Equal Employment Opportunity Hiring Process
Guidelines/Checklist
FOR ADMINISTRATIVE and / or STAFF POSITIONS
Purpose: To help Search Committees-(S/C) and/or Hiring Panels prepare for, conduct and document new hire searches.
Objective: Documentation of the search process is an important search committee/hiring panel responsibility that must be carefully captured on paper to ensure the University’s proof of compliance with TAMU/EEO mandates.
Pre-requisite (for Search Committee/Hiring Panel participation): Each person that is a member of a search or hiring committee/panel must be in compliance with both of the following TAMUS requirement of remaining current with online EEO training modules. See https://sso.tamus.edu to select the following training modules:
“Conducting an Effective Interview”, which must be taken immediately or within 12 months before search committee participation; and,
“Creating a Discrimination Free Workplace”, which must be repeated once every two (2) years following a PVAMU employee’s initial hire date.
The Steps –
(All Documentation Referenced herein Shall Be Sent to the EEO Officer for Compliance Review)
This process ensures compliance with current university and system hiring process requirements and addresses components of an equitable hiring process:
Step 1:Identification of Search Committee/Hiring Panel Members:
Step 2: Documentation of Evaluations of All Applications:
Search Committees must document explicitly their reasons as to why an applicant was deemed unsuitable, based upon the specific criteria relative to the job description, experience and basic job functions, which are contained in posted job announcements/descriptions. Any reasons for elimination must be reduced to written form on the Sample Standard Hiring Evaluation Matrix form. (Includes sample criteria, click in each box to replace with your job related criteria for evaluation)
Search Committee Members must show on Standard Hiring Evaluation Matrix form:
The individual rating areas and scores concerning job-specific criteria for each applicant;
The total overall scores for each applicant; and,
The reasons for elimination of an applicant(s).
Step 3: Creating A Complete Hiring History Package:
Hiring Process documents must be submitted in the following order of events:
Before Posting - Submit these Items for EEO Officer’s Compliance Review & Approval
3.Post job description with Human Resources (HR) and other recruitment sources.
After the Position Closes and HR Releases Qualified Applicants Pool:
4.Human Resources will grant S/C’s access to a List of Applicants; please use the “all” applicants selection located in in the reports section of PV-PAWS ; then, print and attach it to your hiring history package.
5.Search committee members must jointly determine which applicant(s) they wish to interview.
7.Submit First Stage Hiring Process History Package for EEO compliance review.
The package shall include:
List of Applicants (printed from PV-PAW reports).
(The list should reflect all not merely active & inactive; rather a list of all available applicants which will include those deeded by Human Resources as not meeting min. requirements for the position. This information must be part of the EEO Officer’s files for audit purposes);
Job Description;
Request to Interview Form;
Notes of eliminations & reasons for each applicant not offered an interview;
Written interview questions using Standard Interview Question Matrix.
Make corrections to any documents and/or interview questions resulting from the EEO Officer’s review; and resubmit them to the same for approval.
Upon EEO’s Approval:
9.Conduct scheduled Interviews.
10. Document all of the interviewees’ answers to interview questions using Standard Interview Questions Matrix fashioned by the committee and derived from job requirement information contained within the posted job announcement.
11. After the interview(s), each committee member is required to reduce to writing their evaluation(s) of all interviewees using the Standard Hiring Evaluation Matrix.
12. Submit completed Second-Stage forms/documents for EEO review and retention.
NOTE:
The EEO Officer or their designee will inform the Human Resources Department of hiring file completion status.
Hiring proposals will not be approved absent the EEO Officer’s verification confirming the receipt of all documents. (*see Hiring Process Check List).
Step 4: After EEO Officer Approves Hiring File.
13.Search Committees may submit hiring proposals.
Records Retention for System Audit Purpose: Hiring Process Records received by the Office of Equal Employment Opportunity are closed when complete and maintained fora period of two (2) years in accordance with Prairie View A&M University’s Retention Schedule.
