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Section: | 200 |
Section Title: | Executive |
Policy Number: | 215 |
Policy Name: | Recruitment, Selection, and Employment |
Approval Authority: | Board of Trustees |
Responsible Executive: | Vice President Administration and Finance |
Responsible Unit: | Human Resources |
Date Adopted: | November 2, 1988 |
Date Revised: | June 7, 1995; October 22, 1997; April 19, 2006; September 26, 2016; April 26, 2021 |
Policy
The College will hire talented employees from a diverse pool of qualified candidates using competitive and inclusive recruitment and selection processes.
The College will promote internal mobility of qualified employees and recruit external candidates by using transparent internal and external recruitment, selection, and search practices.
Waivers from the competitive selection process are subject to approval by the College Administration (the President and/or Cabinet) and shall only be granted to meet emergent operational needs of the College.
To set forth policy and procedures for recruiting, selecting and employing faculty staff, and managers.
Faculty, staff, and managers.
People Operations and Employee Resources Department
(201) 684-7506
Procedure 215A
Purpose of Procedure 215A
The College will recruit and hire the most qualified candidates from a diverse pool of candidates using competitive and inclusive recruitment and selection processes. Step- by-step recruitment and selection processes prescribed in Appendix 215A herein, are made in accord with the following:
Position Approval and Job Description: The College will: (i) evaluate its organizational needs to deliver College services efficiently and effectively; (ii) establish processes to approve the creation or renewal of positions (among others, permanent, temporary, agency-staffed positions) and; (iii) create job descriptions that summarize position responsibilities.
Recruitment and Selection: The College will promote internal mobility of qualified employees and recruit external candidates by using transparent internal and external recruitment and search practices. The College may sponsor foreign nationals for work visas to be employed by the College, as needed. Reimbursement of travel expenses for on-campus interviews for Director-level positions or higher are subject to approval by the College Administration. External search firms may be engaged to conduct executive searches subject to approval by the College Administration.
Diversity, Inclusion, Compliance, and Equity: The College will imbed the principles of diversity, inclusion, compliance, and equity in all phases of its recruitment, selection and employment processes. The College will advance these principles through the advertisement of positions, the development of diverse candidate pools, compliance with the selection and search committee processes, and the fostering of a welcoming and productive workplace environment.
Applicable Laws/Regulations and Collective Negotiations Agreements: The College’s Recruitment and Selection Procedures will comply with applicable laws and regulations (including but not limited to New Jersey Civil Service laws and regulations), and collective negotiations agreements.
Candidate Qualification and Risk Mitigation: The College will implement procedures to verify candidates meet the job requirements contained in the job description, fulfill any applicable legal requirements (such as proof of eligibility to work in the United States), and reduce exposure to employee-related risks (by using background checks, professional references, and driver’s license extracts).
Procedural Steps and Responsibilities
This procedure is further intended to assist in conducting an effective search and assuring equal employment opportunities for all candidates. Searches for classified, civil service staff are governed by the New Jersey Administrative Code 4A, and the New Jersey Civil Service Commission (NJ Civil Service Recruitment Title 4A) and are subject to additional rules and regulations and will be applied and guided by the People Operations and Employee Resources Department (hereafter “HR”).
Any questions, concerns or difficulties at any stage in the recruitment process should be directed to HR.
The Hiring Manager will submit the names of the intended Search Committee members to the Employment Equity & Affirmative Action Officer (hereafter “EEAAO”), copying the TAOC. Before final selection of the Committee members as well as communication to the Committee members, the Hiring Manager will obtain endorsement of the membership from the EEAAO in order to ensure a fair and diverse representation of the College community.
The endorsed Search Committee shall:
Note: See Appendix 215A for specific roles and responsibilities, requirements and limitations of Search Committee members.
The Hiring Manager may consider fewer than or more than three candidates to interview, however if there are fewer than three, the Hiring Manager will obtain the approval of the EEAAO.
If after interviews with the Search Committee, no compelling applicants are identified by the Search Committee Chair to be put forward to the Hiring Manager, the Search Committee Chair shall work with the Hiring Manager to determine next steps pursuant those outlined in section 6a-d below.
After interviews with the Hiring Manager have concluded, if no compelling applicants are identified for hire by the Hiring Manager, the Hiring Manager, in consultation with TAOC, will make a determination whether to:
a) go back to the applicant pool;
b) re-post the opportunity;
c) re-advertise to refresh the applicant pool; or d) fail the search (See “Failed Searches”).
If the Hiring Manager decides to direct the Search Committee Chair to go back to the applicant pool, the Search Committee should start again at step 6 above. The Hiring Manager may change the Chair and/or Search Committee members at this point. If Committee membership is changed, then the process will start again at step 2 above.
Reference checks should be conducted by the Hiring Manager. On occasion, the TAOC may provide backup to the hiring manager when conducting reference checks. All reference checking must be conducted in accord with guidance and reference check procedures available on the applicant tracking site.
The Hiring Manager or TAOC, shall document the reference check responses and issue a written memorandum including the name of the finalist selected as the successful candidate and affirming that approval from the Division Vice President has been received.
TAOC will then make the official offer of employment and lead the discussion on salary, benefits, and start date. The Hiring Manager shall be invited to attend the official offer and may participate in the discussion to highlight other items that may be specific to the position and to begin developing a positive and enthusiastic rapport with the new hire.
Note: Once the search is finalized in the applicant tracking system, the system will send correspondence to all other candidates who applied but were not interviewed.
The Hiring Manager will upload any documentation pertaining to the search process such as:
The search is then closed by TAOC via the applicant tracking system and the onboarding process of the successful candidate begins.
Waivers
Documentation for an internal search or non-competitive hire must provide valid reasons and circumstances as to why the search process is being waived. The President, upon the recommendation by a Provost/Vice President, and in consultation with the EEAAO, must approve an internal search or waiver of search procedures. The following describes circumstances that may justify an internal search or a non-competitive hire:
Failed Searches
In the event the search does not produce a viable candidate, the following steps will be taken:
Appendix 215A: Specific Search Procedures and Responsibilities
Appendix 215A: Specific Search Procedures and Responsibilities
A. General Requirements:
B. The Hiring Manager shall:
C. The Search Committee Chair shall:
D. Role of the Search Committee
E. Role of Conveners (Faculty Hires Only)
F. Selection of Ramapo Affiliate Members (Friends of Ramapo, Board of Governors, etc.) and their Role
G. Selection of Student Committee Members and their Role:
Guides
See applicant tracking site at https://ramapo.hiretouch.com
Definitions
Division V.P. – A Cabinet Member and/or Division Leader
Unit Head – Head of a Department
Unit Manager – Head of a subdepartment and /or unit
Abbreviations
AVPHR: Assistant Vice President of Human Resources
TAOC: Talent Acquisition and Onboarding Coordinator HR: Human Resources
EEAAO: Employment Equity and Affirmative Action Officer
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