Hiring Process Hr

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How To

Hiring Process


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TODAYS TOPICS

Overview of hiring processes Full-time benefit eligible positions Full-time temporary faculty Direct wage Workstudies Adjuncts Special Assignments

Notice of Employment (NOE)

Direct Wage NOE

New Hire Orientations

Miscellaneous Informational Items


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FULL-TIME, BENEFIT ELIGIBLEPOSITIONS

Personnel Requisition

On staffing plan

Not on staffing plan

Advertise for 10 business days

Interviews by Search Committees Faculty position minimum 5 people two outside department

Staff position minimum 3 people one outside department

Recommendation Letter of Recommendation

Notice of Employment (salary not yet established)

Affirmative Action compliance statement

Search committee signature and confidentiality forms

Interview summaries and blank question form

Application of recommended candidate(s)

References

Transcript extension request (if needed)

Miscellaneous forms as needed

Make job offer and schedule orientation/start date

HR will order e-mail and Timeforce accounts

Letters to non-selected applicants


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FULL-TIME TEMPORARY FACULTY

Memo approved by Division Dean and Vice President ofInstructional Services

NOE

Three professional references

Credential Review form (if new)

Primary Language form (if new)



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DIRECT WAGE

New (brand new or have not worked for the college inover a year)

If your candidate has applied with HR:1 - Submit NOE, references, and transcript extension (if

needed)2 Await an e-mail from HR that the NOE has been

forwarded for processing3 At least three business days later have the employee

report to an orientation

If your candidate has not applied with:1 - Submit NOE, references, STC application, and

transcript extension (if needed)2 Await the e-mail from HR that the NOE has been

forwarded for processing3 At least three business days later have employee report

to an orientation


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DIRECT WAGE (CONTINUED)

Returning (less than a year) or rollover

Submit NOE with accurate dates

Employee only needs to report to HR if any personneldata changes:

Address/phone numbers

I-9 statusDirect deposit

Emergency contact


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WORKSTUDY

New (brand new or has not worked for the college in overa year)

Before being added to the Work Study pool, all applicants are firstscreened through a Texas DPS criminal background check. Onlythose who are cleared through this check are given Pre-Approval andare eligible to be hired as STC Work Studies.

Department submits NOE, references, and pre-approval form

Upon notification from HR. have the employee report toan orientation


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ADJUNCTS

If new, returning after a year of absence, or changingdisciplines

Submit:

Intent to hire

Credential review form

Primary language form 3 references


Have employee report to HR after all documents havebeen submitted to HR


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ADJUNCTS (CONTINUED)

If returning after less than a year

Submit:

Intent to re-hire form

Employee only needs to report to HR if any personneldata changes:

Address/phone numbersI-9 status

Direct deposit

Emergency contact

Degree status


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STIPENDS/SPECIAL ASSIGNMENTS

If on Staffing Plan

No NOE is needed except for Chair stipends

If not on Staffing Plan

Submit NOE and memo of justification for specialassignment or other stipends


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REMINDERS:

At no point during the hiring process should anapplicant or candidate be told that they have the

job, until HR ensures that all of the proper stepshave been adhered to and satisfied. Make no

commitments!!!

All hiring documents now sent directly to HRStaffing Specialist and/or HR Specialist

The Staffing Plan is a Board reviewed and

approved document, and is updated annually only


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NOTICEOF EMPLOYMENT

FOR EMPLOYEES

PAID MONTHLY


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SUBMITA NOTICEOF EMPLOYMENTWHEN

A NEW EMPLOYEE IS HIRED or REHIRED

AN ADDITIONAL ASSIGNMENT IS GIVEN TOCURRENT EMPLOYEE

A STIPEND IS ADDED TO A CURRENTEMPLOYEES SALARY


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UNRESTRICTED POSITIONS IN THE STAFFINGPLAN FORMERLY CALLED REGULAR POSITIONS

Sections to be completed

1. EMPLOYEE INFORMATION

2. EMPLOYEE STATUS FT UnrestrictedFunds Staff

3. APPROVALS


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TEMPORARY POSITIONSRESTRICTEDAND AUXILIARY



2. EMPLOYEE STATUSCheck One BoxOnly

3. FUNDING SOURCE INFORMATION with

Approvals

4. APPROVALS


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2. EMPLOYEE STATUSCheck One BoxOnly

3. FUNDING SOURCE INFORMATION with

Approvals

4. APPROVALS

TEMPORARYSTIPENDS & SPECIAL ASSIGNMENTS


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EMPLOYEE INFORMATION

The division, department, home organization code, campus, buildingand office phone is where the employee performs the specificjob/assignment

The supervisor name is the person directly supervising the employeefor this specific job/assignment. Please print the name of the

supervisor

The accurate assignment start date and end date for this specificjob/assignment must be within the current fiscal year

The position title is used to state what is being paid for (check with HR

when in doubt)

The position number is only provided if NOE is used for a Staffing PlanPosition Leave blank if job/assignment is temporary or not on theStaffing Plan


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Only one box should be checked. HumanResources can only use one classification for eachemployee/payment - SALARIED or DIRECTWAGE

All Special Assignments and Stipend paymentsmust have documentation attachmentsDESCRIPTION OF DUTIES AND/ORMEMORANDUM OF UNDERSTANDING for theGrant Funded

If the NOE is used for a salaried employee, leavethe salary boxes blank

EMPLOYEE STATUS


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IF FUNDINGISINTHE STAFFING PLAN

Temporary or short term assignments can befunded from a STAFFING PLAN POOL. Refer toyour deparments staffing plan or contact the

Budget Control Office

DIRECT WAGE POOL Position Number

OR

SALARY SAVINGS from Position Number


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IF GRANTFUNDED (RESTRICTED)

Split Funded ____________ ___________________________

Percent Fund Code Organization Code

The percentage must be indicated

The Fund Code and Organization for this type of positionsmust be written on the NOE

All grant funded positions/payments must be approved by theGrants/Contracts Compliance Officer The signature line onNOE is the FINANCIAL MANAGER

The NOE is submitted directly to HR for the position numbercreation this position number will always start with thenumber 6

HR will forward NOE to Budget Control to continue with the

funding process


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APPROVALS

1. Supervisor

The same person as the supervisor listed inthe employee information section

2. Division Dean or Director

3. Vice President or President

4. Director of Human Resources


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REMINDERS/NOTES

All fields in the EMPLOYEE INFORMATIONSECTION must be completed. If the office phone isnot available at the time of hire, please follow up assoon as the phone number is established. The staff

directory website may be used to report officephone number and location changes.


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REMINDERS/NOTES

Revisions must be done on a photocopy of theoriginal NOE. Only the changes must be marked inred ink. The initials of the supervisor and financialmanager must be included with the date of the

revision Changes to the Funding Source Information must

be submitted to HR. HR will write the positionnumber and forward to the Budget Control

Specialist at the Business Office


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DIRECT WAGE NOE

SECTIONS:

1. Employee Information

2. Employee Status

3. Funding Source Information

4. Approvals


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EMPLOYEE INFORMATION


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EMPLOYEE STATUS

Direct Wage Employee

Check off either

Part-Time 19.00 hours or less per week

Full-Time DW 20.00 hours or over per week

Check off either: Student minimum pay rate $7.50

Non-Student minimum pay rate $8.10

*STCs work week is Monday Sunday*Full-Time DW employees are not eligible for benefits

*Full-Time assignments must not exceed 4.5 months (18 weeks ) per academic year (Sept 1-Aug 31)

*


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EMPLOYEE STATUS (CONT.)

If an employee works more than 19 hours per week, for a period ofmore than 4 months (18 weeks) per academic year (Sept 1Aug31), we have to offer benefits in accordance with TRS rules.

Each week totaling 19.25 hours or more is counted towards the 18week maximum. TimeForce supervisors are responsible for

monitoring the employees time cards and tallying the number ofweeks worked over 19 hours per week

All Direct Wage employees must abide by the 18 weeks peracademic year.

Please monitor your employees hours using the reports available on

TimeForce


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FUNDING SOURCE INFORMATION (CONT)2. AMOUNTOF FUNDINGFOR TEMPORARY POSITIONS

Hrly Rate X Hrs per Week X # of Weeks =$ This section must be calculated by department

Financial Manager

Mandatory to have at least one signature Financial Manager (2)

For split funded positions

Budget Control

Once HR receives the complete NOE, we will send it toBusiness Office for budget approval


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APPROVALS

All approvals, with the exception of the Director ofHuman Resources, must be obtained beforesending the NOE to the HR office

It is required to have a signature on line 3

Supervisor signature must match the printedsupervisor name in the Employee Information

section


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WHEN DO I SUBMIT A NEW NOE?

A new NOE is needed when:

Changing from WS to DW employment or vice versa

The funding source will change

Accepting a new job position even if it is in the same department

September 1st- All DW and Work-Study employees need a newNOE. This is the start of the new fiscal year

Changing from part-time employment to full-time employment orvice versa


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REVISING AN NOE

Make changes on a photo copy of the NOE in redink

Check off: Revised NOE orCancellation/Deletion at the top of NOE

Initial and date each change

Financial manager and supervisor need to initialand date the NOE

Please verify with TimeForce that any changes toassignment dates coincide with time worked inTimeForce before submitting to HR


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EXTENDINGAN ASSIGNMENT

The department may continue an employees

assignment by:

Revising a photo copy of the NOE and entering thenew date in the extended date field

Submitting a new NOE for the new assignment New NOEs need to be submitted for every employee in

September, which is the start of the new fiscal year.Employees who do not have an authorized assignmentfor the new fiscal year should not report to work until HR

has received the new NOE.


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EMPLOYEE RESIGNATIONS

The Workstudy/Direct Wage letter of Resignation is availableon the HR webpage under Forms. Please make sure to usethe most current version of the letter.

The employee should submit the letter to the supervisor ifhe/she will not work until the original end date.

He/She should verify their last time card if permanentlyleaving the college

The supervisor will then verify that the resignation datematches TimeForce punches and forward the letter to HR forprocessing

Supervisor must submit BO-7710 form to the Payroll Office todelete the employees access to TimeForce, if applicable


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EMPLOYEE RESIGNATIONS (CONTINUED)

A supervisor can also fill out the resignation letter if theemployee is not available to do so

Financial Aid has the authority to end Work Study assignmentbase upon their criteria for employment. Financial Aid willnotify both HR and the department if employment isterminated early

Please note: Resignations must be turned in to HR before the

payroll affected by this date is processed. After the payroll is

processed, theoriginalend date cannot be changed, merelya personnel date will be entered which will not change any

encumbrances.


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KEY PROBLEMS

Supervisors allowing employees to work without anauthorized assignment

Late NOEs

Extending assignments

Overlapping assignments

Effective dates on letters of resignation notmatching hours punched on TimeForce

Multiple NOEs


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TIMEFORCE

Inactivity for more than 30 days leads todeactivation of account. Employee must report toHuman Resources to get re-activated in Timeforce.

Contact Payroll office if you have any special

circumstances.


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Q & A?


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HELPIS AVAILABLE

Contact one of the following staff members in theOffice of Human Resources for assistance with NOEs

Rosisela Salinas, HR Payroll Technician II for Faculty Assignments

[email protected] Phone: 872-5050

Carlos Hernandez, HR Payroll Technician, for MonthlyAssignments/Payments


Linda Ortiz, HR Payroll Technician, for Semi-monthly Assignments and

Partnership [email protected] Phone: 872-3730

Daniel Salazar, HR Payroll Tech, for Adjunct and Overload NOEs

mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]


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MORE HELP

Andrew Fish, HR Specialist, for Hiring Process


Aldi Gomez, HR Assistant, for New Hires


Lizette Moreno, HR Assistant, for New Hires

mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]


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EVEN MORE HELP

Brenda Balderaz, Coordinator of Benefits


Hilda Soliz, Benefits Specialist


Ruth Galvan, Benefits Assistant


Frank Gomez, Employee Relations Officer, for employee issues

mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]


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Thank you for your time

and please do not hesitate to contact

YOUR Friendly HR Staff

if we can help in any way!

Date post:	05-Apr-2018
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