5.15 Recruitment and Appointment Last Revised · the Personnel Office for use in processing...

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5.15 – Recruitment and Appointment

Last Revised: January 2012 Policy: Piedmont Community College will strive to recruit and appoint qualified applicants for vacant positions. The College will have a systematic recruitment/appointment process. The College is committed to the principle of equal employment opportunity/affirmative action and will not discriminate on the basis of race, color, religion, sex, national origin, age, or disability with regards to its applicants. Purpose/Definitions: N/A Approval Authority/Monitoring Authority: Piedmont Community College’s Board of Trustees has approval authority for this policy. The President has monitoring authority for this policy. Procedure: Once it has been determined that a vacancy exists or that a new position has been approved by the President, the immediate supervisor has the primary responsibility for initiating the employment process. The immediate supervisor completes the “Personnel Requisition” (Exhibit A) located on the T Drive under Personnel Forms, which is then forwarded through the chain of command which ends with the President. (i.e., the appropriate vice president signs and forwards the requisition to the Vice President, Administrative Services for verification that funds are available. The requisition is then forwarded to the President for approval.) Upon approval of the President the requisition is returned to the Personnel Office for use in processing advertisements in specified newspapers and/or appropriate publications. All PCC vacancies are advertised in The Courier Times (Roxboro NC), The Caswell Messenger (Yanceyville NC), posted on the PCC website, the website for the North Carolina Employment Security Commission, and the North Carolina Community College System website (if applicable-instructional positions or those that require a degree). An email is sent out to All PCC Users with a copy of the position announcement. Also, the immediate supervisor recommends additional newspapers or other publications where the position vacancy needs to be advertised. All position announcements and advertisements for positions state that Piedmont Community College is an Equal Opportunity/Affirmative Action Employer. Unless otherwise stated in the advertisement, an applicant must submit the following materials to be considered for a position: Piedmont Community College Application for Employment, a current resume, an explanatory cover letter and an unofficial transcript documenting the educational requirement and date degree conferred. When unsolicited applicant materials are received, the Personnel Office will respond to the applicant indicating those items needed for a complete applicant package. Applicants are also notified that their materials will be retained in a file for two years. Once their package is complete, they may submit a written request to have their materials pulled and considered for a future vacancy. When applications are received as the result of an advertised position, the Personnel Office will respond with a letter indicating any additional material needed and enclose a position announcement for the position. Applicant packages lacking required materials must be completed and materials must be postmarked by the deadline in order to be considered and forwarded to the interview committee.

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After the closing deadline as determined by the personnel office, the applicant packages are reviewed by the personnel office to ensure that all required materials are included. The appropriate vice president establishes an interview committee and reviews it with the Director, Personnel/Payroll. The appropriate vice president or designee will serve as the interview committee chairperson. The applicant packages and the “Interview Process Guidelines” (Exhibit B) will be forwarded to the appropriate vice president for distributing to the interview committee chairperson. The interview committee must consist of the vice president or designee, the immediate supervisor to whom the position reports, the Director, Personnel/Payroll or designee (as a non-voting member) and an individual outside the vice president's area. The appropriate vice president may also request others to serve on the interview committee. Each interview committee member will have the opportunity to review all materials submitted by applicants and rank them in order by qualifications. It is recommended that the chairperson schedule a meeting with the interview committee members to review all applicant packages at the same time. The qualified applicants selected by the interview committee will be submitted by the interview committee chairperson on the “Selection Process” (Exhibit C) form to the personnel office so interviews may be scheduled. If the committee chairperson is the Vice President’s designee; the appropriate vice president must approve the “Selection Process” form. If possible, a minimum of three applicants per position should be interviewed. Applicants not selected for interview will be notified that their materials will be retained in a file for two years.

The interview committee chairperson in conjunction with the interview committee members will compile a list of questions to be asked of each applicant. Interview questions must be sent electronically to the Director, Personnel/Payroll for electronic filing and for reviewing to ensure that all questions are appropriate and meet legal requirements. The interview committee chairperson will be notified with approval or suggested changes. Once this process is completed, the interview committee chairperson will make copies of the interview questions for distribution to the interview committee members prior to the interview. After the final applicant has been interviewed, the interview committee members will rank the applicants by preference based on the applicant’s interview. The interview committee chairperson is responsible to ensure that references are verbally checked for the top candidate and followed-up by using the “PCC Reference Check” (Exhibit D) form located on the T Drive under Personnel Forms. After the reference check process is completed, the interview committee chairperson will send the interview committee’s recommendation to the appropriate vice president for approval and then the vice president will forward the recommendation to the Director, Personnel/Payroll who will share the recommendation with the President to get verbal approval to make the selected applicant an offer of employment. Upon approval from the President, an offer is made. If the offer is accepted, the other applicants who interviewed will be notified in writing that the position has been filled and that their materials will be retained in a file for two years. If the recommendation is not approved by the President, the interview committee’s alternate candidate may be offered the position or the position will be re-advertised. The Director, Personnel/Payroll completes the “Full-Time Employment Recommendation” (Exhibit E) form and forwards it, along with the successful candidate’s applicant package, to the immediate

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supervisor, appropriate vice president, Vice President, Administrative Services for budgetary control and affirmative action and to the President for written approval. After the President’s written approval is secured, the packet is returned to the Director, Personnel/Payroll to prepare the appropriate faculty or staff employment contract. Once this is completed, the employment contract will be returned to the appropriate vice president for the required signatures. The Director, Personnel/Payroll will place the original of all required applicant materials in the employee’s personnel file once all signatures have been obtained. When the successful candidate joins the PCC team, the College provides an individual orientation session according to the “New Full-Time Employee Orientation Checklist” (Exhibit F) for new full-time faculty and staff with the Director, Personnel/Payroll, which covers employee benefits. The appropriate supervisor uses the “Supervisor’s Orientation Checklist” (Exhibit F) provided by the Director, Personnel/Payroll, which covers job-related responsibilities. Legal Citation: N/A History: Effective October 1988; Revised April 1999, October, 2001, October, 2002, January 2012

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Exhibit A

PIEDMONT COMMUNITY COLLEGE Personnel Requisition

Instructions: This form is to be completed by the supervisor for a new or vacant position. It is the initiator’s responsibility to obtain the appropriate signatures prior to action by the Personnel Office and to make recommendations of advertisement sites. A copy will be sent to the supervisor after the advertisement has been processed.

Job Title:

Date Needed: Budgeted: Yes No

Replaced: Supervisor:

Temporary (Length of Contract): Part-time (Total # Hours):

Full-time: Yes No Number of Months: N/A-PT

Authorized Grade Level: 0 Annual Salary Range: From: To:

Additional Salary Guidelines:

Salary Budget Line(s) and percentages:

Duties:

Qualifications:

Initiated by: ______________________________________________________ Signature of Originator Date

Approval: ________________________________________________________ Supervisor’s Vice President Date

Approval: ________________________________________________________ Affirmative Action Officer Date

President’s Approval: ______________________________________________ Date

Date Received in Personnel Office: _______________ Position Number: _________________

Positions are advertised as follows: PCC Website, PCC All Users, Employment Security Commission, The Courier-Times, and The Caswell Messenger.

Recommended other advertisement sites: Newspapers: Other (provide publication address)

The Personnel Requisition has been processed in the Personnel Office and the deadline for receipt of applications

is ______________________.

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Revised 11/2005

Exhibit B Piedmont Community College Interview Process Guidelines

Please do not write on the applicant packages

Due to the increased number of identity thefts, please do not take the applicant packages home. Reference: PCC Policy 5.15: Recruitment and Appointment

The appropriate vice president establishes an interview committee and reviews it with the Director, Personnel/Payroll.

The appropriate Vice President or designee will serve as the committee chairperson. The materials will be forwarded to the appropriate vice president for review and distribution to the interview

committee chairperson for committee review. The interview committee should consist of the vice president or designee, the immediate supervisor to whom

the applicant will report, the Director, Personnel/Payroll or designee (as a non-voting member) and an individual outside the vice president's area. The appropriate vice president may also request others to serve on the interview committee.

Reminder: It shall be the policy of Piedmont Community College, as mandated by the State of North Carolina in G.S. 128-15, that in appreciation for their service to this State and this country during a period of war, and in recognition of the time and advantage lost toward the pursuit of a civilian career; veterans shall be granted preference in employment. (policy attached)

Each interview committee member must have the opportunity to review all materials submitted by applicants and rank them in order by qualifications.

An interview list should be compiled by each committee member and shared with interview committee to determine the final interview list.

If possible, a minimum of three applicants per position should be interviewed. The qualified applicants selected by the interview committee will be submitted by the interview committee

chairperson on the “Selection Process” form to the personnel office so interviews may be scheduled. If the committee chairperson is the Vice President’s designee; the appropriate vice president must approve the “Selection Process” form.

The interview committee chairperson in conjunction with the interview committee members will compile a list of questions to be asked of each applicant. Interview questions must be sent electronically to the Director, Personnel/Payroll for electronic filing and for reviewing to ensure that all questions are appropriate and meet legal requirements. The interview committee chairperson will be notified with approval or suggested changes. Once this process is completed, the interview committee chairperson will make copies of the interview questions for distribution to the interview committee members prior to the interview.

After the final applicant has been interviewed, the interview committee members will rank the applicants by preference based on the applicant’s interview.

The interview committee chairperson is responsible to ensure that references are verbally checked for the top candidate and followed-up by using the “PCC Reference Check” form located on the T Drive under Personnel Forms.

After the reference check process is completed, the interview committee chairperson will send the interview committee’s recommendation to the appropriate vice president for approval and then the vice president will forward the recommendation to the Director, Personnel/Payroll who will share the recommendation with the President to get verbal approval to make the selected applicant an offer of employment.

If the offer is accepted, other interviewees will be notified in writing that the position has been filled and their materials will be retained in a file for two years.

The Director, Personnel/Payroll completes the “Full-Time Employment Recommendation” form and forwards it, along with the successful candidate’s applicant package, to the immediate supervisor, appropriate vice president, Vice President, Administrative Services for budgetary control and affirmative action and the

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President for written approval. The President will forward the applicant’s materials to the personnel office for contract preparation.

Revised October 2011

Exhibit C

PIEDMONT COMMUNITY COLLEGE

Selection Process for Interviews

Instructions: Please complete this form. Sort your applicants into 3 groups: group to be interviewed; group to hold as alternates; and the definite “No” group (Do not document the definite “No” group on this form). Position: Committee:

Dates/Times: (agreed upon by committee) Teaching Topic/ Writing Assignment: (if applicable)

Applicants: (to be interviewed)

Alternates: (To be held until released by chairperson)

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Chairperson Approval Date Vice President Approval Date (if chairperson is not the vice president)

Revised October 2011

Exhibit D

REFERENCE CHECK FORM

To: Date: January 19, 2012

______________________ has applied for the position of at the

College and has given your name, as it appears above, as a reference. Please provide the

information requested and any other pertinent information. Your response will be kept

confidential. The College appreciates your response to this request.

1. How long have you known the applicant? From: To:

2. Through what relationship have you had an opportunity to form your judgment of the

applicant?

3. Would you recommend the applicant for the position listed above? Yes_____ No___

If a former employee – why did the applicant leave your employment?

4. Would you re-hire the applicant?

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If not, why?

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Please respond to each of the major evaluation categories (I, II, III, IV) listed below. We would

appreciate you marking your response to the sub-items in each category.

Factors to Be Rated Excellent Good Average Below

Average

Not

Applicable

I. Personal Ability

a. General Intelligence

b. Leadership

II. Character

a. Loyalty

b. Integrity

c. Responsibility

III. Personality

a. Initiative

b. Cooperation

c. Adaptability

d. Tact

IV. Professionalism

a. Attitude

b. Enthusiasm

c. Community Interest

d. Dress-Appropriate

e. Work Attendance

Comments:

_____________________________________________________

Signature (Person Completing Reference) Date

Updated 08/2009

Return to: William R. Barnes

Piedmont Community College P.O. Box 1197

Roxboro, NC 27573

Return to:

Piedmont Community College

P.O. Box 1197

Roxboro, NC 27573

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Exhibit E

PIEDMONT COMMUNITY COLLEGE FULL-TIME EMPLOYMENT RECOMMENDATION

Position Title: Position Number: Grade Level: Committee Members: Selected Applicant: Selection Rationale: Date Contract Begins (Hire Date): Date Contract Ends: (First day employee reports to work)

Salary Per Month: Months of Contract: 12 months Salary Budget Line Item(s) and Percentage: Initiated by ______________________________________________________________________Director, Personnel/Payroll Date

Approval ______________________________________________________________________ Supervisor(s) Date

Approval ______________________________________________________________________Appropriate Vice President Date

Approval ______________________________________________________________________President Date

Affirmative Action Verification _________________________________________________________ Affirmative Action Officer Date

Attachments: PCC Employment Application, current resume, explanatory cover letter and transcript(s) documenting required degree and date conferred.

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Three written references are attached or Three written references will be forwarded to the Personnel Office once received

Updated 12/2010

Exhibit F (p. 1 of 3)

PIEDMONT COMMUNITY COLLEGE NEW FULL-TIME EMPLOYEE ORIENTATION CHECKLIST

Employee Name: Hire Date:

Personnel/Payroll Office: orientation with new full-time employee with benefits:

PCC Application for Employment and Race/Ethnics form on file

Preventing Workplace Harassment Online Course: must be completed within 30 days of employment—Email website address: Date Emailed:_______

Official Social Security Card-received copy from employee for personnel file

Emergency Information form-gave employee form to complete; return to Personnel Office

Official transcript(s) form on file or will be sent by PCC to request transcript(s)

Three written references on file-supervisor responsible for sending out forms (on file____ need____)

Selective Service Registration form on file

PCC is a drug free workplace; gave employee copy of policy/acknowledgement form signed

Gifts to Employees-gave employee copy of Executive Order No. 24 and G.S. 133-32/receipt form signed

I-9 form (Employment Eligibility Verification)-proof of eligibility to work in US; must complete by 3rd

workday

Foreign National Non-US Citizens complete Foreign National Information System Data Gathering Form

W-4, NC-4 forms completed; social security will be withheld at 5.65%

Payroll is distributed on the last workday of the month; you are paid for the month you are working (ex. August 1-31 is paid the last work day in August) direct deposit authorization form completed; Pay Advice available on PCC WebAdvisor.

Faculty-faculty who works less than 12-months may elect to be paid over the length of their contract or over a 12-month period.

NC State Health Plan-PPO administered by BCBS; College pays $410.94 per month for employee coverage; two plans to choose from---the Basic (70/30) and Standard Plan (80/20) employee pays $21.62; Dependent coverage premiums paid by employee.

Retirement Effective August 1, 2011 an employee must have 10 years of contributing membership service to be vested in the retirement system. Employee will receive Welcome Package after 1

st payroll submitted-6% employee paid and 13.12%

employer paid--death benefit/disability plan administered through Retirement System; booklet available online at: http://www.treasurer.state.nc.us/dsthome/RetirementSystems; any questions, contact Pam Hobbs 336/599-1181, ext. 226 or the Retirement System 919/733-4191.

Retire with 20 years of service-employee insurance paid 100% by state; Retire with 10 years of service-employee insurance paid 50% by state.

Dental Insurance Plan-gave summary sheet with benefits and cost; enrollment/waiver form on file (Section 125)

Vision Insurance Plan-gave summary sheet with benefits and cost; enrollment/waiver form on file (Section 125)

Long Term Care administered by Prudential; http://www.prudential.com/gltc Group Name: stateplan; Password: stateplanltc must sign up within 60 days of hire date.

Other Insurance-life, cancer, accident, sickness/disability and heart/stroke-Colonial Life & Accident and AFLAC; employees will be notified when the representatives come to campus (Section 125)

Flexible Spending Account (FSA): AFLAC administers the FSA; gave information to employee-unreimbursed medical and dependent care (Section 125)

Supplemental Retirement Plans: tax sheltered annuity/deferred compensation plans such as Horace Mann, Nationwide (NACo), VALIC, TIAA-CREF and Prudential Retirement 401(k) offered; employees will be notified when the representatives come to campus

State Employees’ Credit Union (branches in Roxboro and Yanceyville) checking, savings, Christmas club, etc.

State Employees’ Association of NC-gave brochure to employee

http://www.prudential.com/gltc

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Payroll deductions are to be started and stopped by employee with written authorization for agencies we have agreements–Section 125 payroll deductions may be started and stopped once a year-July 1

Petty Leave-14 hours per fiscal year for employees Grade IV and below; card given to employee-if applicable

Voluntary Shared Leave Employees are allowed to donate/receive leave per PCC Policy

Community Service Leave: 16 hours per fiscal year Updated 8/10/11

Exhibit F (p 2 of 3)

NEW FULL-TIME EMPLOYEE ORIENTATION CHECKLIST (continued)

Compensatory Time-39 hour work week with 1 administrative leave hour (staff M-Th 8-5 and F 8-4; summer may differ); Faculty are given overload contracts for time above required work schedule

Workers’ Compensation-on the job injuries must be reported to the Personnel Office, unless life threatening, to get authorization form for treatment. Must use designated providers

Holidays-12 paid holidays and 1 day for your birthday; gave employee academic calendar that list legal holidays and required annual leave days

Longevity-prior NC State employment; (if yes, send form to agency to verify service and transferable leave); after 10 years of service with NC State agency, unless general assembly changes procedures, longevity payment will be made on the payroll anniversary month; percentage based on years of service, payment based on fiscal year contract salary

Leave-accrue/earn annual leave hours per month; annual leave above 240 hours will convert to sick leave at the end of the calendar year; accrue/earn 8 sick leave hours per month; negative annual/sick leave balances at the end of the fiscal year will be deducted from employee’s next month’s payroll; leave used is one month behind and leave earned is current and is available on PCC WebAdvisor; gave employee an Application for Leave form and a copy of Leave Card Record; other leave section, community service leave (documentation may be needed), birthday, funeral; educational, civil (need documentation) and leave with and without pay

College Bookstore-you receive a 20% discount with a minimum $2.00 purchase, you do not receive a discount on text books and sale items

Travel Regulations-Jan Davis, ext. 333, handles regulations and guidelines

Purchasing Regulations-Kathy Keesling, ext. 228 handles regulations and guidelines

PCC Policy Manual-Available to you in Learning Resources Center and at http://www2.piedmontcc.edu/IE/

Secondary Employment Policy-employee must use PCC’s Request form to notify their supervisor, vice president and President of dual employment. Request must be approved by supervisor, vice president and President.

Time and Effort Verification if you are paid from multiple fund sources (ex. 11-110, 05-710); the Personnel Office will send you the form, for your signature, on a quarterly basis with percentages paid by each fund based on your contract of employment you signed for that fiscal year

Wellness: Walking Trail map for campus employed at given to employee.

We-Save: Gave brochure to employee

Computer Access-supervisor will complete access form for computer access to Datatel – (Shawn O’Hara ext. 496); Personnel Office processes paperwork for email address.

Supervisor’s Orientation Checklist-supervisor has an orientation with employee and completed form has been received in Personnel Office*

If you have any questions pertaining to personnel/payroll, contact Pam Hobbs at 336/599-1181, ext. 226 or [email protected]. The Director, Personnel/Payroll discussed the items on Page 1 of 3 and Page 2 of 3 with me. Employee’s Signature Date Director, Personnel/Payroll’s Signature Date

http://www2.piedmont.cc.nc.us/IE/

mailto:[email protected]

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*Note: Page 3 of 3 will be discussed with employee by supervisor and forwarded to the Personnel Office. c: employee personnel file

Updated 8/10/11

Exhibit F (p 3 of 3)

NEW FULL-TIME EMPLOYEE ORIENTATION CHECKLIST (continued) Page 3 of 3

Supervisor’s Orientation Checklist

Employee Name:

To be completed by Supervisor with new full-time employee:

Give copy of job description to employee

Appropriate attire – “casual day” is Friday

Work schedule (annual/sick leave policy/procedures, breaks, compensatory time and extra duties)

Lunch schedule

Datatel module(s) access and GroupWise email request form to obtain access rights will be completed by supervisor and sent to MIS Department-Shawn O’Hara

Learning Resources Center; materials/AV equipment usage and replacement cost for lost/damaged items

Issuance of keys (if applicable)

Performance evaluation and professional development

Faculty Handbooks (instructors only)

Emergency procedures (fire, accident report, hazardous materials, etc)

Security/Maintenance/Custodian procedures

Telephone Usage-Voice mail; college related calls and personal calls – Rhonda Strickland handles telephone voice mail and technical difficulties

Tour of work area and campus

Travel – Jan Davis, ext. 333 handles guidelines/procedures for employees and students

Purchasing – Kathy Keesling, ext 228 handles guidelines/procedures

Personnel/Payroll – Pam Hobbs, ext. 226

Hiring process for full and/or part-time employees (if applicable)

Additional Information:

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My supervisor discussed Page 3 of 3 with me. Employee’s Signature Date Supervisor’s Signature Date

Note: Supervisor, please forward this completed form to the Personnel Office in Room A121 of “A” Building to be placed in the employee’s personnel file. Thanks

Revised 07/10

5.15 Recruitment and Appointment Last Revised · the Personnel Office for use in processing...

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