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