It is the policy of Williams College to establish and adhere to standard recruitment procedures. The staff hiring guidelines are a brief summary of the key points central to conducting a successful search. It is Williams’ policy that recruitment for all full and part-time staff positions reflects a balanced commitment to equal employment opportunity, affirmative action, good personnel management practices, and the mission and goals of the institution
This guide is intended to provide general assistance. It is not intended to address all possible scenarios related to recruitment, interviewing, selection and hiring.
Members of the Human Resource staff are available to provide guidance and support throughout this important process.
Guidelines for Recruitment and Hiring
It is the policy of Williams College to establish and adhere to standard recruitment procedures. This guide is a brief summary of the key points central to conducting a successful search. It is Williams' policy that recruitment for all full and part-time staff positions reflects a balanced commitment to equal employment opportunity, affirmative action, good personnel management practices, and the mission and goals of the institution.
Overview of Recruitment Procedure
Williams' recruitment procedures promote the fundamental philosophy of equal opportunity in selecting the most qualified individuals available to assist in meeting the College's mission. Recruitment and hiring procedures as defined here are to be applied consistently for all staff (non-faculty) positions. A qualified individual is defined as one who meets the minimum education and experience requirements, either through formal education, work or volunteer experience, and possesses the potential for development and success in a position.
All full- and part-time regular and term positions are covered by these procedures. Emergency recruitment needs may be exempted (waived) from this procedure with the approval of the Affirmative Action Officer and the Director of Human Resources. The decision to waive a search may be based on the following: organizational restructuring that results in the elimination of a position; or the existence of a diverse qualified applicant pool from a recent search for a comparable position.
Recruitment for temporary appointments is not bound by this procedure. However, the standard recruitment process will be adhered to should an employee on a temporary appointment wish to compete for a regular full- or part-time position.
Authorization to Employ
Authorization is required for all regular new and replacement positions prior to beginning a search. (
See Vacancy Review Policy.) Departments should contact the Office of Human Resources upon notification of an opening. Human Resources has the responsibility to review and approve the job description, determine the search plan, establish a hiring range, and ensure budget approval before the position can be announced. Human Resources will also notify the Assistant to the President for Affirmative Action and Government Relations (hereafter referred to as the Affirmative Action Officer) of the search plan.
All regular positions will be posted weekly on the Office of Human Resources web site. A position must be posted for at least one week (five workdays) from the posting date before it can be filled.
To develop a broad and diverse applicant pool, most vacancies are advertised simultaneously on campus and outside the College. Human Resources will work with the hiring department to determine the appropriate scope of the search. This includes the development and placement of advertisements, as well as listing openings with outreach agencies. Positions are also advertised on other websites, list serves, and in local newspapers. Depending upon the position, advertisements may also be placed in regional, national, and/or specific professional publications. It is advisable to expand the search to include professional organizations and networks of special interest to women and minorities as identified by Human Resources. Advertisements will include a summary of the position's responsibilities and the minimum education and experience requirements. The cost of advertising is borne by the Office of Human Resources.
Interviewing and Selection
Screening: The Office of Human Resources and the hiring department will screen resumes and/or applications to identify the most qualified applicants as indicated in the advertisement, and in accordance with the job description. Equivalent years of related experience may be exchanged for education dependent upon the position. When reviewing resumes please remember not to make notes or comments directly on resumes, cover letters or other application materials.
Interviewing: The hiring department and the Office of Human Resources will discuss procedures for on-campus interviews. The Affirmative Action Officer offers the option of arranging meetings for women and minority candidates with other women and minority staff as requested.
The hiring department, and in most cases someone from the Office of Human Resources, will interview selected candidates. Thorough planning of questions pertinent to the duties and responsibilities of the job will assist in structuring effective, consistent interviews. Interview guideline booklets are available through the Office of Human Resources. Interviewing notes should be kept separately from the resume or application and retained until the process is completed.
Preliminary interviews may be conducted by telephone to narrow the pool of candidates who may then be invited to campus. Telephone interviews can be a cost-effective way to explore an applicant's qualifications and clarify important information such as lapses in job history, specific job duties, or education. This may also serve as an opportunity to determine the candidate's salary requirements before an interview. It is not advisable to engage in extensive discussion and/or negotiation of the salary range, however, at this stage of the recruitment process.
Recruitment related expenses:
Reference checking: Reference checks should be limited to the top candidate(s) and be conducted only after interviews are completed. References may be checked by telephone after receiving written permission from the candidate via a signed reference checking authorization form.
Many employers may require written authorization from candidates before releasing information, or may provide only standard verification of job title and dates employed.
Reasonable accommodation: Federal law requires employers to make reasonable accommodations for applicants with disabilities applying for a job. For example, individuals with visual or learning disabilities may require assistance in filling out application forms. More detailed information regarding interviewing and hiring of individuals with disabilities, as well as the College's obligation to make "reasonable accommodation" is available through the Office of Human Resources.
Applicant reporting: The federal government requires that the race and gender composition of all applicant pools be secured and maintained. Applications/resumes are logged into a central database. An Acknowledgment and Information Request card is then sent to acknowledge receipt of vita, and solicit relevant voluntary information related to the profile of the applicant. Information received from candidates is then reported to the Affirmative Action Officer at the end of the search.
Offer: The hiring department in consultation with the Office of Human Resources will identify the most qualified candidate. Starting salaries will be based on the candidate's qualifications as advertised, as well as relevant market data and internal equity. In accordance with the College compensation philosophy, employment offers will be made by the Office of Human Resources in order to insure consistency in Williams' hiring practice, salary structure and benefits information. No commitment, verbal or written, may be made without prior approval from Human Resources.
A letter of appointment will be sent confirming the terms of employment along with information regarding benefits and orientation. The new employee will be instructed to report to Human Resources for an initial orientation sometime during the first three days of work.
Closing the search: Candidates who were interviewed, but not hired should be notified as soon as possible by the hiring department when the position has been filled. Sample letters are available through the Office of Human Resources. Applicants not interviewed will be notified by the Office of Human Resources at the close of the search.
This guide is intended to provide general assistance. It is not intended to address all possible scenarios related to recruitment, interviewing, selection and hiring. Members of the Human Resource staff are available to provide guidance and support throughout this important process.
Recruitment Travel and Reimbursement Guidelines
for Candidates Coming to the Williams Campus for Interviews
The Office of Human Resources offers the following guidelines for candidates coming to campus for interviews. These guidelines are not intended to address every possible situation. It is our policy to reimburse
for expenses related to travel to Williams College for on campus interviews. Therefore, should there be any questions or need for additional assistance, please contact the Office of Human Resources at 413-597-3129. All original receipts should be submitted to the Office of Human Resources, 100 Spring Street, Suite 201, Williamstown, MA 01267.
The College does not have an "official" travel agent. Candidates are free to make their own arrangements they feel will give them the best service and price.
All efforts should be made to obtain the lowest coach fare available. When the savings generated by traveling and staying over on a Saturday night exceed the cost of lodging and meals for a pre- or post-interview period, the College encourages the applicant to make the Saturday night stay. The College will reimburse up to $500.00 for coach airfare without prior approval. For electronic tickets, please submit the web page printout or confirmation letter that is e-mailed to you and the boarding passes for each leg of the trip. For paper tickets, please provide the last page of the airline ticket (passenger receipt) as receipt for the trip.
Limo Service/Car Rentals
Applicants coming by plane can contact local limousine services or rent a car at the airport. Original receipts must be retained and submitted for reimbursement.
Applicants coming some distance by automobile will be reimbursed for mileage and tolls by the College. Please call our office at 413-597-3129 for the most current IRS mileage rate. However, mileage reimbursement may never exceed the cost of available alternate transportation, i.e., the reimbursement for mileage cannot exceed the lowest train or airfare available. In cases where the applicant elects to drive rather than travel by plane or train, the lower of the available alternatives will be reimbursed.
See also: Visiting Williams: Driving Directions
Applicants coming by train or bus will be reimbursed by the College. Original receipts must be retained and submitted for reimbursement.
The College will reimburse up to $100.00 per night without prior approval in any one of the local hotels or motels. Currently, the Orchards Hotel and Williams Inn in Williamstown as well as The Porches in North Adams have agreed to a discount rate during "off-peak" times (higher rates prevail during the summer and holidays). To receive the discount, let the reservation clerk know that you are a candidate here for an interview for a position at Williams College or contact Human Resources at 413.597.2681. The detailed bill from the hotel must be submitted as supporting documentation for reimbursement.
See also: Visiting Williams: Hotels, Motels, B&Bs
The College will reimburse the reasonable and actual cost of meals, up to $15.00 per meal, including gratuities, for breakfast and lunch and up to $50.00 per meal, including gratuities, for dinner. Meals may be charged to hotel/motel room, if applicable. An itemized receipt must be provided.
When candidates are taken to dinner as part of the interview process Human Resources will reimburse up to the above amounts for up to four people including the candidate. The cost of a beverage will be reimbursed as part of the meal as long as the cost of the meal does not exceed the above-mentioned limits per participant. Expensive wines, and drinks not associated with the meal will not be reimbursed.
Meals should be charged with a College purchasing card. Submit the receipt along with the name of candidate, position, department and names of others in attendance to Human Resources. Journal entries will be processed and charged to the Recruitment budget.
NOTE: If a candidate cancels an interview after travel arrangements are made, the candidate will be responsible for his/her travel expenses.