Hiring Procedures Policy : 5:00:00:00

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I. PURPOSE

This policy provides guidelines for hiring all regular full-time and part-time faculty, administrative staff and support staff employees of Motlow State Community College (Motlow State), pursuant to Tennessee Board of Regents (TBR) Policies 5.01.00.00, 5.02.02.30, and Guideline P-010.  Appointments for positions which report directly to the President, including interim appointments, require approval by the Chancellor and will be done in accordance with Tennessee Board of Regents (TBR) Policy 5.01.00.00 and Guideline P-010. 

II. PROCEDURE

  1. Unless waived by the President, vacant positions will be posted or advertised internally and/or externally by Human Resources (HR). 
  2. The determination of whether the position is posted internally or externally is at the discretion of the EDHR in consultation with the hiring Executive Vice President (EVP) or Vice President (VP) 
  3. When a posting occurs, the following instructions must be followed: 
    1. The hiring manager completes the Employment Requisition form in dynamic forms. 
    2. The EDHR approves the wording of the posting and determines where the position will be advertised.  A salary range will be designated based on the compensation plan by the EDHR in consultation with the EVPBF and the appropriate EVP or VP prior to the posting. 
    3. All exempt and non-exempt positions will be posted for a minimum of seven (7) calendar days. The EDHR may authorize an extension of a job posting for a longer period when needed. (ex: hard-to-fill position; insufficient candidate pool; etc.) 
    4. HR will pre-screen all applications for minimum qualifications (MQ) as designated in the position specifications included as part of the advertisement and place the candidates in the appropriate categories in the applicant tracking system (ATS) to facilitate search committee review or for notification via the ATS of those not moving forward in the process.  
    5. A search committee will be appointed by the appropriate EVP/VP via the electronic Search Committee Appointment form.  
      1. The committee must meet the following requirements:  
        1. A designated Committee Chair 
        2. At least one member from each employee category administrator, faculty, and support staff.  
        3. The committee should be representative of all employees with members from different disciplines/departments and campuses. 
        4. Search committee members should not have direct affiliation with other committee members or employment candidates so that they neither initiate nor participate in institutional decisions involving a direct benefit (retention, promotion, salary, leave, etc.) to a relative or family member or that may constitute a conflict in accordance with TBR policies and guidelines. 
      2. In addition to the requirements above, faculty search committees must include: 
        1. Appropriate Academic Dean or designee 
        2. Appropriate department lead/director 
        3. Faculty from the discipline or department representing a cross section of campuses – (when possible, faculty members should comprise a majority of each faculty search committee) 
    6. Once the Search Committee Appointment form has been approved, HR will send instructions to the committee chair and all members via email.   
    7. The Chair and members of the Search Committee will complete the Search Committee confidentiality form via dynamic forms. Once these forms are received by HR, the committee members will be granted access to the candidates in the ATS. 
    8. The search committee may begin reviewing applications immediately upon being granted access. 
    9. Prior to contacting applicants for interviews: 
      1. A Proposed List of Applicants for Interview and a list of interview questions on the HR provided approved rubric must be submitted to the Equal Employment Opportunity Officer (EEO) Officer and EDHR as an attachment via the Proposed List of Applicants for Interview form for review and approval. 
      2. For Faculty search committees, the rubric for the teaching demonstration on the HR approved rubric format will also be submitted as an attachment on the Proposed List of Applicants for Interview dynamic form.   
        1. Once the Proposed List of Applicants for Interview form has been reviewed and approved by the EDHR, EEO Officer, and EVP/VP the chair of the search committee will ensure search committee members review the HR Interview process guide included in the instructions email, approved interview questions, and the Techniques for a More Structured and Effective Interview Process. 
  4. Committee Responsibilities 
    1. The committee chair or designee will contact applicants included on the approved Proposed List of Applicants for Interview electronic form to schedule interviews.  
    2. The search committee may conduct interviews in person or virtually. Each candidate will be offered the same interview format option. 
    3. The chair ensures that the candidates are aware of the salary range and are still interested in the position before moving forward. 
    4. The search committee must utilize the rubric provided by HR to evaluate each candidate interviewed.   
    5. Motlow State will not pay for out-of-state travel expenses, except for searches involving Executive Vice Presidents or Vice Presidents.  All candidates to be interviewed must be given the option of paying for travel themselves or having their interview conducted virtually. 
    6. Once all interviews have been completed, the chair of the search committee will submit the Interview Outcome Form to HR. The Finalists, along with their scores, applications, resumes, and transcripts (if required) will be forwarded to the appropriate EVP, VP, or hiring manager,  
    7. Per the Confidentiality Agreement, committee members will not share any information regarding the selection process of a specific search with anyone outside the committee, EDHR, or the hiring authority. 
  5. Final interviews and offers of employment 
    1. If the EVP, VP, or hiring manager does not select a candidate from among the candidates interviewed, they may request additional names from the search committee or call for another search. 
    2. Regular full-time positions 
      1. An Appointment Form will be created and signatures of the President, appropriate EVP/VP, EVPBF, EDHR and EEO Officer, will be obtained prior to offering the position to the selected candidate.  
      2. The EVP/VP or their designee will make the offer of employment to the chosen candidate utilizing the offer letter provided by HR.  and notifies HR. 
      3. The hiring supervisor will request an official transcript to be sent to HR if a transcript is required for the position. 
    3. Regular part-time positions 
      1. An Appointment Form will be created and signatures of the President, appropriate EVP/VP, EVPBF, EDHR, and EEO Officer will be obtained prior to offering the position to the selected candidate. 
      2. The EVP/VP or their designee makes the offer of employment to the chosen candidate utilizing the offer letter provided by HR.  
      3. The hiring supervisor will request an official transcript to be sent to HR if a transcript is required for the position. 
  6. Final Actions 
    1. After the acceptance of the offer, HR will verify that official transcripts have been requested by the candidate and a background check has been initiated.  All offers of employment will be contingent upon a satisfactory background check and receipt of official transcripts to verify the candidate’s education credentials. 
    2. HR will make contact with the candidate to coordinate submission of necessary documents and the schedule for new hire orientation.  Benefits orientation should occur within three (3) days of the date of hire. 
    3. HR will notify those finalists not chosen for the position via the ATS system. 

Sources

Corresponding Policies

TBR Policies 5.01.00.00, 5.01.02.00, Guidelines P-010 and P-015  

History

Leadership Council Approved: July 28, 2017 (Renamed the Institutional Oversight Committee 

Revised: August 26, 2015; May 24, 2016; July 28, 2017; May 29, 2026 

Institutional Oversight Committee Approved: July 27, 2026 

President’s Cabinet Approved: August 4, 2026 

Effective Date/Approved: July 28, 2017; August 4, 2026