Hiring Managers – here are a few tips for drafting the Search Plan
• If you’re ready to draft the Search Plan, then you already have funding and department approval to hire, right? If
not, take care of those items right away. Need guidance? Contact your HR representative.
• The more complete the information in the Search Plan, the more quickly the recruitment can proceed. That’s a
good thing!
• Information you’ll need includes job specifics and hiring process milestone dates which drive how quickly the
recruitment will move along.
• Search Plan information will be used to create the Job Requisition in HRMS which will generate the Job Posting.
• Contact your HR representative if you have questions about the information needed for the Search Plan.
•
Save the Search Plan to your local drive. Save frequently as you build the Search Plan
Job Posting Related Information
Job Summary – Information about the overall nature of the position’s roles and responsibilities. What
will the person be doing on a regular basis? Will an applicant understand what the job involves from the
information provided?
Essential Functions – Lists specific tasks with percentages for each task. Follow the sample format.
40% - Describe the function; Describe the function; Describe the function
25% - Describe the function
20% - Describe the function
15% - Describe the function
Percentages should add to 100%. Separate functions within the same percentage with a semi
colon.
Minimum Qualifications - 3-5, focused on the essential knowledge, skills, abilities, and/or education
needed to do the job. Follow the sample format
1.
2.
3.
4.
5.
First Minimum Qualification
Second Minimum Qualification
Third Minimum Qualification
Fourth Minimum Qualification
Fifth Minimum Qualification
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Desired Qualifications: 5-7, focused on additional knowledge, skills, abilities, and/or education a more
qualified applicant could bring to the job. Follow the sample format.
1.
2.
3.
4.
5.
First desired qualification
Second desired qualification
Third desired qualification
Fourth desired qualification
Fifth desired qualification
Special Working Conditions – such as work hours different from M-F 8-5, prolonged sitting or standing,
lifting a certain weight, Driver’s license required, working at multiple locations, etc.
Special Notes – such as information to include with the application, the position start date, projected
end date for short term position, etc.
Note: Positions are automatically advertised on MCCCD Jobs, HigherEdJobs, and Jobing.com. Click here
for Employee Group policy guidelines for job advertising length of time requirements. For additional
ads, ad copy must be approved by HR.
Cost
Ad 1 Vendor
Account Code
Dates From – To
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Job Essential Functions
Part 1: Physical Requirements
Section A
Section B
 Sitting
Pounds Lifted:
 Standing
 Walking
waist high:
 Kneeling
 Stooping
 Using a ladder
Section C
Person will be operating:
 Telephone
 Computer/electronic
equipment
 Hand tools
Shoulder high:
Above the head :
Pounds are
 Carried alone
 Carried with someone else
 On an incline
 Using stairs
Part 3: Mental Effort – requirements
performed on a daily basis
 Reading English
 Writing English
 Basic arithmetic (+, -, x, etc.)
 Mathematics (%, ratios, formulas, etc.)
 Weighing and/or measuring
 Drawing conclusions
 Analyzing data
 Searching for solutions
 Creating methodologies
 Conducting research
 Managing resources/directing projects
 Evaluating performance of others
 Electric tools
 Manipulate small
objects
Part 2: Sensory Abilities
 General vision
 Distinguish color
 Hear or listen
 Taste
 Smell
 Touch
 Speak clearly
Part 4: Work Environment
Working under pressure
Working rapidly
More than 50% of time is spent:
 Indoors
 Outdoors
 In an automotive vehicle
 At a desk, bench, or window
 In an office or control room
The noise level:
 Requires ear protection
 Is normal
The work surface is:
 Level
 Slippery
 Sloping
 Uneven
The condition of the air is:
 Affected by fumes, smoke, etc.
 Clean (controlled)
 Dusty/dirty
 Normal/average
 Wet/humid
Hiring Process Team - Hiring manager and subject matter expert are recommended to participate on the Screening
and Interviewing Teams. Teams may consist of more than the minimum number. Team members may participate
in one or both roles.
Screeners (minimum of 2) - Please enter all names on one line; separate using commas.
Interviewers (minimum of 3, follow diversity guidelines) - Please enter names continuously; separate using
commas
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Job Approval Related Information
Hiring
Manager
Job Title
Working Title (if
HR Consultant
different from official
title)
Job Opening Information
Opening Type:
 Standard
 Open until filled
Position Number:
Custom Data:
Employee Class:
Job Code:
Regular (permanent)
or Short Term:
Establishment ID:
FTE:
 Regular
 Short Term
Department:
Location:
Status Reason:
Employee Being
Replaced:
 Replacement
 New Position
 Temporary
Account Code 1
%
Account Code 1 %
Account Code 2
%
Account Code 2 %
Grant (if applicable)
Grant Name:
Grant Number:
Notes
Grant Begin Date:
Grant End Date:
Job Opps ID:
Calendar ID:
Salary Range:
Days and Hours
None
$_______ - $________
Job Opps ID:
Data entered here will
populate in the job posting
Title Section (e.g, specially
funded, short term
position, extended)
Scoring of desired qualifications:
Numeric
Yes/No
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Process Milestone Target Dates
HR Meeting to review Search Plan
Calendar select
Recruitment calendar type
 Standard
 Continuous
Posting order
 Internal only
 Internal then External
 Internal & External simultaneously
Standard recruitment – closes on a specific date
Internal Open
Internal Process Dates
Internal Close
Internal Screening Complete & Results
provided to HR
Contact Internal Candidate(s) to Schedule
Interview
Internal interviews complete &
Preferred Candidate submitted to HR
Reference checks complete (for Preferred
Candidate or all finalists allow 1-3 days)
Background checks complete (7 days from
Preferred Candidate submission)
Target Job Offer
External Process Dates
External Open
External Close
External Screening Complete & Results
Provided to HR
Contact External Candidate(s) to Schedule
Interview
External interviews complete &
Preferred Candidate submitted to HR
Reference checks complete (for preferred
candidate or all finalists allow 1-3 days)
Background checks complete (7 days from
preferred candidate submission)
Target Job Offer
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Continuous recruitment – initial closing date, and additional
interval dates until position filled
Internal Open
Internal Process Dates
Internal Close for first screening
Initial internal Screening Complete &
Results Provided to HR
Additional screening every ______ weeks until
position filled or recruitment closed
Contact Internal Candidate(s) to Schedule
Interview
Internal interviews complete &
Preferred Candidate identified
Reference checks complete
Background checks complete
Job offer
The timeline for a
continuous recruitment is
dependent on the quality of
applications and/or
interviews. If there is not a
preferred candidate or
finalists after the first round
of screening and/or
interviewing, additional
recruiting milestone dates
will need to be adjusted.
External Process Dates
External Open
External Close for first screening
Initial External Screening Complete & Results
Provided to HR
Additional screening every ______ weeks until
position filled or recruitment closed
Contact External Candidate(s) to
Schedule Interview
External interviews complete &
Preferred Candidate identified
Reference checks complete
Background checks complete
Job offer
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Interview Planning
Person responsible for contacting applicants to schedule interviews
Formal Interview #1
Note: If using an assessment, provide HR a copy of it and the rating rubric when you submit the Search Plan draft.
Select one:
 Face-to-face
(in person or videoconference)
 Telephone
Options:
1. Interview questions provided up to 30 minutes before interview:
 Yes
 No
2. Assessments and rating rubric
 Micro Teach/Demonstration
 Portfolio/Sample work product
 Skills Testing (e.g. technology, hands-on, problem solving)
 Open Forum
Interview
location:
Location contact
person:
Interview
Date(s):
Contact person
phone number:
Formal Interview #2
Note: If using an assessment, provide HR a copy of it and the rating rubric when you submit the Search Plan draft.
Select one:
 Face-to-face
(in person or videoconference)
 Telephone
Interview
location:
Interview
Date(s):
Options:
1. Interview questions provided up to 30 minutes before interview:
 Yes
 No
2. Assessments and rating rubric (checkboxes)
 Micro Teach/Demonstration
 Portfolio/Sample work product
 Skills Testing (e.g. technology, hands-on, problem solving)
 Open Forum
Location contact
person:
Contact person
phone number:
Informal Meeting with College President/Vice Chancellor or other Executive Leadership
Meeting is with:
Meeting location:
Location contact
person:
Meeting date(s):
Contact Person
Phone Number
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Interview Questions: mix of behavioral and experiential questions related to qualifications, typically focusing on the
desired qualifications.
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Assignments
Department Approvers (department level approval flow)
Authorizer (final college/site approver at your location)
Interested Party (An Interested party is an individual who is permitted access to the recruitment in HRMS to make
entries and edits.)
Notes or questions for review meeting with HR:
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