61-250-1
10-05-2005, 3-22-07
HIRING OF PERSONNEL (PROCEDURE)
(SEARCH AND SCREEN)
A. Applicability: The search and screen procedures, as defined in this section, are applicable to
those major positions of the college, namely: the Executive Vice-President for Community
Services and Student Development; the Vice-President for Instructional Programs; the Vice-
President for Business Affairs; the Director of Institutional Development, and the President.
In addition, the Board may feel that the filling of another position other than that described
above is crucial enough to warrant the application of search and screen procedures. The
board, in this case, may direct that search and screen procedures be applied to that particular
position.
B. Deadlines: Immediately upon the vacancy of one of the above positions, that President or
other executive officer shall initiate search and screen procedures as defined in this section.
Vacancy announcements shall be distributed according to guidelines as defined in this
handbook. The Personnel/Grievance Committee shall be called together for the purpose of
appointing a Search and Screen Committee. Due to the difficulty sometimes encountered in
filling key positions, reasonable time shall be allowed the Search and Screen Committee to
submit a list of potential candidates. For those positions for which other executive office shall
recommend to the Board at their next regular meeting, that search and screen procedures be
initiated for he position in question. Along with the recommendation for search and screen
procedures be initiated for the position in question. President or other executive officer shall
submit a list of potential search and screen committee members from which the Board will
appoint a search screen committee if they decide to initiate such procedures.
C. Search and Screen Committee:
1. Membership: The committee shall be comprised of six (6) members chosen in the
following way: two program directors or supervisors; two teaching faculty; one
center director; one student; both of the major divisions of the college must be
represented; the program directors or supervisors may not be from the same
division; the teaching faculty may not be from the same department; the student
shall be an active student enrolled either part-time or full-time. As soon as possible
after appointment, the committee shall convene for the purpose of initiating search
and screen procedures. A chairman will be appointed from among and by the
members. The responsibility of the chairman shall be to facilitate the meetings and
coordinate the functions and responsibilities of the committee.
2. Responsibilities: The major responsibility of the committee shall be to complete a
list of potential candidates for the position candidates for the position in question.
The committee may utilize those means of recruiting applicants that it deems
essential to accomplishing the task. Care should be exercised, however, to insure
that such means are within policies and guidelines of the college and within the
limits of availability of financial resources.
The chairman shall delegate the various identified tasks to the members of the
committee. Form among the list of potential candidates, the committee shall bring
in a reasonable number of the candidates for the purpose of interview with the
appropriate personnel of the college and with the Personnel/Grievance Committee.
3. Candidates: Potential candidates shall be those who have responded to the
vacancy announcement and those who have been recruited by the committee by
whatever means they may have devised. Candidates shall be considered based
solely upon the requirements and responsibilities of the position in question.
Sincere efforts shall be made to recruit Indian people, preferable local, who meet
the requirements. The committee shall utilize as a guideline in recruiting
candidates, the vacancy announcement and job descriptions specifically related to
the position in question. In addition, the committee may enumerate other criteria
which it deems essential to the position and which are not listed on the vacancy
announcement or job descriptions. Those candidates or applicants who do not
meet minimum requirements of the position shall not be considered. The
committee shall, upon recruiting and interviewing candidates and applicants,
submit recommendations to the appropriate supervisor and personnel/grievance
committee. The committee shall list all applicants and candidates (providing all
meet minimum requirements) in order of preference enumerating specifically
(utilizing the criteria of the position) why the individuals are ranked where they
are.
4. Background Check: An applicant for employment with Oglala Lakota College
may have a federal background check completed prior to a search and screen
committee considering the applicant.
Applicants for the Oglala Lakota College Head Start Program must have a tribal
records check and a National Criminal History Check completed. The Oglala
Lakota College Head Start Program will pay for the cost of the Background
investigation for the selected applicant only. The search and screen committee has
the discretion to not forward a recommendation to the President based on an
applicant’s background check.
An applicant for the Head Start Program shall not be considered for employment
if the applicant has a felony conviction for theft, any conviction for child abuse
and neglect, or any violent felony conviction.
5. Substance/Alcohol Abuse: When an applicant is selected by the Board of
Trustees, they will receive a temporary appointment until the drug test results
come back to the OLC Personnel Office. If an applicant fails the drug test, their
employment with Oglala Lakota College ends immediately. If an applicant passes
the drug test, their employment with Oglala Lakota College becomes permanent
and retroactive back to the date of the temporary appointment. Current employees
applying for different positions within OLC are subject to pre-Employment
testing. For the applicant who fails the drug test, they may reapply after 45 days
for unfilled vacant positions within the college. Those applicants who have failed
an initial drug test and then are hired after the forty five days waiting period will
again take a pre-employment drug test and then be randomly drug tested every
month for one year. Thereafter, they drug test twice each year. An employee who
fails the initial drug test and then fails a second time during their permanent
employment shall be immediately terminated.
6. Duration: Upon final recommendation by the Board of Trustees with regard to the
position in question, and upon lack of further delegation of responsibility by the
Board to the Committee, the Committee shall be officially dissolved.
7. Records of Proceedings: The committee shall, during the course of its activities,
maintain accurate records and minutes of its proceedings, meetings, interviews,
and deliberations. A separate folder for each candidate and applicant shall be
developed; included in the folders shall be all relevant records of the candidate or
applicant (application, resume, letters of recommendation, etc.). These records
shall be kept readily available to be used by the appropriate supervisor and the
Board of Trustees in their deliberations and discussions. Prior to official
dissolution of the Committee, to the appropriate files.
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