PPM 61-250-1 Hiring of Personnel (Procedure) on www.olc.edu

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                                                                   10-05-2005, 3-22-07, 01-28-16

                             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 

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 

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 

     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 

     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 

     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 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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