How to Get the Best from Applying with Chemeketa Community College (CCC)

The Application

Applications are accepted for open recruitment only and must be provided in the required format.  Applications will not be accepted after the closing date.  Application materials cannot be returned and the College cannot make copies.  Please keep a copy of all materials submitted. 

Since we began our new online application system, all applications must be submitted online with the exception of part-time hourly and part-time faculty positions.  This new online application system is automated and allows you to save your employment application and use it to apply for all CCC jobs.  Review our tutorial and Q & A information before getting started.

A review group called "Search Committee" is formed to review all applications after the position is opened.  They are responsible for screening applicants, performing interviews, reference check and providing recommendations for hire.  Applicants who do not meet the minimum qualifications will be notified by e-mail as soon as possible that they are not eligible to advance in the hiring process.  The search committee recommends a list of finalists to the appropriate administration who may conduct a second interview.  Applicants selected for interviews or offered the position are notified by telephone. The hiring process may take four to six weeks.

Hourly, part-time/temporary positions and part-time faculty are usually screened and selected by the department personnel rather than through the search committee process.

Employment may be contingent upon eligibility to work in the United States and/or successfully passing the required security inquiries.  The Federal Immigration Reform and Control Act requires individuals to provide to an employer documented proof that they are authorized to work in the United States. This proof must be provided and verified by the College at the time of hire or no later than three business days after the date of hire.

Specific points to consider when completing a CCC application:

• Fill out the application form completely.  Be sure to list any experience, paid or volunteer, that is relevant. Explain your knowledge and experience in relation to the job for which you are applying and refer the reader to other related, attached documents.
• List employment dates (month/year) and hours per week at each job listed so your employment experience can be easily assessed by the search committee.
• Make sure spelling and grammar are correct. Proof it carefully for grammatical and typographical errors.
• Ensure that the information in your application reflects the functions and qualifications listed on the job announcement.
• The search committee uses the job announcement as the basis for scoring your application materials. Therefore, specifically address each function and qualification listed in the job announcement. Do not expect the reader to guess about how your experience relates to this specific position. Make it easy for the reader to understand how your background and experience relates to each function or qualification.
• List the most important items first. If you have a strong background and experience that is relevant to the position, list your work experience first. If education is your strongest asset, list your educational background first. Be sure to list your most recent job or volunteer experiences first and work backward from there.
• Do not include personal information that is not job-related; for example, don't mention your age, marital status, family members, etc., but do include experiences that are directly relevant to the job functions.
• Do not include a photograph.
• Make sure you gather and electronically attach all materials requested on the announcement. If your file is incomplete on the date of closing, your application will not be considered.

Other Application Materials

Letters of Reference

• Letters of reference must be less than three years old.  As noted, some announcements may require the letter of reference to be less than one year old.
• Make sure that you have the required number of reference letters requested.  A credible letter of reference will be written on letterhead, be dated and signed and have current contact information.
• A good reference is provided by someone from your professional background (not personal)who is familiar with your professional experience and abilities in the recent past. 
• Letters of reference are often where readers look for evidence of interpersonal skills, attitudes, and other "soft" skills.
• Do not include a letter of reference from a search committee member participating in your search.
• If your letters of reference must remain confidential - Please contact us immediately.

Letters that do not meet these criteria may not be considered.

Cover Letters

You may be required to attach a cover letter with your application packet. This is an opportunity to inform the search committee how your experience, training, skills, and career aspirations apply to the specifics of the vacancy. It also gives you the chance to discuss items that may not be clear on the application or resume, such as why you have made frequent job changes or wish to leave your current job.

• The first few words are important. They should attract the reader's attention at once.
• Tell your story in terms of the contributions you can make to the College; emphasize how your skills and experience are a match for the job.
• Refer to your application and resume. They give the facts.
• Use simple, direct language and correct grammar and spelling  and avoid hackneyed expressions.
• Keep it short. You need not cover the same ground as your resume. Your letter should sum up what you have to offer and act as an "introduction card" for your resume and application.
• Let your letter reflect your individuality, but avoid appearing aggressive, overbearing, familiar, cute, or humorous. You are writing to a stranger about a subject that is serious to both of you.

Transcripts

If transcripts are required, unofficial copies are sufficient for the application process (official copies may be required upon hire). Contact the colleges you attended as soon as possible in order to receive your transcripts in a timely manner.

Transcripts must be scanned and attached in a PDF format; the College will not accept hard copies.

Special Tips Regarding Electronic Attachments

Applications are only considered if all the required documents have been electronically attached.

• The College will not accept the substitution of documents, i.e.:  if the documents requested are transcript and resume, please provide the respective documents.
• Do not attach pictures or other information which is not requested nor relevant to the position.
• You may copy from one document and paste into your online application; however, comments in the attachments field will not be considered in lieu of the actual document.
• Ensure that you documents are legible.
• Attached files should not be larger than 2 MB.  If possible, it is best to convert large documents into PDF files before uploading.  In some very specific circumstances, you may be requested to send additional materials directly to the Human Resources department.  Again, please review the requested application materials noted on each job posting to ensure that your application is complete.
• We understand that you may not have all of your documents available in an electronic format at the time you apply.  If you would like to attach the required/optional documentation at a later time, select “Attach additional documents later”.  You will not be considered for this position until you have attached all required documents. You may return later and click the "Complete" link under your current status to complete attaching documents for this position.  If a department will accept hard copies of any documents, it will be noted in the special instructions section.
• If you must exit the system before you are finished completing your employment profile or attaching your documents, continue through the application, completing just the required fields (those denoted with an asterisk).  Then click on the “Save and stay on this page” button to save your Employment Profile and then click “Exit this action” and confirm.  When you logon to the system the next time, select “Manage Profiles” from the left menu to complete the remaining fields before submitting your profile to a posting.
  
  If you close the screen, close your Internet browser, or lose your Internet connection before clicking "Save and stay on this page”, your profile will not be saved and you will need to start over.
  
  Your online session will time out after 60 minutes of inactivity.  To be active, you must be communicating with the web server (clicking button, tabs, etc.).  Typing on a page is not a communication activity with the web server.  If your session times out, your information will be lost if you have not previously saved it.
• Do not submit your profile to a posting without attaching the proper documents; save for later when you can attach your documents.  Once the application has been submitted and confirmed electronically, your application, including the attachments cannot be changed.
  

Supplemental Questions

Supplemental questions listed on job postings are designed to gather information from applicants about their experience, training, and ability to perform the essential functions of the posted position. Responses are evaluated to determine the candidates who are the most qualified for the position.

Specific points to consider when answering supplemental questions:

• Read each question carefully. If there are several parts to the question, make sure you address each of the areas in the question.
• Make sure you answer each question by describing your experience and/or training. Do not simply say that you have the experience listed in the question, describe the experience you have. Make sure answers reflect the breadth and depth of your experience. Giving examples is an excellent way to give a clear picture of your experience.
• Make sure the experience you describe is listed in your application.
• Use "I" not "we" when describing job duties. Do not simply repeat or describe the process or procedure used in completing the duty; instead, clearly explain what you were responsible for.
• Use good writing skills. Written communication skills are important for many positions, especially clerical jobs. Poor grammar, misspelling, or typographic errors can lead to a poor evaluation of your responses.

Reactivating Your Application File

The College no longer reactivates previous applications for salaried/faculty positions; only for part-time hourly/temporary and part-time faculty.  If you have applied before for a part-time hourly/temporary or a part-time faculty position and wish to apply for a new position:

• Revise your materials to show how your skills relate to the new position.
• Make sure your application and resume have the most current information, and that your letters of reference relate to the new position.
• Note that applications for part-time work and full-time work are separate processes. Contact Human Resources Department to find out how you can apply for the position you are interested in.

Tips for a Good Interview

The key to a good interview is preparation. Review and analyze the job posting and learn as much as you can about the job and the department. Put yourself in the place of the interviewer. What skills, experience, and qualities (ability to work well independently, effective team player, etc.) would you look for if you were making the hiring decision? Make a list. Now compare that list with your own skills, experience, and qualities. Think of examples from your background that demonstrate you have these qualifications. Practice describing your qualifications verbally.

• Make sure you have a clear idea of where your interview is scheduled. If you are driving, know where you will park. Give yourself plenty of time so that you are at the interview site 10 to 15 minutes early.
• Dress appropriately for the interview; a three piece suit would be inappropriate for an interview for custodian. A good rule to follow is to dress as well as the best dressed person in the workplace.
• Have extra copies of your resume and/or application materials. Prepare a list of references to present to the search committee.
• Make sure that you answer questions completely. Give examples of your experience that demonstrate your ability to perform the duties of the position. Answer questions directly. Do not ramble.
• Remember to smile and have eye contact with the person who is asking the question. Watch for non-verbal cues from the interviewer to tell if you are answering the question sufficiently. A questioning look from the interviewer may mean you are missing the point of the question; in that case it is appropriate to ask them to restate the question. If the interviewer is smiling and nodding at your response, that is a good indication that you are giving the type of information they are seeking.
  Be prepared to ask questions about the position or the department. This shows that you are interested in the position. Try to avoid asking questions that might indicate that all you are interested in is a paycheck or benefits.

There are certain general questions that all applicants should be prepared to respond to. The following questions are commonly asked during interviews:

• Summarize your work experience and training and indicate how these prepare you to assume the responsibilities of the position.
• Tell me a little about yourself.
• What are your greatest strengths? Weaknesses?
• Why are you interested in this position?
• What do you expect from a supervisor?
• What do you consider to be your most important accomplishment?
• What did you like most about past jobs? Dislike?
• Why should we hire you?

The manner in which you respond to questions and the thought given to the response enters into the final decision to invite you to a follow-up interview, offer you the job, or send you a rejection letter.

Thank You Letters

Another effective written tool is the use of a thank you letter. It is appropriate to send a brief note of thanks after an interview. It gives you a chance to show your strong interest in a job or to emphasize specific skills or experiences. This is also an opportunity to include information you may have left out of an interview. The most important aspect of the thank you letter is not so much what you say, but the fact that you cared enough to send it. The letter should be brief and to the point. Of course, it should be typed or word processed, with correct grammar and spelling.

One Last Hint

• It may help you to take some time to learn about the college and department to which you are applying.  Its mission, current initiative, and composition.
• Information about the college is available at our public web site.

Employment Counseling

Applicants interested in general information about employment with Chemeketa are welcome to visit our Human Resources office.  We are available to provide information about job opportunities with the College and general job search counseling.

You may reach the Human Resources Department by e-mail at humanresources@chemeketa.edu, or you may call us at 503.399.5009. Our office is located in Building. 2, Room. 214, on the Salem Campus.  Our office hours are from 8:00 a.m. to 5:00 p.m. Monday through Friday.

 

Updated February 13, 2009 by Human Resources