IS-2010 Job Vacancies

1.1 Job announcements must follow the established posting format derived from the classification description and must be consistent with the classification developed and maintained in the Human Resources (HR) Department. All new positions must be properly classified by the HR Department before posting can occur.

1.2 Applicants who apply via the applicant tracking system (“ATS”) and submit all information requested on the posting by the best consideration date, or prior to the closing date of a posting, are the only applicants considered for the position.

1.3 The HR Department is responsible for quality checking each job announcement prior to posting the announcement for accuracy and consistency. Significant changes to the job announcement will be discussed with the department. The Human Resources Department (“HR”) will work with the department to determine the closing date for all job announcements.

1.4 Request to post an existing position that has been vacated.

1.4.1 A separation workflow must be submitted by the department when requesting to post a position vacated by an employee prior to a department submitting a request to post a position in the ATS.

1.5 Request to post a newly created position

1.5.1 Prior to submitting a request to post a position in the ATS, the department must work with HR for a position to be created through the classification process. 

1.6 Requests for advertising of postings are submitted to HR via the ATS. Advertisements are billed to the hiring department.

2.1 There are two types of job postings: standard and open until filled. Standard postings involve an identified posting period while open until filled postings have no closing date.

2.2 Standard Posting

Standard posting refers to a vacancy with an established closing date. Standard positions are posted as follows:

1. Staff positions are posted for a minimum of five (5) working days
2. New full-time faculty positions are posted for a minimum of thirty (30) calendar days
3. Replacement of full-time and part-time faculty positions are posted for a minimum of ten (10) days

2.3 Open Until Filled Posting

Open until filled posting refers to postings with a best consideration date, but no closing date.

2.4 Types of Positions Posted

The four types of employee positions include: regular, temporary, limited term or casual.  The following section addresses specific issues that affect the four types of employee positions.

2.4.1 Regular Employee Posting

A regular posting indicates full-time or part-time hours, benefits eligibility, and, if applicable, the bargaining unit. The posting does not specify an employment end date.

2.4.2 Limited Term Posting

A limited term posting indicates the position is grant-funded or posted to meet a business need for a specific amount of time (6 months or longer). The posting also indicates full-time or part-time hours and benefits eligibility.

2.4.3 Temporary Posting

A Temporary posting indicates a reasonably predictable schedule, full- or part-time hours, for a period not to exceed six (6) months, and the position is not eligible for benefits. , may be hired to work a reasonable, predictable schedule, full- or part- time, to substitute in the absence of a regular full or part-time employee.

2.4.4 Casual Posting

A casual posting indicates the position will address an intermittent need for an indefinite period of time not to exceed 519 hours per year. The posting will also indicate the position is not benefits eligible.

3.1 Hiring officials screen applicants based on minimum and preferred qualifications listed in the posting.

3.2 The hiring department will work with HR to update the status of applicants in the ATS to indicate the outcome of the application or selection for an interview.

Interview Process

4.1 A panel typically made up of the hiring supervisor and one or more additional employees participates in the interview process. HR representatives are available to assist in the interview process.

4.2 The interview committee will make a selection from the candidates interviewed based on the Whole Person Approach (This approach is defined in the justification for hire memorandum provided by HR). The outcome of each interview will be documented on the screening matrix. In short, the first level of screening identifies candidates who meet the minimum requirements specified on the job announcement.  The second level of screening identifies candidates who meet the minimum requirements and who also meet preferred requirements.  The second level of screening will produce the list of applicants to contact for an interview.

Checking References5.3Information obtained from references is used only to: (1) verify the accuracy of employment or academic information; and (2) identify job-related accomplishments, skills, abilities, and characteristics that help establish the applicant's qualifications and suitability for the position in question.

4.4.  The results of the references must be documented in writing. Supervisors may use the HR Reference Check form..

4.5.  To the extent permitted by law, all information obtained from any of the sources listed by the candidate is kept strictly confidential by the hiring supervisor.

4.6 A minimum of two (2) references are required, one of which must be a supervisory reference. Current employees who are applying for a position within the College require one (1) reference from their current immediate supervisor. External references are not required for internal applicants. A reference check for internal applicants may be waived if the hiring official was the applicant’s previous supervisor.

4.7 A tentative offer of employment should not be extended until a reference check is complete.

Recommendation for Hire

4.8 In filling job vacancies, preference will be given to current employees when the current employee’s qualifications and experience meet or exceed minimum and preferred qualifications, and are relatively equal in the judgment of management personnel who make the selections.

4.9 After completing the interview process, the department will submit a recommendation for hire to HR.

4.10 The department may extend a tentative offer of employment to the recommended candidate. The department must make clear to the candidate that the offer of employment is conditional upon successful completion of the background check and, if applicable, a drug-screening.

4.11 The department must submit all supporting documentation related to the recommendation for hire to HR as itemized below.

            4.11.1 Essential Elements of Hiring

• Screening Matrix (template provided by HR)
• Interview notes for every candidate interviewed from each interview committee member
• Two (2) reference checks (one supervisory)
• Justification for Hire Memorandum (template provided by HR)

HR Processes Recommendation for Hire

4.12 The HR Department will quality check all supporting documentation submitted for each recommendation for hire to ensure it is consistent, accurate, and reflects a transparent hire. If HR identifies inconsistent documentation, the hire will not be processed until appropriate documentation is provided by the department to support the recommendation for hire.

4.13 HR will work with the candidate recommended for hire to complete a pre-employment background check and pre-employment drug test (if applicable).

4.13.1 If results are identified on the background check that are directly related to the duties and responsibilities of the position, HR will consult with Legal, Risk Management and Vice President of the appropriate division before proceeding.

4.14 Once the pre-employment results are received, the HR Technician will send an offer letter to the candidate recommended for hire.

4.15 If the recommended candidate accepts the offer of employment, the HR Technician will complete the onboarding process.

4.16 HR will place documentation associated with each hire in the personnel file.

5.1 A waiver of announcement may be granted by the president or a designee to facilitate timely hiring to meet operational needs.  The waiver request is submitted to HR for review and approval before being submitted by HR to the president or designee. Waiver of the announcement must include an approved memorandum, resume, transcripts, certifications (if applicable), and reference checks (if applicable).

6.1 An employee working less than forty (40) hours will be considered part-time.

7.1 A posting is not required when a position is changed from part-time to full-time or full-time to part-time due to operational need.

7.2 A posting is required when a position is changed from limited term to regular status due to operational and funding needs.

7.3 A posting is required when a position is changed from temporary or casual to regular status.

7.4 The offer of part-time employment is not to be presumed or construed as indicating any commitment to a full-time position.

Personal Data Form (PDF)

Support Materials

Not Applicable

Employee Handbook 3.03, Employment