Employee Handbook

3.3 Selection and Placement

Selection and placement is based on several factors including skill level, work and educational experience, interview results, references, and consultation between the hiring department and the Employment Services Department. For all openings, it is expected that the hiring leader will hire the candidate that best fits the qualifications, skills, behaviors and expectations for the role at the time it is available.

The supervisor of the vacant position, in consultation with the Employment Services Department, will select from the interviewed candidates, the person to be hired. The hiring supervisor, in consultation with Employment Services, is encouraged to extend the job offer to their prospective new employee. However, letters of employment (initial hire letters) will be issued by the Employment Services Department.

When utilizing references, it will be the responsibility of the hiring supervisor (or his/her designee). Where required, Employment Services will arrange for a background check or pre-placement physical paid for by the College. Offers of employment are contingent upon successfully passing background and/or pre-placement physicals. For positions with access to residential room keys, a more extensive background check will be conducted by the Employment Services Department in accordance with the Kari Koskinen Criminal Background Check Act. For further explanation of the background or pre-placement process, see the background check policy.

The hiring manager may request to see elements of the internal candidates personnel record, such as past performance reviews or other documentation related to past performance that resides in the Personnel File. Access will be limited to the hiring manager and must take place at the Employment Services office. Additionally, hiring managers are encouraged to speak with previous internal supervisors about the candidates history and ability to be successful in the open role. Likewise, supervisors are encouraged to be open and honest with internal managerial colleagues when discussing the suitability of the candidate for any given role.

3.3.1 Internal Movement

All postings for employment at Macalester will be simultaneously posted internally and externally. However, at the discretion of the hiring manager and Employment Services, a five day internal priority period may be utilized. Factors that contribute to the posting process are business needs at the time of the opening and/or the nature of the position in question.

To be eligible for consideration with an opening, staff employees must normally have completed one year of service in their current position. Exceptions need to be approved in advance by the Director, Employment Services and the staff members current supervisor. Internal applicants should follow the same procedure for applying as any other candidate, by submitting an application via the on-line process.

Open positions will be maintained on the Employment Services website. If an internal applicant for the position meets minimum qualifications for the position as determined by the hiring manager and the Employment Services Department, the internal applicant should normally be granted an interview. However, this is also contingent upon the nature of the position and the performance history of the internal candidate.

In all cases, internal applicants should be notified of any decisions related to their application by either the hiring manager or Employment Services.

Promotions

Promotions are defined as being hired into a role that is a higher job grade than the role the individual will be vacating. Unless extenuating circumstances exist, promotions should enable the employee to receive an increase to their pay. Factors that should be considered in determining a new pay rate will include, current rate in relation to new job grade, history of experience related to new position, budget, internal equity and proximity to Macalester’s annual staff salary adjustment date (June 1). In all cases, promotional increases will not exceed 10% of an individual’s current pay. Exceptions will need approval from the Director, Employment Services.

Lateral Movement

Lateral moves are defined as being hired into a role that is the same job grade as the role the individual will be vacating. Unless extenuating circumstances exist, lateral movements are not eligible for salary adjustments. Exceptions will need approval from the Director, Employment Services.

Demotions

Demotions are defined as being hired into a role that is a lower job grade than the role the individual will be vacating. Unless extenuating circumstances exist, demotions will generally result in a downward adjustment to the employee’s pay. Factors that should be considered in determining a new pay rate will include, current rate in relation to new job grade, history of experience related to new position, budget, internal equity and proximity to Macalester’s annual staff salary adjustment date (June 1). Exceptions will need approval from the Director, Employment Services.

3.3.3 Employment of Family Members or Others in Close Relationships - Staff

Macalester will allow simultaneous employment of more than one member of the same family. The appropriateness of placement of a family member of an employee in a critical or confidential area will be evaluated on a case-by-case basis. Employees shall not participate in personnel decisions (initial appointment, retention, promotion, salary, leave of absence, etc.) involving direct benefit to members of their immediate families or household. Members of the family or household may not be in a direct reporting relationship. Other relationships may also prevent an employee from participating in personnel decisions relating to an individual where a relationship exists outside of the College, and will be evaluated by the Employment Services department on a case-by case basis.