You are invited to consult with S. Jamila Buckner, Director of Recruitment and HR Projectsat any time during process.



Hiring Authority



Contact your dean, vice provost (if undergraduate) and Director of Recruitment and HR Projects to schedule a meeting to plan a strategy for proactive search. Review Recruitment Guidelines contained in Chair & Program Director Resource Guide


Position Description

Prepare draft position description and submit the draft to your dean and the vice provost (if undergraduate). Following approval submit the draft to Director of Recruitment and HR Projects to start the recruitment process.


Job Posting Request

HR to set-up hiring authority in the GAELRECRUIT on-line recruitment system and notifies hiring authority when completed. Hiring authority completes the on-line job posting request (JPR).


Recruitment Plan

Upon receipt of final position description from Director of Recruitment and HR Projects work with your dean and Director of Recruitment and HR Projects to finalize and implement recruitment campaign, including pro-active and diversity recruitment.


Search Process 

Establish search committee, interview candidates, select finalist/s. Finalist approved by dean and vice provost (or provost for graduate programs).



Have final candidate/s sign authorization for references to be checked; check references (do not rely on reference letters submitted by candidates). Authorization form available from HR or the Chair & Program Director Resource Guide.


Background screening

Have final candidate/s sign authorization for background check (criminal, highest degree, etc.); make sure candidate provides full legal name, no initials or nicknames. HR does background check and notifies you when it has been completed.



Dean consults with Vice Provost or Provost to determine salary placement and rank (if appropriate).


Right to Work in US

If candidate is in US on a visa, request a copy of the visa and contact HR immediately.


Job Offer

Consult with your dean to extend offer to candidate of choice; Chairs call to notify of decision, but dean makes the offer.


I9 & Tax forms

Let candidate know he/she can complete I-9 and tax forms in person at the HR office before hire, or must do so within 3 days of employment. Note: Offers of appointment may be rescinded and faculty may not teach, receive email account and be paid until these forms have been completed and received in HR.



After appointment has been negotiated by your Dean and formally accepted by the candidate, notify HR by submitting the candidate to hire in the GAELRECRUIT system.



Hiring authority sends decline letters to unsuccessful candidates interviewed by phone or in person.


Appointment Letter

Letter of Intent is prepared by Provost's office for tenure-track faculty.
Letter of Intent is prepared by the Dean’s office for Adjunct faculty. Dean’s Office completes employment contract and electronically sends to HR.


Benefits Orientation

Strongly encourage new faculty member to attend the next Benefits Orientation given by HR.


New Faculty Orientation

Encourage new faculty member to attend the annual new faculty orientation program.

Maps & Directories

Mailing Address

Saint Mary's College of California
1928 Saint Mary's Road
Moraga, CA 94575
(925) 631-4000
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