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CC Policy Manual

Hiring Classified Staff Employees

Hiring Classified Staff Employee Positions Approved Date    4-18-2017
    Effective Date    4-18-2017
    Revision No.    2.0

1.0    Purpose

This policy establishes guidelines for recruiting, selecting, and hiring classified staff employees for continuing and temporary positions.

2.0    Revision History

Date Rev. No. Change Ref Section
7/17/12 1.0 Policy rewrite.  
7/17/12 1.1 Revised the procedures to correspond with actual practice. 7.0
7/17/12 1.2 Included hiring temporary jobs rather than writing a separate policy. 7.2
7/17/12 1.3 Included how to post a job. 7.3.5 and 7.4.2
7/17/12 1.4 Designated the HR director as the person who offers jobs to candidates ensure consistency and legal compliance. 7.6.1
11/18/14 1.5 Aligned this policy with the Job Classifications policy.  
4/18/17 2.0 Changed the responsibility of classifying a job from the Classification Committee to the HR director for consistency of placement. 5.10

3.0    Persons Affected

3.1    Casper College employees.

3.2    Applicants for jobs at the college.

4.0    Policy

The policy of Casper College is to ensure the following.

4.1    The college uses an efficient and consistent process to recruit and hire a highly effective workforce.

4.2    The college abides by all federal, state, and local laws regarding recruiting, selecting, and hiring employees.

4.3    The college is an equal opportunity institution and as such, does not discriminate based on race, color, national origin, sex, disability, age or any other characteristic protected under applicable federal, state, or local law when recruiting, selecting or hiring employees.

5.0    Definitions

5.1    Classified Staff. This job classification includes operational support jobs. These jobs may be full or part-time. The Fair Labor Standards Act covers classified staff jobs.

5.2    Regular Full-Time. Employees who hold these classified staff jobs that are regularly scheduled to work 40 hours per week for a nonspecific period.

5.3    Regular Part-Time (non-benefited). Employees who hold these classified staff jobs are regularly scheduled to work fewer than 20 hours per week or 80 hours per month for a nonspecific period.

5.4    Temporary/Seasonal. Employees who hold these jobs may be scheduled to work either full-time or part-time and for a period not to exceed six months. Temporary/seasonal employees must be completely separated and off payroll for 26 consecutive weeks before becoming eligible for re-employment in a temporary/seasonal job. Regularly scheduled holidays and summer do not count as breaks in employment.

5.5    On-call. Employees who hold these jobs are called to work on an as needed basis, often on short notice, for an intermittent, nonspecific period during peak operational times or events. These employees are not intended to relieve employees of their regular duties.

5.6    Executive Council. This council consist of the president; vice presidents of academic affairs, student services and administrative services; information technology director; executive dean of continuing education; and public relations director.

5.7    Job Requisition. Supervisors submit an electronic job requisition in Taleo. The requisition includes the job, applications timeline, budget information, etc. Subsequent supervisors and the Human Resources (HR) director, vice president of administrative services, and president approve the requisition electronically.

5.8    Job Descriptions. This document describes the specific responsibilities and duties of a particular job. The college uses job descriptions to recruit employees, determine the compensation level of a job, evaluate employees, ensure equity and compliance with federal and state employment regulations, and as a guide for employees regarding job responsibilities and duties.

5.9    Job Classifications. This systematic process groups similar jobs together to facilitate recruitment, compensation, training, and organizational relationships. Casper College groups jobs based on 1) exempt or non-exempt status, 2) employment groups that have similar duties, responsibilities, and authority, 3) job categories, and 4) funding source.

6.0    Responsibilities

6.1    The HR director is responsible for ensuring compliance with this policy and for ensuring that the college abides by all federal, state, and local laws pertaining to hiring.

6.2    Employees and community members participating in the hiring process are responsible for abiding by this policy and all federal, state, and local laws pertaining to hiring.

7.0    Procedures

7.1    Obtaining Approval to Hire for a Classified Staff Job

7.1.1    The supervisor completes and submits the electronic Job Requisition form and obtains approvals from the subsequent level of supervisors and the HR director, vice president of administrative services, and president.

7.1.2    Upon approval, the supervisor works with HR to advertise, interview, and hire approved jobs.

7.2    Recruiting for a Classified Staff Job

7.2.1    The supervisor completes a Job Description if one is not already on file or reviews the current description for accuracy. The supervisor submits the Job Description and electronic Job Requisition form to HR.

7.2.2    HR reviews the Job Description and electronic Job Requisition for completeness.

7.2.3    The HR director determines the classification grade for a new job or when a supervisor would like a current classification reviewed.

7.2.4    The supervisor and HR develop an opening announcement and select advertising mediums to obtain a sufficient pool of applicants. The appropriate Executive Council member, in conference with the president, may decide to advertise the job internally only or promote from within without advertising the job. HR post a job opening on the college’s website and advertises the job in selected mediums.

7.3    Interviewing

7.3.1    The supervisor selects the interview committee. The appropriate Executive Council member may authorize the supervisor to interview candidates solely rather than use a committee.

7.3.2    The hiring committee receives all applications through the application tracking system (Taleo). If predetermined by the supervisor, HR will remove applications who do not meet minimum qualifications. Remaining applications will be stored in Taleo.

7.3.3    The interview committee reviews the applications and provides HR with a list of candidates to interview.

7.3.4    HR schedules interview appointments and makes the necessary arrangements. The college reimburses out-of-town candidates for reasonable transportation, lodging, and meals based on the following schedule.

  • 100% of acceptable expenses for candidates who accept a job offered or who are not offered a job.
  •   50% of acceptable expenses for candidates who decline an offered job.

7.3.5    The interview committee interviews candidates and contacts the references of selected candidates. They may interview candidates more than once, if deemed necessary. The interview committee recommends a candidate to whom to make an offer. If they do not recommend a candidate, the supervisor may restart the process.

7.4    Making an Offer

7.4.1    HR is responsible for offering the selected candidate the job. Offers are contingent upon a satisfactory background check and successful completion of job required testing. If the candidate accepts the job, HR sends the candidate an Offer Acceptance letter confirming details of employment, start date, and processes a background check. If there is not a successful hire, the supervisor may restart the process.

7.4.2    HR is responsible for notifying candidates who interviewed but were not selected that the job has been filled.