library policy #10: Recruitment Policy and Procedures for Classified Personnel

A classified position is one which is subject to the provisions of the classification plan of The South Carolina State Personnel Manual which is maintained by the library secretary.

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The purpose of this policy is to outline the process for the filling of vacancies for classified personnel in grades of 10-24 at the Addlestone Library, the Marine Resources Library, The John Rivers Communications Museum, and at the Avery Research Center. Once the decision has been made to recruit for a classified position, all library and College staff may apply. Internal applications are encouraged. However, the Dean of Libraries, with the approval of the VP of Inter-Cultural Affairs, may limit the applicant pool to library and/or College staff or initiate an internal transfer to fill a vacancy.

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Positions may not be filled unless they are approved by State Personnel. No position may be filled without the approval of the Dean of Libraries, the Sr. Vice President for Business Affairs, the Provost, and the President of the College.

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Coordination of the recruiting process is the responsibility of a member of the library staff designated by the Dean of the Libraries. This person is called the Search Coordinator. The final recommendation for appointment is made from the Dean of Libraries to the Director of Personnel, to the VP of Inter-Cultural Affairs, to the Provost, and to the President of the College.

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• 5.1 The supervisor and the Assistant Dean of Public or Technical Services is applicable, reviews the position questionnaire to make sure that it accurately describes the duties associated with the position. The Dean of Libraries shall approve any proposed changes to the position questionnaire.
• 5.2 The Dean of Libraries asks the Personnel Department to initiate a "Permission to Recruit." The Dean of Libraries signs this form.
• 5.3 Advertising for the Position
• 5.3.1 The Personnel Department is charged with the responsibility of advertising the position. Positions are posted in all campus offices, the Library staff lounge, and distributed to other groups deemed appropriate by the Personnel Department with the advice of the Search Coordinator.
• 5.3.2 Newspaper and other media advertisements are placed by the Personnel Department. They must be requested in writing and paid for by the Library.
• 5.3.3 A Search Coordinator may request that Personnel mail position announcements to area libraries. It is the responsibility of the Search Coordinator to provide the mailing addresses in writing to the Personnel Department.
• 5.3.4 Applications will remain active (on file) for one year in the Personnel Department. Files of specific applicants who meet minimum qualifications may be requested from the Personnel Department for inclusion in the packet of applications of candidates to be considered.
• 5.4 Applications and Inquiries
• 5.4.1 The Personnel Department handles all applications and inquiries. Staff members should refer all interested applicants to the Personnel Department. This insures equal opportunity for all candidates. The Personnel Department also distributes "Position Announcements."
• 5.4.2 At the conclusion of the recruitment period the Personnel Department forwards to the Search Coordinator all applications of candidates who are interested in the position and who meet the minimum requirements of the position.
• 5.4.3 During the selection process all inquiries by applicants should be referred to the Personnel Department.
• 5.5 Interviews
• 5.5.1 Positions for grades 10-24 do not require a selection panel.
• 5.5.2 The Search Coordinator, Assistant Dean for Public or Technical Services, if applicable, and the Dean of Libraries determine the interview process.
• 5.5.3 The supervisor and the Assistant Dean, if applicable, and/or the Search Coordinator will select candidates to interview.
• 5.5.4 The Dean of Libraries has the option of adding or removing names from the list of candidates.
• 5.5.5 The names of the selected candidates are placed on the "Applicants Recommended for Interview" form. This form, signed by the Dean of Libraries, with the packet of applications is returned to the Personnel Department via the VP for Inter-Cultural Affairs who must also approve the list and my also add to the list.
• 5.5.6 The Personnel Department schedules all interviews.
• 5.5.7 Interview guidelines, a schedule of meetings, and other relevant information selected by the Search Coordinator will be distributed to all library staff members who interview the candidate.
• 5.5.8 If the group meetings are scheduled during the interview, they are for the purpose of acquainting the applicant and the staff. Questions should conform with the interviewing guidelines provided by the Personnel Department with the application packet. Questions should be limited to the applicant's experience and qualifications as they apply to the "Job Vacancy and Promotional Opportunity" form.
• 5.5.9 Staff Comments: Immediately after the interview, the staff who participate in the interview process should provide comments to the Search Coordinator. Comments should address the candidate's qualifications and qualities which pertain to the position description.
• 5.6 Final Recommendations
• 5.6.1 The supervisor should forward in writing the names of the top candidates with an assessment of the strengths of each to the Search Coordinator.
• 5.6.2 The Search Coordinator should forward in writing the names of the top candidates with the strengths of each to the Dean of Libraries. The Assistant Dean, if applicable, and the Search Coordinator will meet with the Dean of Libraries to develop a final recommendation.
• 5.6.3 The Search Coordinator fills out all reasons for non-selection on all candidates on the forms provided by the Personnel Department.
• 5.6.4 After the completion of all pertinent forms, the Dean of Libraries will then forward his decision to the VP Inter-Cultural Affairs, the Provost, and the President of the College. Upon their approval, the Dean will notify the library staff of the final decision.
• 5.6.5 No indication to the candidates of non-selection may be given prior to the final signatures indication the approval of all parties involved.
• 5.7 Selection for employment into open positions will be made from those most qualified as determined by appropriate examination processes and in keeping with the College's affirmative action policy.
• 5.8 Notification of non-selection: After the President approves the recommendation for hiring, the Personnel Department is solely responsible for notifying the recommended candidate for hire as well as candidates not selected.

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Draft: Virginia Friedman and Sheila Seaman September 12, 1984
Approved: Administrative Group September 26, 1984;
November 13, 1984:
November 18, 1984
Reviewed: Librarians October 25, 1984;
November 15, 1984
Approved: Director of Libraries November 16, 1984
Retyped: Library Secretary August 14, 1992

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