/past/potential pregnancy, childbirth, lactation, political affiliation, age, hair, hair texture, hair type, protective hair styles (such as braids, locks and twists), child birth and related medical conditions, and persons with or perceived to have disability; or any other basis prohibited by state law relating to discrimination in employment.
Definitions:
Hiring Manager – Typically the direct supervisor of the vacant position and responsible for ensuring compliance with VWCC III-24 Recruitment and Selection Procedures. In extremely rare situations, a designee may be requested to substitute.
Interview Committee – Interview committee members are selected by the hiring manager and shall be made up of no less than three (3) people who have knowledge of the position and will bring diverse perspectives. The purpose of the interview committee is to evaluate the strengths and weaknesses of candidates interviewed, based on job-related, objective criteria.
Centralized Hiring – Recruitment and selection for positions individually listed on the organizational chart and managed by Human Resources.
Decentralized Hiring – Recruitment and selection for positions not individually listed on the organizational chart and managed by the hiring manager and/or academic school.
Policy:
Centralized Hiring
Hiring managers and participating employees in the centralized employment process must adhere to and abide by all established applicable policies and procedures. Please reference the III-24 Recruitment and Selection Procedure for detailed, step-by-step guidance.
Hiring managers shall make reasonable attempts to achieve diversity in interview committee membership. Interview committees shall be used in all regular full-time vacancies and are strongly recommended for part-time positions.
In no situation shall the hiring manager or a committee member interview alone.
Decentralized Hiring
Adjunct Hiring
Academic schools have immediate access to adjunct faculty applications in the college’s recruitment software in consideration of filling adjunct teaching needs. Most adjunct faculty positions are considered under continuous recruitment due to changing needs in academic programs and fluctuations in enrollment. At the request of the school, targeted recruitments may occur for adjunct faculty positions when a specific need is anticipated.
Academic deans shall enforce the submission of an official transcript when a candidate is offered and accepts an adjunct position as required by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC). Non-compliance with this requirement prior to the beginning of employment will negate the offer of employment.
Other Decentralized Hiring
The hiring of student workers, federal work studies, tutors and fitness instructors will follow the recruitment practices of the departments for which they are hired. At the request of the department’s hiring manager, targeted recruitments may occur for these positions when a specific need is anticipated.
Federal and State Regulations Regarding Rehires
Separated full-time employees, including retirees, returning to work for the same employer must do so in accordance with Affordable Care Act (ACA) regulations and have a bona fide break-in-service. The ACA requires a 26-week bona fide break before returning to the same employer for which the employee previously worked. For Virginia Western, this includes any Commonwealth of Virginia community college, as we are considered one employer under ACA.
Retirees returning to work with a different employer covered by the Virginia Retirement System (VRS) must adhere to the bona fide break regulation in accordance with the VRS, which is one full calendar month over a period in which the employee would normally work. For retired teaching faculty, summer breaks do not count towards satisfying this break.
A bona fide break must occur before any implied or explicit commitment of performing such work is communicated.
Additional Information:
References
VCCS Policy Section 3.3 Recruitment and Selection
DHRM Policy 2.05 – Equal Employment Opportunity
DHRM Policy 2.10 – Hiring
VWCC III-16 Equal Employment Opportunity Policy Statement
VWCC III-24 Recruitment and Selection Procedure
