where did the paperwork go ?
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Where Did the Paperwork Go ?. Presented by: Mary de Laosa Jeanette Drake 03/06/03. Overview. This session will assist you in the hiring of new employees for the College. - PowerPoint PPT PresentationTRANSCRIPT
Where Did the Where Did the Paperwork GoPaperwork Go ? ?
Presented by:Presented by:Mary de LaosaMary de LaosaJeanette DrakeJeanette Drake03/06/0303/06/03
OverviewOverview This session will assist you in
the hiring of new employees for the College.
Provide in-depth explanation and flow of all the paperwork that is needed to process a full-time employee at the College..
Step 1: Hiring Fund 1Step 1: Hiring Fund 1
Request for opening any new Fund I full-time line requires: (Procedure 2210/Establishment of New Full-Time and Temporary Lines)
Initiation and approval by Campus President/District Vice Provost (via an email, memo, or P-26).
Approval by the College Provost in writing.
Documentation will be maintained by the Budget Office.
Step 1: Hiring Fund 2Step 1: Hiring Fund 2 Temporary Assignment into Temporary Line
Must be approved by the College Provost College Provost will provide an approval
document All RPA’s for temporary appointments must
have an end date that falls within the fiscal year or academic year for faculty.
Reminder: Temporary Assignment is a temporary position
Step 2: Send P-26 to HRStep 2: Send P-26 to HR P-26 ArrivesP-26 Arrives
Step 2: P-26Step 2: P-26
P-26’s requiring the Provost’s P-26’s requiring the Provost’s SignatureSignature All requests for new lines (non-All requests for new lines (non-
grant positions)grant positions) All requests for full-time faculty All requests for full-time faculty
lineslines Requests for changes from one Requests for changes from one
pay class to anotherpay class to another Requests for position Requests for position
classifications of three (3) or classifications of three (3) or more levelsmore levels
Step 2: P-26Step 2: P-26 P-26’s that can be IMMEDIATELY processed by
Human Resources Request to fill administrative and staff
positions with same title and classification level.
Request to reclassify position within existing pay class (A1,A2,C2)
Request to reclassify positions no more than two (2) grade levels.
Request to move position within the same functional area
(i.e. one department within academic affairs to another department, etc)
Request to fill position specified in funded grants
Step 3: COMPENSATIONStep 3: COMPENSATION
Compensation verifies information
Makes corrections/changes to job description, etc.
Consults with department Sends to Budget for
Budget/Line & Number Review
Step 4: EMPLOYMENTStep 4: EMPLOYMENT
Employment posts position within the Employment Opportunity Bulletin
http://www.mdcc.edu/jobs/
Communicates with department regarding requested advertising media Standard Advertising (via email)
HigherEd.ComHotJobs.comImDiversity.comCColleges.comTeachersInFlorida.com
Printed Media (Miami Herald, etc) Specialty Advertising
at the expense of department budget transfer to cover expense
Points to RememberPoints to Remember Closing dates are established
by your department. To expand the applicant pool
for your existing vacancy, you may request to re-post your position.
If you have requested to have the position advertised in the media with an advertising closing date, you then may not close this position prior to the published date.
Points to RememberPoints to Remember Applications/resumes are accepted
in HR through the close of the business day (4:30pm).
You must consider all applications received in HR through the closing dates.
Allow 5 working days after the closing date for additional applications to reach your area
Screening Committees should not begin the candidate screening process prior to the closing of vacancy
Step 5: After Position is PostedStep 5: After Position is Posted
All applications/resumes are All applications/resumes are forwarded to chairperson 5 forwarded to chairperson 5 days after closing date.days after closing date.
Hiring Department Is ResponsibleHiring Department Is Responsible
For notifying all applicants concerning the status of their application/resume.
Screens applications/resumes
Conducts interviews
Upon conclusion of the search and selection process, the department is responsible for notifying unsuccessful candidates in writing of the completion of the search process
Selection ProcessSelection Process
Makes recommendation of 3-4 Makes recommendation of 3-4 candidates to hiring Supervisorcandidates to hiring Supervisor
Supervisor conducts interviewsSupervisor conducts interviews
Candidate is selectedCandidate is selected
Selection Process Continues: Selection Process Continues: Hiring Supervisor Has Selected a Hiring Supervisor Has Selected a CandidateCandidate Candidate must complete an Candidate must complete an
applicationapplication Candidate meets the minimum Candidate meets the minimum
requirements for the positionrequirements for the position All clerical applicants must have All clerical applicants must have
completed a clerical skills testcompleted a clerical skills test Check the application section that Check the application section that
asks about immigration statusasks about immigration status Check the application section that Check the application section that
asks about background informationasks about background information
Step 6: Compensation TeamStep 6: Compensation Team
Re-verifies the availability of the Re-verifies the availability of the positionposition
Checks that candidate meets Checks that candidate meets the minimum requirementsthe minimum requirements
Conducts salary analysisConducts salary analysis College Provost approves all College Provost approves all
salary offerssalary offers
Calculation of Salary OfferCalculation of Salary Offer
Step 7: Salary Offer Step 7: Salary Offer
Hiring Supervisor will Hiring Supervisor will receive confirmation via e-receive confirmation via e-mail of approved salary offermail of approved salary offer
Supervisor contacts Supervisor contacts candidates and extends candidates and extends salary offersalary offer
Step 8: Candidate Accepts OfferStep 8: Candidate Accepts Offer
Department sends the Department sends the Compensation Team a complete Compensation Team a complete package along with an RPA. package along with an RPA.
List of documents to be List of documents to be provided.provided.
Step 9: Completed Package Step 9: Completed Package ReceivedReceived
Checked by Checked by Compensation Compensation for accuracy.for accuracy.
Forwarded to Forwarded to Operations for Operations for data entry and data entry and creation of filecreation of file
Step 10: Hiring Department Step 10: Hiring Department Must Complete P-26 2 Must Complete P-26 2
The Department must list the following: Contains the alpha list of all names and
ss# of all applicants Date of Initial interview Date of Second Interview Statement of the reason for applicant
selection or non-selection
Statements to avoid:“over-qualified”“selected another applicant”“non-interviewed”
Step 10: ContinuedStep 10: Continued
Statements to use “lacks related work experience” “interviews revealed less than
adequate human relations skills” “disciplines concentration in
creative writing rather than basic
skills” “the applicant was the second
choice”
Sample of P-26 2Sample of P-26 2