You are invited to consult with Tom Matteoli, Director Recruitment & Employee Relations at any time during process.



Hiring Authority



Contact Director of Recruitment & Employee Relations 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.  Following approval submit the draft to Director of Recruitment & Employee Relations to start the recruitment process.


Job Posting Request

HR to set-up hiring authority in the Novus 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 & Employee Relations,  work with your dean and Director of Recruitment & Employee Relations to finalize and implement recruitment campaign, including pro-active and diversity recruitment.


Search Process 

Review CVs, interview candidates, select finalist/s.



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

Work with your dean to extend an offer to candidate of choice. 


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  Note: Offers of appointment  may be rescinded and faculty may not teach,  receive email account and  be paid until these forms have been  completed and received in HR.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 Novus system.



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


Applicant Data Form

Complete Applicant Data Form and send to HR along with all applications, search, interview and selection material. Obtain form from HR or SMCNet.


Appointment Letter

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


Lecturer Resources

Send lecturers information sheet on faculty resources (Contact Faculty Development Office for handout).


Lecturer Orientation

Encourage new faculty member to attend lecturer faculty orientation program, if available.

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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