nance action form - gcccd · 2020. 8. 23. · nance hire form with all required signatures must be...
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GROSSMONT-CUYAMACA COMMUNITY COLLEGE DISTRICT
NANCE ACTION FORM The employment of non–academic and non-classified employees (NANCE) at Grossmont-Cuyamaca
Community College District (GCCCD) is intended to support members of the GCCCD community who
need jobs performed. NANCE positions may be reoccurring from semester to semester, may be sporadic,
or also can be from Fall through end of Summer. These are dependent on student/program needs or
specific contractual obligations that may fluctuate. Managers/Supervisors are required to understand
employment eligibility and disqualifications, and follow all managers/supervisors responsibilities,
including submitting a NANCE Personnel Action Form.
This guideline includes information on how to complete the Personnel Action Form.
NANCE employees may not work more than 25 hours
per week and no more than 8 hours per day.
HOURS OF WORK
EMPLOYMENT ELIGIBILITY
Any employee working in the category of NANCE must
be selected for the position and complete all required
hiring documents prior to the start of work. NANCE
employees may be required to pass a Live Scan
background check and Tuberculosis (TB) assessment.
Live Scan Background Check
Live Scan results are required no later than 10 (ten) days
after approved hire. Live Scan forms can be found online
at Forms Depot. Waived for GCCCD enrolled students.
TB Assessment Clearance
TB assessment clearance is required no later than 10
(ten) days after approved hire. A copy of an approved
NANCE hire form with all required signatures must be
presented to Campus Health Services staff in order for
testing to be administered. Waived for GCCCD enrolled
PERSONNEL ACTION FORM (PAF)
Managers/Supervisors must familiarize themselves
with the Personnel Action Form (PAF) and follow all
hire guidelines. Failure to do so may delay the hiring
process and/or cause the applicant to no longer be
eligible for employment with the District.
The Initiator must complete the PAF at least three
weeks prior to the start date.
A NANCE may be hired for the full academic year.
Subsequent employment into the next academic year
will require a new and completed PAF.
After the PAF is completed, and all required signatures
affixed, forward with completed hire packet materials to
Human Resources.
This guide is advisory only and GCCCD reserves the right to modify, delete, or suspend any provision of this guide without notice.
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GROSSMONT-CUYAMACA COMMUNITY COLLEGE DISTRICT
SECTION A. ACTION REQUESTED
Select New Hire/Rehire when hiring NANCE applicants
who have never been employed by the District or when
rehiring former District employees.
(Refer to Appendix 1)
CHANGE SMARTKEY
Select Change Smartkey if the smartkey on the
employee’s current approved position needs to change
or to end existing smartkeys on the current position.
(Refer to Appendix 4)
NEW HIRE/REHIRE
Select End Position if the student employee is working in
multiple positions with the District and is ending their
employment in one of these positions.
(Refer to Appendix 5)
END POSITION
Select Term Employment if the NANCE employee will be
terminated from all positions with the District. Once the
employee is terminated, they must go through the hiring
process again if they wish to be employed with the
District. (Refer to Appendix 6)
TERM EMPLOYMENT
CONTINUING/RENEW
Available actions when selecting Continuing/Renew:
1. The employee’s position is ending at the conclusion
of the semester but will renew their employment with
the District in the same position the following
semester. (Refer to Appendix 2)
2. The employee is ending their employment in one
position but continuing their employment with the
District in a different position or department.
(Refer to Appendix 3 and 5)
3. A current NANCE employee is hired for an additional
new position. (Refer to Appendix 3)
SECTION B. EMPLOYEE INFORMATION
With the introduction of Workday Onboarding, the accuracy of Section B is crucial to a speedy hiring process.
Section B information will be used to send the employee important hiring information once the hire form has been
approved. Without the correct contact information, Colleague ID number, and units there may be a delay in the
approval and hiring process.
SECTION D. INITIATOR
The person initiating the hiring process is the initiator. It is common for the NANCE employee’s manager/supervisor
to also be the initiator, however initiators may be administrative assistants, and/or other office support staff. In the
event further action is required in the hiring process, the initiator will be contacted.
SECTION C. EDUCATION
Certain positions require a Certificate, AA or BA degree. If the position the employee is hired for has an education
requirement, Section C must be completed. All new hire forms in which the job requires a Certificate, AA, or BA
degree must provide a copy of a resume or the Education Verification form. Please refer to the Salary Schedule for
education requirements.
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GROSSMONT-CUYAMACA COMMUNITY COLLEGE DISTRICT
SECTION E. POSITION INFORMATION
If the PAF is submitted prior to the start of the semester
the start date should be the first day of the semester.
If the semester is already in session, the start date is the
applicant’s projected first day of employment. Please
allow at least three weeks for processing. Although
initiators estimate the start date, the applicant’s first
day of employment may not take place before obtaining
an approval from Human Resources.
START DATE
NANCE employees are limited to a maximum 25hours
per week (0.625 FTE). If an employee is working in more
than one position, it is the department’s responsibility
to track hours worked in each position. A combination
of hours cannot exceed 25 hours per week.
To calculate FTE: Divide average hours worked by 40.
Example: 15 hrs per week divided by 40 hrs = 0.375 FTE
FTE (0.625 MAX)
If applicable, the Timekeeper Reviewer is the person
who will be responsible for reviewing the employee’s
time entry.
Indicate the date the assignment ends, such as the last
day of the semester, intersession or academic year.
TIMEKEEPER REVIEWER END DATE
Hourly pay rates must correspond to the position titles
on the approved Salary Schedule.
Used only when an employee is being terminated from
employment with the District.
TERM DATE HOURLY PAY RATE
SECTION F. SMARTKEY
Up to three smartkeys are allowed per position. A selection must be made between New/Add or End. Both New/Add
and End may not be selected on the same line. An effective date must be included.
SECTION G. STIPEND EMPLOYEES
Section G is required for NANCE employees working as Assistant Coaches.
BUDGET REVIEWER
The Budget Reviewer requirement is dependent on the department requesting the hire process. Please speak to the
appropriate department leadership for guidance.
APPROVALS
Human Resources will only process hire forms that have been approved by the Dean or Director and the Vice
President of the corresponding department, if applicable. Without the appropriate approval signatures the hire form
will be returned to the initiator.
No work is to be performed prior to written approval from Human Resources. If a NANCE applicant is found to be
performing work prior to written approval from Human Resources they will no longer be eligible for employment
with the District.
GROSSMONT-CUYAMACA COMMUNITY COLLEGE DISTRICT
PERSONNEL ACTION FORM APPENDIX
APPENDIX 1
NEW HIRE/REHIRE
New Hire/Rehire should be selected
when hiring applicants who have never
been employed by the District or when
rehiring former employees.
All information in Section B is required.
If there is an education requirement
Section C must be completed.
Section D is always required.
At least one smartkey is required.
Please allow three weeks for processing.
The hire processing time is dependent on
the time it takes departments to route the
form for approvals and submit to HR.
The Start and End Dates are typically the
first and last days of the semester unless the
hire date occurs after the semester start
date.
When selecting a multi-level position,
a position and level must be selected.
A
B
C
D
E
F
!
This example shows when the employee’s position is ending at the end of the semester but will continue their employment in the same position the following semester.
All information in Section B is required.
If there is an education requirement
Section C must be completed.
Section D is always required.
At least one smartkey is required.
Please allow three weeks for processing.
The hire processing time is dependent on
the time it takes departments to route the
form for approvals and submit to HR.
The Start and End Dates are typically the
first and last days of the semester unless
the hire date occurs after the semester start
date.
When selecting a multi-level position,
a position and level must be selected.
APPENDIX 2
CONTINUING/RENEW
A
B
C
D
E
F
!
APPENDIX 3
CONTINUING/RENEW
This example shows when a current student employee is hired for a new position. This example may also apply when adding an additional position.
If a position is ending, a separate PAF is also required. (Refer to Appendix 5)
All information in Section B is required.
If there is an education requirement Section C
must be completed.
Section D is always required.
At least one smartkey is required.
Please allow three weeks for processing. The hire
processing time is dependent on the time it takes
departments to route the form for approvals and
submit to HR.
The Start and End Dates are typically the first and
last days of the semester unless the hire date
occurs after the semester start date.
When selecting a multi-level position, a position
and level must be selected.
A
B
C
D
E
F
!
APPENDIX 4
CHANGE SMARTKEY
Select Change Smartkey if the employee’s
position smartkey needs to change, end or
when adding additional smartkeys to the
current position.
Only highlighted fields are required.
Section D is always required.
When Changing smartkeys indicate the
effective start and end dates on separate
lines.
Please allow three weeks for processing.
The hire processing time is dependent on
the time it takes departments to route the
form for approvals and submit to HR.
Only highlighted fields are required.
When making a change to the position’s
smartkeys only the position information is
required.
A
B
D
E
F
!
APPENDIX 5
END POSITION
If the student employee is working in
multiple positions with the District and is
ending their employment in one of these
positions, End Position is selected.
Only highlighted fields are required.
Section D is always required.
Indicate the date and all smartkeys that will
be ending with this position.
Please allow three weeks for processing.
The hire processing time is dependent on
the time it takes departments to route the
form for approvals and submit to HR.
Only highlighted fields are required.
The End Date is typically the last day of the
semester unless the end date occurs before
the semester end date. HR needs position
information to know which position to end.
When selecting a multi-level position,
a position and level must be selected.
A
B
D
E
F
!
APPENDIX 6
TERM EMPLOYMENT
If Term Employment is selected, the
employee will be terminated from all
positions.
Only highlighted fields are required.
Section D is always required.
Indicate the date and all smartkeys that
will be terminating with this position.
Please allow three weeks for processing.
The hire processing time is dependent on
the time it takes departments to route the
form for approvals and submit to HR.
Only highlighted fields are required.
When terminating employment only the
term date and the highlighted position
information is required.
A
B
D
E
F
!