SECTION 800 - HUMAN RESOURCES
803.19††††††††††† ††††††††††† EMPLOYMENT OF MEMO ONE PERSONNEL*
In order to ensure
consistency in the hiring of major administrative personnel, Georgia Perimeter
College major administrative positions (vice presidents, provosts) are advertised
in accordance with the Board of Regents Policy (803.02)
procedural steps are established for the employment of Memo One personnel:
- When a
vacancy occurs or a new position is created the Presidentís Office will
prepare a DP20 and DP21 and forward for routing as follows: (a) Human
Resources; (b) Assistant Director of Finance/Budgets; (c) Executive Vice
President for Financial and Administrative Affairs; and (d) return to
- The Human
Resources Department prepares a letter for the Presidentís signature to
the Chancellor in compliance with Board of Regents Policy 803.02 (Revised
letter to the Chancellor shall include the following:
nature of the position;
improvements and changes to be made by the new appointee in this
place of the activity in the development of the institution;
method to be followed in identifying possible appointees;
professional qualifications and special competencies to be sought;
salary range anticipated.
4. The DP 20/21 are returned by the Executive Vice President
for Financial and Administrative Affairs to the Human Resources Department for
(a) advertising in accordance with posted advertising procedures; (b)
notification to Applicant Clearinghouse; (c) position announcement disbursal.
5. The Search Committee is appointed by the President or
his/her designee who will set the parameters of the committee responsibilities
in consultation with the Human Resources Department.
*Georgia Perimeter College is a Type III institution and
Memo One procedures apply to provosts and vice presidential positions only.
(Presidents are not included because the policy governing their appointments is
treated in Section 203.0202).
6. The Presidentís Office notifies the Human Resources
Department of the Search Committee Chair and its members.
7. The Human Resources Department receives applications and
sends letters of acknowledgment requesting: resume, copies of unofficial
graduate transcripts, and a list of five references (names, addresses, and
telephone numbers). Human Resources Department encloses Applicant Clearinghouse
brochure and EEO form.
8. The Human Resources Department forwards completed applicant
files, within a week after deadline, to the Chair of the Search Committee.
9. The Human Resources Department will meet with the Chair of
the Search Committee or the entire committee to provide appropriate
instructions, forms, etc.
10. The Chair of the Search Committee reviews applications for
an appropriate pool and notifies the Human Resources Department.
11. The Chair reviews applications with the President or his/her
designee to eliminate those who do not meet the minimum advertised
12. The Search Committee selects candidates for interview. The
Search Committee is responsible for checking references (three of the five
submitted with application and documenting on appropriate form) and evaluating
transcripts. Copies of unofficial transcripts must be in the candidateís file
before the candidate is recommended to the President for consideration.
13. The Search Committee Chair recommends to the President or
his/her designee a list of selected applicants for interview (a minimum of
five) and forwards a copy of their file to the President.
14. The President reviews the candidates recommended for
interview and establishes a list of candidates to be interviewed.
15. If one of the selected candidates is an employee at another
Regents institution the following must occur:
Chair requests the Human Resources Department to write a letter from the
President to secure authorization from the President of the employing
institution to interview the selected candidate(s).
authorization is received from the employing institution, the President
informs the Human Resources Department that permission has been granted.
Human Resources Department informs
the Committee Chair that the interview may be scheduled.
16. The Search Committee Chair returns files of applicants not
selected for interview to the Human Resources Department and provides a list of
candidates whose files are being retained for interview.
17. The Human Resources
Department notifies, in writing, the applicants not to be interviewed that they
are no longer being considered for the position and retains the original files.
18. The Chair informs
the President and the Human Resources Department of the interview schedule and
provides a copy of interview questions for the file.
candidates to be interviewed must complete an official Georgia Perimeter
College Employment Application Form.
Any candidates invited to interview who require special accommodations
under ADA should contact the Director of Human Resources (404) 244-2380.
Search Committee conducts interviews. A representative from the Human
Resources Department may request to observe the interviews.
21. The Chair makes a
recommendation, reflecting the decision of the Committee, submitting the
following to the Human Resources Department:
Chairís letter of recommendation with names in unranked order
(complete #1, 7-9 ONLY, sign and date)
Flow Chart (using
a copy of the alphabetic list provided, please document applicants status
with regard to the position: race, gender, meets/does not meet
requirements, transcripts, declined interview, cancelled interview, etc.)
each Committee member (signed and dated) on all applicants interviewed
(attach to each candidateís file).
reference checks of all
applicants interviewed (documented on appropriate form). If the reference
checks did not include a recent immediate supervisor, the Chair will ask
the candidateís permission to contact the individual.
packet of all applicants interviewed.
Perimeter College Employment
(completed) for all interviewed candidates.
- The Human Resources Department
obtains the appropriate DP 20/21, Applicant Clearinghouse Form,
recommendation, and files of selected finalists and forwards the
recommendation to the President for further consideration.
- When a
list of at least three qualified finalists has been developed, the list
should be forwarded to the Chancellor along with a copy of the vitae for
after receiving approval from the Chancellor shall the President proceed
to interview the finalists further and make a commitment to one of them
subject to ratification by the Board of Regents.
approval is received from the Chancellor to proceed, the President will
notify the Human Resources Department.
President will request the Human Resources Department to prepare a letter
for his/her signature informing the selected finalist he/she is being
recommended for the position. (The Executive Vice President for Financial
and Administrative Affairs will be consulted regarding salary placement.)
The offer letter contains the position title, effective starting date,
salary, (rank and tenure status, if appropriate), subject to the
ratification of the Board of Regents.
acceptance from the selected finalist, the Human Resources Department
prepares FIS Form and enters data on Faculty Information System, including
the Memo One screen.
- The Human
Resources Department shall notify, in writing, all candidates who were
interviewed but not recommended that they are no longer being considered
for the position and retains the original files.
- After the
Board of Regentsí regular meeting, which is held the second Tuesday and
Wednesday of each month, the Human Resources Department will advise the
President, Executive Vice President for Financial and Administrative
Affairs, and the Budget Office of the approved recommendation(s).
- The Human
Resources Department requests a contract, (if appropriate) to be prepared
by the Budget Office. A contract is prepared and returned to the Human Resources
Department for distribution.
signed contract is returned to the President and forwarded to the Human
College Advisory Board 9-23-99