Hiring Procedures for
Professional Staff Positions
Franklin & Marshall has developed these hiring procedures to:
• employ those individuals who are best qualified and ready to serve the needs of the position and the needs of the College,
• comply with all relevant local, state, and federal employment regulations, and
• implement its commitment to diversity and to providing equal employment opportunities.
Before beginning a search, all those who will be involved in the selection process, and all those who will have contact with applicants for employment, are asked to carefully read these procedures, along with “Guidelines for Conducting Effective Employment Interviews” and the College's Equal Employment Opportunity policy (available from the Human Resources web pages and in the Human Resources public folder in eDisk).
Any member of the selection/search committee who has not had prior interview skills training is encouraged to schedule a meeting with the Associate Director, Human Resources, and must review Guidelines for Conducting Effective Employment Interviews.
Those involved in the hiring of new members of the faculty should contact the Office of the Provost for information relevant to faculty searches.
Commitment to Providing Equal Employment Opportunities
Franklin & Marshall is committed to having an inclusive campus community where all members are treated with dignity and respect. It is the policy of Franklin & Marshall College to offer equal employment opportunities to all qualified applicants and employees regardless of gender, sex, race or ethnicity, color, national origin, birthplace or ancestry, religion, age (40 and older), handicap or disability and use of a service animal, veteran’s status, family or marital status, pregnancy or childbirth, sexual orientation, or membership in any other protected group based on federal, state, or local law. In addition, Lancaster City ordinance prohibits discrimination based on an applicant's possession of a G.E.D. vs. a high school diploma. Discrimination based on a candidate's caregiving responsibilities (responsibilities for providing childcare or eldercare) is also prohibited. It is the College's fundamental policy to provide equal opportunity in all areas of employment practice. This policy extends to recruitment and hiring, working conditions, pay and benefits, employee treatment, training programs, promotions, and all other terms and conditions of employment.
Summary of Steps in the Search Process
The following are steps to be completed by the manager with the vacancy:
1. To initiate the search process, please complete a Request to Hire Form (available on the Human Resources web pages and in the Human Resources public folder in eDisk), and send it to the Associate Director, Human Resources. Or, contact the Associate Director, at 291-4278, to discuss your hiring needs. A search may not begin until the Associate Director is contacted and the search is authorized in writing as outlined below. This applies to full-time, part-time, and temporary professional staff positions.
2. Assure an up-to-date position description is written. If an accurate position description does not currently exist, please prepare one and send an electronic copy to the Director or Associate Director, Human Resources (proper position description forms are available on the Human Resources web pages and in the Human Resources public folder in eDisk).
Human Resources will request formal, written authorization to hire upon receipt of the Request to Hire Form and an up-to-date position description. You will be notified once Human Resources has received written approval up through the College President to begin the search.
3. Upon notification from Human Resources that the search has been formally authorized, form a search committee as appropriate based on the vacant position, and review with all members the College's Equal Employment Opportunity policy and Guidelines for Conducting Effective Employment Interviews (accessible from the Human Resources web pages and in the Human Resources public folder in eDisk).
4. Send to the Associate Director, Human Resources information regarding qualifications necessary for successful job performance, required education level and any necessary certifications, and the amount and type of prior work experience necessary for effective job performance, so that a job advertisement can be drafted.
5. Screen resumes and determine who to interview based on who appears to possess required qualifications (see Guidelines for Conducting Effective Employment Interviews for more information).
6. Check and document the references of candidates you plan to interview; see Guidelines for Conducting Effective Employment Interviews for details. Forward documentation of your reference checks to the Associate Director, Human Resources (you may use the Reference Check Form available on the Human Resources web pages and in the Human Resources public folder in eDisk).
7. Conduct interviews. Generally, a minimum of 3 candidates should be interviewed for a position. Initial phone interviews may be conducted to help determine which candidates to invite to campus for more extensive interviews. See Guidelines for Conducting Effective Employment Interviews for details.
8. Discuss the selection decision, starting salary, and hire date with the Associate Director, Human Resources before an offer of employment is made. The successful candidate's starting date must be coordinated in conjunction with the Associate Director, Human Resources to allow sufficient time for completion of the required background check (see below).
9. Document the reasons for the selection decision and send such documentation to the Associate Director, Human Resources (you may use the New Hire Documentation Form; this form is available from the Human Resources web pages and in the Human Resources public folder through eDisk).
10. Once a verbal job offer has been made and accepted:
§ promptly notify each internal applicant (i.e., current College employee) who applied but will not be offered the position, whether or not he/she was interviewed,
§ promptly notify any College alums who applied but will not be offered the position (whether or not interviewed),
§ notify any other candidates who were interviewed but will not be offered the position.
Human Resources will notify all other applicants. A simple form letter may be used to notify unsuccessful candidates, or each candidate may be contacted by phone. Sample form letters are available in the Human Resources public folder in eDisk.
11. Provide a department orientation for the new employee; see http://www.fandm.edu/humanresources/article/orientation-of-new-employees for suggestions.
Please see full details below.
Special Employment Situations
Campus Housing—Newly hired staff members generally may not be offered campus housing, either on a rent-free or rent-paying basis. Only staff who are required, based on their job duties, to live on or close to campus may be offered campus housing. Such situations must be reviewed in advance with the Director or Associate Director, Human Resources, because of the possible income tax implications.
Employment of Family Members-- When hiring or recommending a job candidate for hire, decisions are to be made based on the needs of the College and the qualifications of the candidate. In order to avoid a conflict of interest or the appearance of an impropriety, any offer of employment to a family member of a current employee must be approved in advance by (1) the Director, Human Resources (for professional staff appointments) or the Provost and Dean of the Faculty (for faculty appointments), and (2) the President or his designee. Additionally, College employees are not permitted to supervise, or be supervised by, a family member. For purposes of this policy, family members will generally include an employee's spouse or same-sex domestic partner, child, grandchild, father, mother, father-in-law, mother-in-law, sister, brother, sister-in-law, and brother-in-law.
Employment of Foreign Nationals-- To assure compliance with U.S. employment and immigration laws, the Associate Director, Human Resources must be contacted, at 291- 4278, whenever a department plans to bring a foreign national to campus for a short-term assignment or lecture and wishes to provide payment for services and/or reimbursement for expenses, or when an individual who is not a U.S. citizen is hired for a position at the College. Please see “Hiring and Payment Procedures for Foreign Nationals” for details (available on the Human Resources web pages).
Employment of Minors-- As a general rule, no one under the age of 16 may be employed by the College. Before hiring anyone between the ages of 16 and 18, Human Resources must be consulted. Federal and state regulations place restrictions on the type of work an individual under age 18 may perform, and their working hours. Additionally, there are detailed record-keeping requirements when employing someone age 16 or 17.
Significant penalties can be assessed in the event of a violation of child labor laws.
• Minors under the age of 18 who have not yet graduated from high school must receive an employment certificate ("working papers") from their school district before being employed;
• The College (Human Resources) must notify the issuing school district of the minor's employment, in writing, within 5 days of hire, and must provide notification when employment ends;
• Written permission from the parent or legal guardian must be obtained and maintained;
• The minor's supervisor must maintain accurate and thorough records of the minor's work hours, schedules, and daily meal and break periods, and must assure the minor does not exceed maximum work hours as outlined below;
• During the school year the minor may not work more than 28 hours per school week (Monday through Friday); no more than 8 hours each on Saturday and Sunday; no more than a total of 8 hours on any day; and generally not before 6:00 a.m. or after midnight;
• During the summer vacation period the minor may work no more than 8 hours per day and a maximum of 44 hours per week;
• Minors may not work more than 6 consecutive days;
• Minors must be given a minimum 30 minute meal / break period immediately following 5 consecutive hours of work;
• Minors (those under age 18) may not perform certain hazardous tasks including electrical wiring, operating certain machinery, operating some power tools, using spray coatings, and welding.
Additionally, the College requires all faculty, staff, College volunteers, and F&M students working with or supervising a minor(s) to obtain a criminal background check clearance. Human Resources must be contacted two months in advance of the minor’s hire date for details, at 291-4278 or 291-3996.
Employment Tests—An employment test may not be used during a search process unless data confirming the test is valid is obtained. Managers / search committees must contact the Director or Associate Director, Human Resources before using any type of skills assessment, "personality" test, or other type of employment test during the search process. Additionally, physical exams or fitness tests generally may not be given until after a conditional offer of employment is made to a candidate.
Independent Contractors-- Independent contractors are not considered employees of the College, and are paid through Accounts Payable. Because taxes are not withheld from their payments, only those who meet the Internal Revenue Service's definition of an independent contractor may be paid through Accounts Payable. Before paying someone as an independent contractor or consultant, rather than hiring and paying the individual as an employee of the College, various factors must be analyzed. Please see “The Fair Labor Standards Act, Work Hours, and Pay Procedures” policy (available on the Human
Resources web pages) for more details. Please contact the Director or Associate Director, Human Resources, before paying someone as an independent contractor through Accounts Payable.
The College requires that independent contractors / consultants have a contract with the College for services. The College’s Insurance and Risk Manager, 358-4625, is to be contacted for the appropriate contract language.
Interns-- Individuals classified as interns are not paid wages by the College and are not considered “employees” by the Department of Labor. Unpaid interns may serve for only a limited period of time, generally a maximum of one academic year. In order for an individual to be classified as an intern, the following criteria must be met:
1) the internship is similar to training that would be received in an educational environment;
2) the experience is for the intern’s benefit;
3) the intern does not displace regular employees or do work that a regular employee would normally do, but works under close supervision of existing staff;
4) the College derives no immediate advantage from the intern’s activities and, on occasion, may actually be impeded in its operations;
5) the intern is not necessarily entitled to a job at the conclusion of the internship;
6) the College and the intern understand that the intern is not entitled to wages for the time spent in the internship.
Interns receive no benefits, and no Workers’ Compensation or other insurance coverage.
Newly Created Positions-- If a manager wishes to create a new position that has not been funded through the normal, annual budgeting process, he/she, working with the appropriate Vice President or the Provost, must identify a funding source(s) for full salary and for the cost of fringe benefits. The Director or Associate Director, Human Resources is to be consulted when determining the total funding necessary for a new position. A rationale for the new position should be provided by the department manager to the appropriate Vice President or to the Provost, and the new position must be authorized in writing, as outlined below, before a search may begin.
The manager is asked to submit a detailed position description for the new position to the Director or Associate Director, Human Resources in advance of the start of the search. Human Resources will then determine whether the position must be classified as "exempt" or "non-exempt" from the provisions of the federal Fair Labor Standards Act, and will determine the appropriate job grade if the position will be non-exempt. The detailed position description should be submitted to Human Resources as far in advance of the start of the search as possible, to allow time for the position to be properly classified. Please note: In the absence of an up-to-date position description, all newly created positions and temporary positions will be classified as "non-exempt" from provisions of the Fair Labor Standards Act, meaning the job holder must be paid an hourly wage and must submit time sheets reflecting actual work hours.
Part-time Positions-- Based on federal regulations pertaining to providing fringe benefits coverage to faculty and professional staff designated as "full-time", individuals hired for part-time positions are limited to:
a) no more than 29 work hours per week, and
b) no more than 999 work hours per employment year.
Any faculty or staff member hired for a part-time or adjunct position must work under 30 hours per week and no more than 999 per year (if an individual holds two part-time positions with the College, he/she may work no more than a total of 999 hours per year).
Additionally, part-time personnel, other than adjunct faculty members, must be paid by the hour and must track their work hours via time sheets, vs. being paid a stipend or on a salaried basis.
Providing College Housing-- Human Resources must be notified before a newly hired member of the faculty or professional staff is offered rent-free housing. Unless living on campus is a bona-fide requirement and necessity of the position, the value of rent-free College housing must be considered as taxable income to the employee. It is important that Human Resources be consulted before rent-free housing is provided to any employee, to assure proper taxes are withheld.
Student Employees-- Franklin & Marshall students who perform work for the College are considered "student workers". Student employment is coordinated by the Office of Financial Aid. However, to employ a Franklin & Marshall student who has graduated, the procedures here should be followed.
Temporary or Seasonal Positions-- Temporary employees generally work no more than 29 hours per week and no more than 3 months per calendar year. A temporary employee may be scheduled up to 30 to 40 hours per week only if the employee will work for the College no more than a total of 3 months during a calendar year. Temporary employees are not eligible for benefits coverage. For temporary vacancies, many of the steps outlined above are not necessary. However, the Associate Director, Human Resources must be notified in advance of all temporary appointments, and will help the department obtain a qualified temporary employee and determine an appropriate rate of pay. The department manager must assure adequate funds are available in the department's part-time budget to fund the temporary position.
Volunteers-- Anyone who will be performing work for the College without wages must be registered through Human Resources as a College volunteer. The manager or department chair is to contact Human Resources, 291-4278, before appointing a volunteer. Human Resources will assure the individual will qualify as a volunteer per Department of Labor regulations, and will provide a letter to the individual outlining the terms of the volunteer appointment. Unpaid volunteers may serve for only a limited period of time, generally a maximum of one academic year.
Per Department of Labor regulations, to be classified as a volunteer, the individual:
1. must provide his/her services for civic, charitable, or humanitarian reasons without promise, expectation, or receipt of compensation for the services rendered;
2. must offer his/her services freely and without coercion, direct or implied; and
3. may not otherwise be employed by the College to perform the same services as those to be performed on an unpaid basis.
College volunteers receive no benefits, and no Workers’ Compensation or other insurance coverage.
Before the Search Begins
Request to Hire-- When a department manager wishes to fill a full-time, part-time, or temporary non-faculty vacancy, or restructure a position, he/she must first complete a Request to Hire Form (available from the Human Resources web pages and in the Human Resources public folder in eDisk), and send it to the Associate Director, Human Resources.
As noted above, if the position is a newly created one, the department manager, working with the appropriate Vice President or the Provost, must identify a funding source(s) for full salary and for the cost of fringe benefits. The Director or Associate Director, Human Resources is to be consulted when determining the total funding necessary for a new position.
The manager with the vacancy should notify the Associate Director, Human Resources if the individual hired will receive rent-free College housing, and whether on-campus living is a requirement of the position.
Position Descriptions-- Before the search begins, an up-to-date position description must be submitted to Human Resources by the manager with the vacancy. The position description must accurately reflect what the job holder will be expected to do and to accomplish; describe the key competencies (knowledge, skills, and abilities) necessary for successful job performance; and must identify "essential" functions as required by the Americans with Disabilities Act. Please obtain the appropriate position description forms from the Human Resources web pages or in the Human Resources public folder in eDisk. An accurate position description will form the basis for developing selection criteria.
Determining the Starting Salary-- Human Resources, in consultation with the department manager or the appropriate Vice President/Provost, will provide a hiring range for vacant professional staff positions. Hiring ranges are based on the requirements of the position (or the job grade for non-exempt positions), salaries for comparable positions within the College and in the relevant labor market, and budgetary guidelines.
Managers / search committee chairs may provide applicants a general indication of the approved starting salary (i.e., "low $40,000’s") after the search has been formally authorized as noted below.
Once the Authorization to Hire Form has been approved (see below), a manager may not offer the successful candidate a starting salary above that authorized without consultation with Human Resources and the prior written approval of: (1) the Vice President/Provost with responsibility for the department, (2) the Vice President for Finance, and (3) the President.
Authorization to Hire-- Once the Request to Hire Form and an up-to-date position description have been submitted to Human Resources, and funding sources have been identified, Human Resources will request formal authorization to hire through the Vice President/Provost with responsibility for the department and the Vice President for Finance. Such authorization is required:
a) before any vacant position may be advertised, and
b) before any interviews may be conducted or offers of employment made.
The manager / search committee chair will be notified when the search may begin.
The Search Budget-- Human Resources is responsible for authorizing expenditures associated with a professional staff search. Human Resources pays reasonable and necessary search expenses. Search expenses may not be billed to Human Resources without prior approval from the Associate Director. All search expenses Human Resources does not consider reasonable and necessary will be the responsibility of the department.
Reimbursement for Travel, Lodging, and Meals for Candidates-- Human Resources will reimburse a candidate for his/her reasonable expenses associated with traveling to campus for an interview. Human Resources does not provide reimbursement for expenses incurred by any guests traveling with the candidate, or for expenses associated with travel not directly related to the employment interview. Invoices for approved candidate travel may be forwarded to Human Resources.
Travel arrangements for candidates who must travel to Lancaster are to be coordinated by the manager with the vacancy and the candidate. Travel arrangements may be made through Travel Time Travel Agency, Inc., (717) 299-6600 or (800) 343-9594, www.trvltime.com, unless more favorable rates can be obtained. Individuals are encouraged to explore online sources in order to obtain favorable rates (such as www.expedia.com, www.travelocity.com, www.orbitz.com, or www.priceline.com).
Train reservations should be made, and tickets purchased, directly through Amtrak.
When an overnight stay will be necessary, the College Guest House, located at 445 College Avenue, is to be used whenever a room is available. To reserve a room at the Guest House, the department with the vacancy should complete the online reservation form, available through myDiplomat on the Franklin & Marshall website, at least one week in advance. A department member must obtain the room key from the Service Response Center. Keys are available after hours from the Public Safety office. If the College Guest House is not available, other possible hotels include the Lancaster Arts Hotel, 300 Harrisburg Ave., (717) 299-3000; the Hilton Garden Inn, 101 Granite Run Dr. (off Manheim Pike), 560-0880; and the Eden Resort Inn and Suites, 222 Eden Rd. (off Oregon Pike), (717) 569-6444.
When dining with candidates, reimbursement will be provided for reasonable expenses. Reimbursement is not provided for the cost of alcoholic beverages, and Human Resources cannot provide reimbursement for meals for those not on the search committee. If meals are arranged through the College's Dining Services, a Dining Services representative should be given the job title and department of the vacant position for accounting purposes.
Mileage reimbursement for a candidate will be made at the College's standard rate. Requests for mileage reimbursement may be forwarded to the Associate Director, Human Resources.
The Search Committee-- Generally, several individuals participate in the search process, forming a search committee. The search committee is typically comprised of those who will frequently interact with the individual hired, both from within and outside the department. The committee generally includes members of the professional staff, and, depending on the nature of the vacant position, may also include faculty and students. A diverse search committee will help assure different perspectives are considered.
All search committee members should carefully review the Guidelines for Conducting Effective Employment Interviews (available from the Human Resources web pages and in the Human Resources public folder in eDisk) before the search begins.
Search committee members generally (1) develop and/or refine the list of skills, abilities, knowledge, and experience the successful candidate must possess to perform the job effectively; (2) screen resumes and determine who to interview, based on who appears to possess necessary job skills and experiences; (3) develop an interview guide, and coordinate, schedule, and conduct interviews; (4) evaluate each candidate based on job related criteria; (5) check the references of the top (most qualified) candidates; (6) recommend the most qualified few candidates to the department manager and/or Vice President/Provost; (7) document the reasons for the committee's recommendation; (8) notify all candidates who were interviewed but will not be offered the position. Please see the Guidelines for Conducting Effective Employment Interviews for more details.
The manager with the vacancy should discuss, in advance, with the search committee the method for making the final selection decision. Generally, the search committee makes a recommendation to the department manager and/or Vice President/Provost, and he/she then makes the final selection decision. Or, the search committee may recommend the most qualified two or three candidates, and then the department manager or senior officer makes the final selection decision.
Advertisements and Recruiting Sources-- Once a search has been formally authorized, the Associate Director, Human Resources will draft a job advertisement. In addition to submitting an up-to-date position description, the manager / search committee chair should send the Associate Director, Human Resources the following information, to be incorporated in the job ad (unless already included on the Request to Hire Form):
• the knowledge, skills, abilities, and other qualifications necessary for successful job performance
• required education level and any necessary certifications
• the amount and type of prior work experience necessary for effective job performance (note whether prior work experience is an acceptable substitute for formal education)
• any special requirements such as frequent travel, weekend and evening work, the ability to safely lift significant weights, etc. (requirements which could be construed as discriminatory must be avoided, such as "young professional")
• a brief description of what the job holder will be expected to accomplish (what he/she will need to do in order to succeed in the position)
All job ads will be finalized and placed by Human Resources.
Human Resources will assist the manager / search committee in identifying appropriate recruitment sources. Normally, as appropriate to the position, managerial and professional vacancies are advertised regionally or nationally, and support staff vacancies are advertised locally. A good-faith effort must be made to recruit qualified candidates from diverse backgrounds. In an effort to broaden the candidate pool, Human Resources sends employment ads to several Lancaster County community agencies which serve a diverse population.
Internal Postings-- As a general rule, professional staff vacancies are posted internally by Human Resources. The purpose of the internal job posting policy is to encourage the growth and advancement of College employees. Members of the professional staff are encouraged to apply for positions for which they are qualified. An application from a member of the professional staff will be handled in strict confidence by Human Resources if requested by the individual. However, the professional staff member is encouraged to notify his/her current manager of the application as soon as possible, and must notify his/her manager immediately if offered the position. Internal candidates are evaluated based on the same selection criteria as external candidates. A staff member who has applied for a vacant position will not be asked to participate on the search committee and evaluate other candidates for that position. Please see the Job Posting / Interoffice Transfer policy on the Human Resources web pages for more information.
Interviewing and Reference Checks
Resumes-- Resumes and applications received in response to a specific advertised vacancy will be acknowledged and reviewed. Human Resources is responsible for receiving, acknowledging, and retaining applications and resumes received in response to an advertised vacancy. Any applications or resumes received directly by the department or search committee must be forwarded promptly to the Associate Director, Human Resources.
Applicants (including internal applicants) are to apply for vacant positions via an online / web-based process. Human Resources will provide managers / search committee chairs with instructions for accessing applications and resumes from the web site.
The manager / search committee is responsible for screening applications and resumes To determine which applicants to interview, based on the qualifications necessary to perform the job. When determining which applicants to interview, those who appear to possess the minimum necessary qualifications as listed in the job ad should be selected. Human Resources will conduct pre-screening of resumes upon request. Please see Guidelines for Conducting Effective Employment Interviews for more information.
Reference Checks-- Reference checks may be conducted before or after employment interviews. Checking references before scheduling interviews may help eliminate unsuitable candidates. A reference check must be conducted before any offer of employment is made. The manager / search committee chair is responsible for conducting reference checks for those candidates who are being considered for employment. The manager / search committee chair should attempt to obtain relevant work history information from the candidates' previous, as well as any current, supervisors. Questions asked of previous employers are to focus on each candidate's job related skills, abilities, accomplishments, and experiences. A Reference Check Form (available from the Human Resources web pages and in the Human Resources public folder in eDisk) may be used as a guide. Please see Guidelines for Conducting Effective Employment Interviews for more information.
The candidate is to be notified, in advance, that his/her current and former employers will be contacted for a professional reference. Please be sure to receive the candidate's permission before contacting his/her current employer.
Human Resources will assist with reference checks upon request. In addition to employment reference checks, a candidate's educational background and any professional certifications will be verified by Human Resources.
Interviews-- The manager / search committee is responsible for scheduling interviews. Generally, at least 3 candidates who appear qualified should be interviewed for each vacancy.
For employment candidates who live out of the area, an initial telephone interview should be conducted and references should be checked before inviting the candidate to travel to campus. Also, as candidates are contacted for interviews, it is recommended they are asked if they have a minimum salary requirement - this may screen out those whose salary expectations cannot be met.
As part of the selection process, the Associate Director, Human Resources generally interviews each candidate. Included in this interview will be a review of the College's fringe benefit plans, completion of any required clerical testing, and completion by the candidate of an employment application. The manager / search committee should determine if there are others on campus who should meet each candidate (student groups, department members, campus committees, etc.).
The interview process and format should be essentially the same for each candidate, including internal candidates / current members of the professional staff. Each candidate must be assessed based on the same job-related criteria. Only questions relating to the skills, knowledge, abilities, and experience needed to perform the position effectively may be asked. Any questions directly or indirectly related to a candidate's gender, race, religion, national origin, age, disability, sexual orientation, color, or marital or family status must be avoided. In addition, questions related to a past or present medical condition are not permitted.
During the interview process, the manager / search committee chair must assure the candidate pool represents a good faith effort to comply with diversity initiatives.
Please see Guidelines for Conducting Effective Employment Interviews for more information. Sample interview questions are available from the Human Resources web pages and in the Human Resources public folder in eDisk (tailor sample questions to the particular skills, knowledge, and abilities required for the vacant position).
The Offer of Employment
Selection-- The manager with the vacancy, in consultation with the appropriate department manager and/or Vice President or Provost and the Associate Director, Human Resources, generally determines which candidate is to be offered the position. If a search committee has interviewed candidates, the committee typically nominates the most qualified candidate or top 2 to 3 candidates for the manager's review.
Each candidate is to be evaluated based on his/her skills, abilities, educational background, and experience as related to those skills, abilities, and education/experience needed to perform the job effectively. Each candidate should be evaluated in comparison to other candidates, but also on his/her own merits. The individual selected for the position must possess all minimum qualifications as listed in the job ad. If none of the candidates interviewed is clearly qualified, the search should continue.
Documenting the Selection Decision-- The manager / search committee chair is required to document the reasons for the selection decision (i.e., document the skills, knowledge, and experience of the candidate selected; explain why candidate A was selected instead of candidates B and C). A copy of this documentation, along with notes taken during interviews and reference checking, is to be promptly forwarded to theAssociate Director, Human Resources before the offer of employment is made. A New Hire Documentation Form may be used to document the selection decision (available on the Human Resources web pages, and in the Human Resources public folder in eDisk).
Starting Salary-- The Associate Director, Human Resources will work with the manager with the vacancy to determine the starting salary to be offered to a candidate. The starting salary for an exempt position will be based on the candidate's experience and qualifications, relevant labor market data, salaries of those with similar positions at the College, and budgetary guidelines. The Associate Director, Human Resources, in consultation with the manager with the vacancy, establishes rates of pay for newly hired non-exempt professional staff. Rates of pay for new non-exempt employees are based on the pay range associated with the job grade, pay rates of other College personnel within the same job grade, and the individual's relevant, prior work experience. Part-time members of the professional staff must be offered an hourly rate rather than paid via a stipend or on a salaried basis.
A starting salary above that already authorized via the Authorization to Hire Form may not be offered without consultation with Human Resources and written approval from:
(1) the Vice President or Provost responsible for the area, (2) the Vice President for Finance and Administration, and (3) the President.
The Job Offer-- Once the selection decision has been made and reviewed with the Associate Director, Human Resources (and appropriate documentation has been forwarded to Human Resources), the verbal offer of employment may be made to the candidate. Explicit or implicit promises of long-term employment, future salary increases, regular promotions, etc., must not be made in conjunction with a job offer. The individual's starting date must be coordinated in conjunction with the Associate Director, Human Resources to allow sufficient time for completion of the required background verification.
Notifying Unsuccessful Applicants-- After the verbal offer of employment has been accepted by the successful candidate, the manager / search committee chair is asked to notify the following applicants that the position has been filled:
Ø each internal applicant (i.e., current College employee),
Ø any alumni of Franklin & Marshall who applied for the position,
Ø any other candidates who were interviewed but will not be offered the position.
Human Resources will notify all other applicants.
No detailed information should be provided to unsuccessful applicants. A simple form letter may be sent, or each individual may be contacted by phone. Sample form letters are available in the Human Resources public folder in eDisk
It is especially important to promptly notify all internal applicants as well as Franklin & Marshall alumni who applied for the position, whether or not interviewed, that they will not be offered the position.
Appointment Letter-- Once the verbal offer has been accepted, Human Resources will prepare an appointment letter for the President's signature. The appointment letter describes all terms of the appointment. It is College policy that all appointment letters for professional staff positions are prepared by Human Resources; all terms and conditions of employment are tentative until a formal written offer is made by Human Resources.
Background Verifications-- Human Resources conducts a criminal background check, including check of a Sex Offender Registry, for all newly hired members of the professional staff and College volunteers. Human Resources also conducts a verification of credentials (degree, professional license). A consumer credit check is conducted for staff hired to work in the Business Office, Finance, or the Investment Office and for staff who will have access to cash. It is the policy of the College that no new member of the professional staff may begin employment until the background verification is completed. This applies to individuals hired for full-time, part-time, temporary, and volunteer positions. Managers are asked to coordinate a new employee's hire date with the Associate Director, Human Resources to allow adequate time for the background verification.
Moving Expense Reimbursement-- New members of the “exempt” professional staff who must relocate to accept employment are eligible for partial reimbursement of their moving expenses. The Associate Director, Human Resources will coordinate such reimbursement with the new member of the College community.
Recordkeeping-- Human Resources will retain search-related notes and documentation, and applications / resumes for at least 1 year.
Orientation of New Employees
Human Resources Orientation-- Based on federal regulations, all new hires, including temporary employees, must report to Human Resources prior to, or on, their first day of employment. Federal law requires that an Employment Eligibility Form (I-9) be completed no later than the first day of employment. All former Franklin & Marshall employees who have been rehired must report to Human Resources to complete an I-9 if their original hire date was prior to November 6, 1986, or if the rehire date is more than three years from the date of the initial completion of an I-9 form. Federal law prohibits Franklin & Marshall from allowing an individual to work or receive compensation until the I-9 form is properly completed.
Human Resources will conduct a benefits and policy orientation for each new member of the faculty and professional staff, and complete required paperwork. New employees must attend an orientation session during, or immediately prior to, their first week of work.
Department Orientation-- The new employee's manager is responsible for coordinating a more detailed orientation regarding job responsibilities, department and College mission and goals, and office procedures (please see the Orientation of New Employees policy at www.fandm.edu/humanresources/college-policies for suggestions).
To download guidelines for conducting effective employment interviews, please click here: Effective Employment Interviews.
Sample employment interview questions are available here: Sample interview questions.
You can download sample reference check questions here: Reference check form. Additional forms are available in the Human Resources public eDisk folder.
You can find hiring procedures pertaining to foreign nationals at: http://www.fandm.edu/college-policies/article/hiring-policy-and-payment-procedures-for-foreign-nationals