Middlebury’s hiring process is made up of the steps outlined below.
PeopleAdmin is an integral part of this process. Please note that you will be required to login with your Middlebury credentials.
Making a Staffing Request
Whenever a position vacancy is created, either by the creation of a new position, or when an employee leaves that position a requisition must be submitted in PeopleAdmin to be reviewed for approval.
To begin this process you must have the following:
- A PeopleAdmin account. PeopleAdmin uses CAS authentication so your user id and password will be the same one that you use to login to your system each day. If you are not able to login to PeopleAdmin, please contact Human Resources.
- The job title and number that you need to refill. When you login to PeopleAdmin you will only be able to initiate an action on positions that you supervise.
- The job description for all existing positions already exist in PeopleAdmin. PeopleAdmin will be our new repository for job descriptions and hiring managers will have the ability to update job descriptions as needed.
- The position assessment form is now a part of the requisition process in PeopleAdmin. You will no longer need to upload this as an additional document when you submit a requisition. Your PAF will also save with the position so that you can refer back to it for future requests. (You will still be able to upload an org chart for your area during the requisition process.)
View instructions for how to enter a requisition in PeopleAdmin for a new position.
To replace existing positions complete these steps.
To ensure that our resources are managed to their optimal level, all requests for staffing (replacement and new positions) will be reviewed by the Ways and Means Committee (WMC), unless they are 100% grant funded. The WMC, working with members of the Senior Leadership Group, will continue to balance the needs of the individual units and the institution through this review.
Managers should continue to submit all staffing requests through PeopleAdmin. Human Resources and the Budget office will support managers in this process and provide information to VPs and other members of the SLG and to the WMC for review. Human Resources and the Budget Office do not approve new positions or replacement hires.
Follow these steps:
- Initiate Request: Following a discussion with the responsible VP or SLG member, the hiring manager initiates a request for a new position or replacement in PeopleAdmin.
- Job Description and Compensation Review: Human Resources assigns/determines the job number, band, level and hiring minimum following a review of the job description and internal and external metrics.
- Budget Review: The Budget Office will confirm the availability of funds.
- Vice President or SLG Approval: The Vice President of the department or responsible member of the SLG will review the request and determine if he/she supports the request.
- WMC Review: HR will gather and summarize all VP/SLG endorsed requests for review at the next WMC meeting. 100% grant funded positions will not be subject to WMC review.
- Final Decision: WMC will review requests in consultation with the responsible vice president and make a final decision on the request.
When a position has been approved, Human Resources is notified of the approval as well as posting requirements. Typically, if a position is posted internally, it must be posted for two weeks before it can be opened to external candidates. During this time period only individuals classified as internal candidates* may apply.
* Active Middlebury College employees and their spouse/partner are considered internal candidates.
Recruitment needs vary widely based on the skill sets required for a position. Currently the HR office subscribes to numerous online job posting entities and hiring managers are encouraged to limit their initial advertising to the Middlebury College web site and these select external posting subscriptions for at least the first two weeks of external posting. After this time the hiring manager may elect to contact the HR office to discuss additional external advertising venues.
Hiring the best person for the job is the most important thing that a manager does. When you have the right person in the right job, you have the best opportunity to be successful.
As you begin the hiring process, it is important to establish guidelines for interviews. To help you with this process we have created a guide for effective interviewing. This guide covers the following topics:
- Interview Preparation
- Questioning Techniques
- Interview Notes/Rating Sheet
- Equal Employment Opportunity Interview Guidelines
Policy on Travel Costs Associated with Candidate Interviews
The costs associated with bringing candidates to the Middlebury campus for job interviews will be funded by Human Resources in accordance with the following:
The HR recruitment budget can support no more than one visit to campus for (up to) two candidates per search. Any additional travel will be at the expense of the hiring department or the candidate.
- A phone interview is required before bringing the candidate to campus.
- A candidate’s driving distance must be greater than 75 miles (radius) in order to be eligible for a mileage reimbursement through Human Resources.
- Flying distance must be greater than 200 miles (radius) in order to qualify for airfare & car rental reimbursement.
- Adequate advanced planning is required to ensure that the College is demonstrating fiscal responsibility when purchasing airline tickets.
- Moderately priced lodging is provided if the travel distance to Middlebury exceeds a 200 mile radius.
- Any meals associated with candidate travel will be at the candidate’s expense.
- Any meals associated with the interview process will be at the hiring department’s expense.
The hiring department is responsible for making travel arrangements on behalf of the candidate. Account information can be obtained from your employment team representative in the HR office in order for flight arrangements to be made through one of the College sanctioned travel agents. Completed vouchers and receipts also should be forwarded to HR so that the appropriate account information can be assigned to the voucher and then delivered to the Accounts Payable Office for processing.
When you have decided on a candidate and are ready to make an offer you will need to follow these steps to begin a hiring proposal in PeopleAdmin. Please note that you will be required to log in with your Middlebury credentials to view this information. The hiring proposal will notify HR of your intent to make an offer and will allow our compensation specialist to set the appropriate rate of pay for the candidate based on a number of factors. This process will also notify you of other information to share with your candidate. Please review Middlebury’s Reimbursable Moving Expenditures.
Staff Moving (Relocation) Subsidies
In order for a candidate to be eligible for relocation subsidies, hiring managers must consult with their employment team representative from Human Resources to include these expenses in the overall recruitment plan. Once agreed upon, relocation subsidies will be negotiated with the candidate as part of the employment offer and documented in the appointment letter. Generally, positions in the Management and Administration bands of the staff compensation systems will be eligible for the subsidy. Other positions which have presented a particular recruitment challenge may be considered on a case by case basis in consultation with Human Resources.
The moving subsidies will be covered by Human Resources within budgeted funds and prior approval is required to verify availability of funds. The appointment letter will instruct the candidate to save original receipts and submit them to HR within two months of the move date. Moving subsidies are granted in accordance with the following guidelines:
Candidate’s Relocation Distance
- 76 to 500 miles $1,600
- 501 to 1,000 miles $2,300
- 1,001 to 2,000 miles $2,800
- over 2,000 miles $3,500
Note: A relocation subsidy is not intended to cover all moving expenses. Some relocations will exceed the subsidy. The subsidy is intended only to offset the financial realities associated with relocation. If a department chooses to exceed the standard amounts, they must cover the additional expenses with department funding.
Moving subsidies may also be used to cover travel expenses for house-hunting trips or for a trip by the candidate’s spouse or partner to seek employment in the area, or to make arrangements for relocating to Middlebury. Any costs associated with house-hunting trips are considered a benefit and are taxable income per the IRS. This amount will be added to the employee’s taxable income for Federal, FICA and State withholding purposes and they will be taxed accordingly. Please refer to IRS Publication 521 for further information.
New Hire Orientation
Use the New Hire Orientation checklist as you integrate your new employee into your department.
In addition, it might be helpful for your new hire to review the information outlined on the Self-Service Resources. Remember that every new employee must fill out employment paperwork at the Human Resources office on the first day of work.
Ways and Means Committee
Requests must be submitted through PeopleAdmin and receive VP approval five business days prior to the next WMC Meeting date. Requests approved after that time may be held until the next meeting.
|Meeting Date||VP Approval by|
|January 13||January 6|
|February 3||January 27|
|March 3||February 24|
|March 31||March 24|
|May 5||April 28|
|June 2||May 26|
|July 14||July 7|
|August 4||July 28|
|September 1||August 25|
|October 6||September 29|
|November 3||October 27|
|December 1||November 24|
Ways and Means Committee (WMC) Members
Jeffrey Cason, EVP and Provost
Hannah Ross, General Counsel, Chief of Staff, and Secretary to the Corporation
David Provost, Executive VP, Finance and Administration