Policy No. 2.0
Policy: Berklee's hiring practices are designed to provide fair and impartial assessment of every applicant and to identify, recruit, and retain the best possible employees in accordance with the law and Berklee's policy related to equal employment opportunities. Managers filling job vacancies will choose from among all qualified internal and external candidates, and will base their hiring decisions on a fair assessment of a candidate’s ability to perform the essential functions of the job.
It is Berklee's policy that no otherwise qualified individual shall be excluded from employment at Berklee based on race, color, religion, national origin, gender, gender identity, age, sexual orientation, genetic information, veteran status, disability, or any other protected characteristic covered by state or federal laws. Employment screening and hiring will be based on the candidate’s ability to successfully perform the essential functions of the job.
Berklee will consider every request for reasonable accommodation from any qualified applicant who requests an accommodation. Reasonable accommodation shall be offered to any qualified applicant with a disability unless Berklee determines that the accommodation imposes an undue financial or administrative hardship on the operation of its programs.
Note: If you are adding a new position/addition to head count, follow the instructions for "Create Position" in Workday before proceeding to the instructions for creating a job requisition below. Positions must be created and approved before creating a job requisition. For more information on hiring in Workday, reference our Recruiting Job Aid.
Requisition for Staff
The following process must be followed prior to replacing a position or creating a new position at Berklee. Managers should meet with the Human Resources recruiter for guidance related to the hiring process.
Human Resources is responsible for the overall management of the recruitment and selection processes, including temporary employment agency relationships, salary negotiations, offers, and employees.
The appropriate authorization is required to initiate any action for an open position, including any recruitment efforts, advertising, interviewing, and offers of employment.
Creating a Job Requisition
The requisition is an approved form authorizing the recruitment of regular full-time and part-time employees as well as temporary employees on Berklee payroll (note that requisitions are not required for agency temporary hires). All requisitions require appropriate approvals. Exceptions include internal promotions or transfers within an organization.
- Access and complete the "Create Job Requisition" task in Workday. Use the Workday instructions to complete this step.
- Once the "Create Job Requisition" task is completed in full, the information will automatically send to the appropriate reviewers/approvers in the following order:
- Reviewer 1: the designated vice president (If there is an associate vice president, it will go to them first and then to the vice president; if there is no vice president, then it will be sent to the senior vice president.)
- Reviewer 2: the designated Human Resources partner or generalist
- Reviewer 3: the Budget Office (A budget for the position will be updated or created if it does not already exist.)
- Upon final approval of the job requisition process, the assigned primary recruiter will post the job.
Human Resources will post notice of all open positions on the institution’s internal and external job boards. Positions must be posted for a minimum of five days before an employment offer may be made. The Human Resources recruiter works closely with the hiring manager to coordinate all official offers of employment. Offers of employment will not be considered valid unless they are initiated in Workday by Human Resources.
Human Resources makes every effort to recruit and maintain a strong pool of candidates to fill vacant positions at Berklee.
The recruiter will:
- meet with hiring manager(s) to review the open position's job description.
- determine a recruitment strategy (e.g., media channels, candidate sourcing) in partnership with the hiring manager(s).
- assist on communication of recruitment activity and interview process with the hiring manager (s).
- work with the hiring manager(s) to determine a qualified candidate pool .
- research salary equity and discuss a salary range with the hiring manager(s).
- coordinate professional internal and/or external reference checks.
- coordinate the offer of employment, including salary negotiation, initiation of the official offer letter, and coordination of all new-hire paperwork, including the completion of a background check.
Hiring Manager Responsibilities
The hiring manager(s) will:
- meet with a Human Resources recruiter to discuss the open position(s).
- complete the "Create Job Requisition" task in Workday.
- phone-screen and interview identified qualified internal and external candidates.
- follow up with the recruiter and provide feedback on candidate interviews.
- decide on a final candidate, and complete reference checks through Workday.
- once the final candidate is selected, work with the recruiter to determine a salary.
- make a verbal offer to the candidate with an agreed-upon start date.
- coordinate the details of the offer, salary, and start date with the recruiter.
Conducting Non-Discriminatory Interviews
Hiring managers are responsible for conducting timely, effective interviews of qualified candidates for the open positions. Human Resources will partner closely with hiring managers throughout the interview process.
Managers must adhere to Berklee's and legal guidelines in all aspects of the selection process. Managers are responsible for ensuring that interviews focus on the bona-fide occupational qualifications required to perform the responsibilities of the vacant position. Managers should work with the Human Resources recruiter to ensure that all staff members who might be involved in the selection process have received information and coaching pertaining to interviewing skills and discrimination laws.
Managers should not seek any information from candidates pertaining to the following: age, race, color, disability, religion, national origin, family/marital status, gender, sexual orientation, gender identity, genetic information, veteran status, or any other protected characteristics under state or federal law.
Additional information is available through the Human Resources recruiter. Human Resources also hosts training sessions and other forums, and partners closely with the Office of Diversity and Inclusion to assist managers in gaining further knowledge and skills to ensure an open and inclusive candidate selection process.
Members of a search committee generally include representatives of relevant departments with whom the new employee will likely be working or interacting on a regular basis.
Search committee members should be selected carefully; should be fully apprised of their role in the search, interview, and selection process; and should have a clear understanding of the specific questions that they will be asking prior to the interview. Questions should focus on gaining specific evidence/examples of proficiency, qualifications, and experience.
Making a Job Offer
Once the hiring manager identifies the final candidate for the position, they should work closely with the Human Resources recruiter to discuss the terms of the offer of employment. The recruiter will prepare a formal written offer of employment and will partner with the hiring manager to coordinate the offer of employment. Upon receipt of acceptance and a signed offer letter from the final candidate, Human Resources will close out the requisition in the applicant tracking system.
Berklee requires a criminal background check for all positions. All offers of employment are contingent upon a satisfactory professional reference and review and completion of the criminal background information.
Hiring an Employment Agency Temporary Employee
Periodically, departments may require temporary staff to assist with a special projects or fill in a vacancy. Hiring managers may request either a Berklee temporary employee, who is paid on the Berklee payroll, or a temporary employee who is provided by an outside employment agency. This process is coordinated through the Human Resources recruiter. Hiring mangers must follow the requisition process and, when approved, may hire a temporary employee for a period of time not to exceed three months. Temporary assignments lasting longer than three months require consultation with Human Resources. The Human Resources compensation manager must approve the salary for any temporary employee paid on Berklee's payroll before an offer of employment is extended. The department requesting a temporary employee is responsible for funding the cost of the temporary employee.
Temporary employees provided through an employment agency working as part of a temporary-to-permanent hiring arrangement may be transferred from their respective agency payroll to Berklee's payroll in accordance with negotiated arrangements with the servicing temporary employment agency and contingent upon satisfactory performance. Human Resources will coordinate this process.
Berklee reserves the right to amend, suspend, or cancel this policy at any time, with or without notice. In the event that a conflict exists between this policy and the terms and conditions of the Berklee faculty union contract agreement, the union contract agreement will supersede this policy.