Learning College Manual
- An immediate supervisor must establish that a need exists to fill a full-time position. He/she must submit a request to post with justification through the applicant tracking system for approval. The immediate supervisor, dean/director and/or Vice President may present recommendations on how to proceed in filling the vacant position. The President may transfer, promote or reassign any employee to a vacant position as deemed mission critical.
- Once approvals are granted, the Human Resources (HR) office will review the request and prepare the position vacancy announcement for advertising and distribution. Updates to the official position description must be submitted using the review function in Word and according to Policy 301-03-01BP. Position vacancies may be advertised and distributed as follows: College website, NCCCS central job posting page, various NCCCS listserves, College email, Employment Security Commission, newspapers and other mediums as deemed appropriate.
- A recommendation of potential selection committee (committee) members will be made to the Director of HR from the immediate supervisor. The committee should not consist of less than five members and must reflect a varied campus representation. The Director of HR may consult with the appropriate Vice President before a final approval of all established committees.
Recommended guidelines for committee members:
- Chair: Immediate supervisor
- Departmental employee: employee from the department of the vacant position
- Other employees: employees from different departments that work closely with the vacant position or employees knowledgeable of the skill set needed for the position
- A pre-selection committee meeting will be held to inform the committee of their responsibilities during the hiring process, legal and confidentiality aspects, scope and expectations of the vacant position. In addition, the committee will establish a projected timeline for the process. A representative from HR will attend all committee meetings and interviews when possible.
- All applicants must submit required documents electronically through the application tracking system by the end of the business day on which the position closes. 1
- Applications will be reviewed initially in the HR office. Candidates with completed electronic application submissions and who meet the job qualifications are forwarded to the committee members for review. Committee members will review the completed applications independently. Once all committee members have reviewed the applications, a summary will be forwarded to the committee chair. The committee members will convene at the designated time and determine, by consensus, those applicants to be interviewed. The HR office will contact the candidates to be interviewed and notify committee members of the interview schedule.
- The College will require reference checks and background checks on all internal and external candidates recommended for employment. In addition, the college may conduct credit checks, motor vehicle checks and/or drug tests. If the college has previously conducted a background check on a candidate, the results may be valid for 12 months. Each candidate interviewed will meet with a representative from the HR department prior to his/her interview to complete an Authorization for Reference and Background Checks and receive a copy of a Summary of Your Rights under the Fair Credit Reporting Act.
- Once interviews are completed, the committee will provide a consensus recommendation to HR. The Chair will notify the HR office to begin appropriate background checks and schedule a follow-up interview(s) to meet with a President’s Executive Council member. If the appropriate council member was not available to meet with the candidates following his/her interview.
- The authorization form for background checks will be shared with a third party vendor. If the consumer and/or investigative report reveal that there are no convictions, no further action is required. If the report indicates that there are criminal convictions, the Director of HR will review the report and determine if the issue(s) warrant additional review by the appropriate Vice President, President and/or legal counsel.
- Reference checks will be forwarded to the committee chair to review once any issues regarding the background checks are resolved. The committee chair will proceed with a recommendation to hire or convene the committee.
- The recommendation for hire will come to the Director of HR. A salary proposal must be approved by appropriate Vice President and/or President prior to making an offer. Once approval is granted the Director of HR will contact the candidate and make an offer for the position.
- All applicants will receive notification upon acceptance of an offer.
Effective September 10, 2012, all applicants must apply through the applicant tracking system. An exception will be granted for 1) applicants who have previously applied and communication took place that his/her application would remain in the active file for a year; and 2) applicants for which an offer has been made and accepted prior to the September 10, 2012.
- Immediate supervisors must secure approval through the appropriate chain of command to fill temporary positions.
- The immediate supervisor may review the active applications on file or solicit for applicants based on the need of the program or service area.All potential applicants must submit an application through the applicant tracking system.
- The supervisor will interview the potential candidate(s) and conduct reference checks on potential employee (s). It is the responsibility of the supervisor to verify credentials.
- At least three (3) reference checks must be made prior to submitting a hiring proposal to HR.
- The College will require reference and background checks on all internal and external candidates recommended for employment. In addition, the college may conduct credit checks, motor vehicle checks and/or drug tests. If the college has previously conducted a background check on a candidate, the results may be valid for 12 months. When the supervisor interviews the potential candidate(s) he/she will complete an Authorization for Reference and Background Checks and receive a copy of a Summary of Your Rights under the Fair Credit Reporting Act.
- Offers of employment may be extended by the supervisor, and all offers of employment, oral and written, shall include the following statement: "This offer is contingent on the college’s verification of credentials, appropriate background checks, sufficient enrollment and/or availability of funds."
- At least five (5) working days prior to the potential start date the supervisor will submit a hiring proposal, reference checks and authorization form for background check to the HR department.
- The authorization form for background checks will be shared with a third party vendor. If the consumer and/or investigative report reveal that there are no convictions, no further action is required. If the report indicates that there are criminal convictions, the Director of HR will review the report and determine if the issue(s) warrant additional review by the appropriate Vice President, President or legal counsel.
- The HR department will contact the supervisor and employee to confirm offer and schedule a time to complete new employee paperwork.
Exceptions to the procedure may be allowed by the President of the College.
Adopted: January 2011
Amended: September 10, 2012