Procedure 6.11.1: Employment Procedures

Verification of Staffing Needs

The verification of need for new positions or the need to refill vacant positions will precede filling any position. The reclassification of positions /and or reassignment of position responsibilities are appropriate methods for satisfying institutional staffing needs as they are determined through an on-going process of position review.

Note: A reclassification of position does not necessarily constitute a position vacancy.

Position Descriptions

All positions will have a position description which describes and communicates reporting relationships, position classification, and major parameters of the position, including responsibilities and associated tasks. Position descriptions shall be reviewed periodically and updated to reflect changes and adjustments in job assignments. (See Job Descriptions)

Position Announcements

An announcement of an open position will be generated for each position filled by the College. This announcement will contain the following: (a) title of job; (b) responsibilities of job; qualifications, both required and preferred, including 1) education, 2) work experience and 3) other qualities necessary for adequate performance; (d) statements about salary and employment term; (e) application instructions; (f) deadline for accepting applications, and (g) an equal opportunity employer statement. In order to attract qualified applicants and build applicant pools which reflect the spirit of the College, position announcements will be widely distributed.

Applicants

Applicants will be required to submit to the Personnel Office a complete HCC Application for Employment. Applications will be filed so as to create an applicant pool and a database shall be maintained to provide affirmative action records for each position.

Screening Applicants

The review and screening of applications for full-time professional positions will normally be conducted by a search committee appointed by the President. One member will be selected as Chairperson of the Search Committee.

Search committee members will consider qualifications without regard to race, color, sex, age, religion, national origin, or disability. Generally, reference checks will be made on candidates prior to their being invited for an interview.

Screening of applicants for other position classifications (part-time professional, non-professional, and full-time non-professional) will be conducted by the position supervisor and other appropriate College personnel. They will consider qualifications without regard to race, color, sex, age, religion, national origin, or disability. Generally, reference checks will be made on candidates prior to their being invited for an interview. A search committee may be used upon the recommendation of the position supervisor or HCC Personnel Officer.

Interviewing Candidates

Interviews must be adequately planned and involve an appropriate group of employees. The HCC Personnel Officer will be responsible for informing committee members of its role, appropriate interview procedures, and expectations for conducting a non-discriminatory interview. The Chairperson of the Search Committee will be responsible for submitting required documentation related to the interview and selection process.

Selection of Candidates

Committee recommendations concerning qualifications and capabilities including application data on all of the candidates interviewed for consideration will be forwarded to the Personnel Office, position supervisor, and the President.

For Full-Time Professional Positions (Administrative and Faculty)

Once the screening process is complete, the appropriate Vice President will make a recommendation to the President as to which candidate the Search Committee recommends. The President normally is involved in an interview with the final candidates. The President has the right to accept or decline the recommendation. If the President concurs with the recommendation, Section II of Form DCC 10-8 will be completed by the Personnel Officer and the rationale for selection of that individual must be noted on the form.

The President (or designee) will see that the following actions are taken:

  1. Secure approval of the Board of Trustees.
  2. Transmit the official employee notification letter to the candidate outlining salary, working conditions, term of employment, etc., with a copy to the appropriate Vice President.
  3. Contracts will be prepared by the Vice President of Administrative Services and signed by the employee and the President as Secretary to the Board of Trustees,
  4. The personnel folder will be forwarded to the Personnel Officer who will act as custodian for personnel records for the College.
  5. The Personnel Officer will assist the employee with completing the necessary employment forms.

For Full-Time Non-Professional Positions

Once the appropriate screening process is complete, each Vice President will be responsible for preparing an employment folder on personnel that he or she recommends to the President for employment. The folder will contain formal application for employment, letters of recommendation, and salary recommendation. If the President approves the candidate, he or she will see that the following actions are taken:

  1. Secure approval of the Board of Trustees.
  2. Contracts will be prepared by the Vice President of Administrative Services and signed by the President as Secretary of the Board of Trustees.
  3. The personnel folder will be forwarded to the Personnel Officer who will act as custodian for personnel records for the College.
  4. The Personnel Office will assist the employee with the necessary employment forms.

For Part-Time Personnel (Professional and Non-Professional)

Once the screening process is complete, each Vice President will be responsible for presenting a complete folder on part-time personnel recommended for employment. The folder will contain:

  1. Request for part-time employment form
  2. Quarterly contract
  3. Completed application
  4. Required personnel and payroll forms
  5. Staff information form

If the President approves the candidate, he or she will see that the following actions take place:

  1. Report employment of part-time employees to Trustees at the next meeting of the Board.
  2. The personnel folder will be forwarded to the Personnel Officer who will act as custodian for personnel records for the College.

For Part-Time Curriculum Instructors

Once the appropriate screening process is complete, the Division Chairperson will recommend the person to be hired on a part-time basis and will, at the same time, recommend the salary. For the first three (3) hours of instruction per week, the part-time instructor will be encouraged to post one (1) office hour and will be paid at the same rate as that of instruction. In no case shall paid office hours exceed two (2) per week for part-time instructors. Division Chairpersons will be required to submit a Request for Part-Time Instructor and Contract for Part-Time Employment Form to the Office of the Vice President of Academic Services. Part-time employees are not entitled to retirement, fringe benefits, vacation, and participation in Faculty Senate. The same procedures for employment apply as described above.

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