POLICIES AND PROCEDURES |Human Resources | 5.9 Employment | 5.9.1 Regular Full Time
Employment Regular Full Time
Staffing Procedure:
The college uses the following procedure to fill all regular faculty, administrative, and staff positions. At the discretion of the president, the college may not follow all of the procedural steps in the case of internal promotions or temporary personnel because of a tentative state of employment or funding, expected frequent turnover, urgency of filling the position, or other circumstances. In the case of internal promotions, the supervisor is required to notify the Human Resources Office prior to initiating this action.
Developing the Position Description/Advertisement
When employment of any full-time position is proposed, an approved "Personnel Requisition" will be completed by the supervisor. The personnel requisition will be approved by the department chair/dean and division vice president then submitted to the Human Resources Office. With the assistance of the Human Resources Administrator, the supervisor of the employing area of the college develops/updates the job description and advertisement and then processes both items through administrative channels for approval prior to the position being advertised.
The description/advertisement contains the following information:
- Area description
- College description
- Minimum requirements for the job
- Preferred requirements for the job
- Purpose and function of the position
- Salary range when appropriate
- Anticipated employment date
- Deadline for receipt of applications
- Instructions for applying, including names, addresses, resumes, and transcripts
- Equal Opportunity Employer/Affirmative Action statement
Distributing the Position Description/Advertisement
The Human Resources Office distributes the announcement, both internally and externally. Internally, the announcement is electronically distributed to all pertinent supervisory personnel, including the president. Depending on the position, the college reserves the right to limit the scope of advertising to internal candidates only.
For external announcements, the Human Resources Office uses an approved mailing list that includes paid advertisements in selected newspapers, approved career websites and the North Carolina Employment Security Commission and the NCCCS Office. Applications for clerical and maintenance positions are accepted only when there are vacancies available, and normally no active applicant files are maintained.
Handling Applications
The college requires the completion of the application packet consisting of a college application form, resume, educational transcripts and a letter of interest (when appropriate) addressing the position requirements in response to announcements of position vacancies. The application form is located on the college website under “Employment Opportunities”. The Human Resources Office acknowledges receipt of all applications in writing.
Appropriate supervisors and the president receive copies of all documentation related to the selection process, including job descriptions as advertised, regular information regarding the status of the process, problems encountered by the screening committee, and the final recommendation of the screening committee.
The Human Resources Office maintains for a period of two years, a master file of the complete selection process for each position filled. This file documents the process used and contains a list of the applicants, the mailing and distribution list used to send out the announcement, the screening committee meeting minutes, and other related information.
Screening Applications
With assistance from the appropriate vice president, the Human Resources Administrator recommends a screening committee that includes an appropriate diversity of personnel as well as individuals with knowledge of the skills required for the position. Committees are approved by the president.
Each screening committee receives a charge verbally and/or in writing from the Human Resources Administrator. The charge meets the following criteria:
- Describes all expectations of the committee's role and authority
- Gives time deadlines for committee recommendations
- Gives number of final applicants expected for interviewing
- Explains the qualifications sought which are most important
- Reaffirms the requirement that committee members maintain information in strict confidence and any attempts from outside sources to influence committee members should be reported immediately.
The Human Resources Administrator is responsible for screening out applicants who do not meet the minimum qualifications advertised and will review the results with the supervisor for the position prior to applications being forwarded to the screening committee. The Human Resources Administrator will compile a list of names and reasons why individuals do not meet minimum qualifications.
The Human Resources Administrator appoints (or asks the committee to select) a chairperson and a secretary and provides a copy of the written committee charge to all committee members and appropriate supervisory personnel, including the president.
The screening committee evaluates applications and recommends candidates to be interviewed.
Reviewing Files and Interviewing
The supervisor approves the committee file review documentation and discusses with the committee any candidates considered unacceptable by the supervisor.
The supervisor and the screening committee chairperson with assistance of the Human Resources Administrator arrange for interviews of applicants by the committee and any other administrators involved in the selection process. The committee interviews and evaluates selected applicants using an interview rating form with appropriate categories and questions related to the position.
The supervisor or the Human Resources Administrator advises each applicant of the status of his/her candidacy.
Recommending Candidate(s)
The supervisor receives recommendations from the screening committee after it has completed interviewing. All screening committees should document their decisions and should record these in their minutes. All members of the committee and supervising personnel, including the president and the Human Resources Administrator, should receive copies of the minutes. Recommendations should come in an alphabetic listing of candidates the committee determines to be qualified for the position. The supervisor should ask for appropriate justification of a committee’s recommendations.
The supervisor makes a recommendation regarding the position within the scope of the administrative prerogative announced and in consideration of the committee’s recommendation and reference information obtained from the candidate’s previous employers. The supervisor’s recommendation is to the next administrative level, which may be a division dean or vice president, as appropriate. If approved at the next administrative level, the recommendation is forwarded to the president.
- The Human Resources Administrator initiates a formal background check and checks references for prospective employees prior to recommending the candidate to the next administrative level. This step is done according to the college policy and procedures for employment references and may be completed prior to interviewing the candidate.
- Refusal to consent to a criminal background check as required or candidates falsifying information on the application will result in the applicant not being offered employment, or if a conditional offer has been made, the offer will be withdrawn and employment will be terminated.
The president may conduct an interview with the recommended candidate. Offers of employment are made by the president or his/her designee to the candidate based on salary computations prepared by the Human Resources Office. Once the offer of employment has been accepted, the Human Resources Administrator will be notified and an offer letter will be prepared.
Announcing the Decision
The president sends a letter of intent to the candidate who is selected. The Human Resources Office or vice president sends letters of non-selection to the other candidates. The president announces the decision to employees.
Following approval of the candidates (in professional and above classifications) by the president, the Human Resources Office will prepare a resume for submission to the Board of Trustees. The selected candidate is presented to the Trustees at the next regularly scheduled meeting.