How To Hiring Process

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

FULL-TIME, BENEFIT ELIGIBLE POSITIONS

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 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

Recommendation

Make job offer and schedule orientation/start date HR will order e-mail and Timeforce accounts Letters to non-selected applicants

FULL-TIME TEMPORARY FACULTY

Memo approved by Division Dean and Vice President of Instructional Services NOE Three professional references Credential Review form (if new) Primary Language form (if new) Transcript extension request (if needed)

DIRECT WAGE
New (brand new or have not worked for the college in over 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 processing 3 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 processing 3 At least three business days later have employee report to an orientation

DIRECT WAGE (CONTINUED)

Returning (less than a year) or rollover
Submit NOE with accurate dates Employee only needs to report to HR if any personnel data changes: Address/phone numbers I-9 status Direct deposit Emergency contact

WORKSTUDY

New (brand new or has not worked for the college in over a year)
Before being added to the Work Study pool, all applicants are first screened through a Texas DPS criminal background check. Only those who are cleared through this check are given Pre-Approval and are eligible to be hired as STC Work Studies.

Department submits NOE, references, and preapproval form Upon notification from HR. have the employee report to an orientation

WORKSTUDY (CONTINUED)
Returning (less than a year) or rollover
Department submits NOE with accurate dates Employee only needs to report to HR if any personnel data changes: Changing department/status (except when W.S. assignment ends and is hired by department as D.W., department must inform employee of change) Address/phone numbers I-9 status Direct deposit Emergency contact

ADJUNCTS

If new, returning after a year of absence, or changing disciplines

Submit: Intent to hire Credential review form Primary language form 3 references Transcript extension request (if needed) Have employee report to HR after all documents have been submitted to HR

ADJUNCTS (CONTINUED)

If returning after less than a year

Submit: Intent to re-hire form Employee only needs to report to HR if any personnel data changes: Address/phone numbers I-9 status Direct deposit Emergency contact Degree status

STIPENDS/SPECIAL ASSIGNMENTS

If on Staffing Plan

No NOE is needed except for Chair stipends Submit NOE and memo of justification for special assignment or other stipends

If not on Staffing Plan

REMINDERS:

At no point during the hiring process should an applicant or candidate be told that they have the job, until HR ensures that all of the proper steps have been adhered to and satisfied. Make no commitments!!! All hiring documents now sent directly to HR Staffing Specialist and/or HR Specialist The Staffing Plan is a Board reviewed and approved document, and is updated annually only

NOTICE OF EMPLOYMENT
FOR EMPLOYEES PAID MONTHLY

SUBMIT A NOTICE OF EMPLOYMENT WHEN

A NEW EMPLOYEE IS HIRED or REHIRED AN ADDITIONAL ASSIGNMENT IS GIVEN TO CURRENT EMPLOYEE

A STIPEND IS ADDED TO A CURRENT EMPLOYEES SALARY

UNRESTRICTED POSITIONS IN THE STAFFING PLAN FORMERLY CALLED REGULAR POSITIONS

Sections to be completed EMPLOYEE INFORMATION EMPLOYEE STATUS FT Unrestricted Funds Staff

1. 2.

3.

APPROVALS

TEMPORARY POSITIONS RESTRICTED AND AUXILIARY

1. 2.
Only

Sections to be completed EMPLOYEE INFORMATION

EMPLOYEE STATUS Check One Box

3. FUNDING SOURCE INFORMATION with Approvals 4. APPROVALS

TEMPORARY STIPENDS & SPECIAL ASSIGNMENTS

1. 2.
Only

Sections to be completed EMPLOYEE INFORMATION

EMPLOYEE STATUS Check One Box

3.

FUNDING SOURCE INFORMATION with Approvals

4.

APPROVALS

EMPLOYEE INFORMATION

The division, department, home organization code, campus, building and office phone is where the employee performs the specific job/assignment The supervisor name is the person directly supervising the employee for this specific job/assignment. Please print the name of the supervisor The accurate assignment start date and end date for this specific job/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 Plan Position Leave blank if job/assignment is temporary or not on the Staffing Plan

EMPLOYEE STATUS NEW CATEGORIES

Salaried Employee Paid Monthly FT UNRESTRICTED FUNDS STAFF (new) FT RESTRICTED FUNDS STAFF (new) FT AUXILIARY FUNDS STAFF (new) TEMPORARY FT FACULTY

STIPENDS
SPECIAL ASSIGNMENT

EMPLOYEE STATUS

Only one box should be checked. Human Resources can only use one classification for each employee/payment - SALARIED or DIRECT WAGE All Special Assignments and Stipend payments must have documentation attachments DESCRIPTION OF DUTIES AND/OR MEMORANDUM OF UNDERSTANDING for the Grant Funded If the NOE is used for a salaried employee, leave the salary boxes blank

EMPLOYEE STATUS
CONTINUED

The annual salary for a full-time position is assigned by the Director of Human Resources per Board approved Pay Plans The total payment for a stipend or special assignment is assigned by the supervisor assigning the job and is approved by the Division Dean/Director and Vice President

FUNDING SOURCE INFORMATION

This section must always be completed for all positions not on the staffing plan. The funding needs to be identified in order to process the payment.

For an Unrestricted Position which is also called a staffing plan position, this section should BE LEFT BLANK. Funding has been budgeted and there is no question regarding how to pay for this assignment.

IF FUNDING IS IN THE STAFFING PLAN

Temporary or short term assignments can be funded from a STAFFING PLAN POOL. Refer to your deparments staffing plan or contact the Budget Control Office
DIRECT WAGE POOL Position Number OR SALARY SAVINGS from Position Number

IF GRANT FUNDED (RESTRICTED)

Split Funded ____________ _______________ ____________

Percent

Fund Code

Organization Code

The percentage must be indicated The Fund Code and Organization for this type of positions must be written on the NOE All grant funded positions/payments must be approved by the Grants/Contracts Compliance Officer The signature line on NOE is the FINANCIAL MANAGER The NOE is submitted directly to HR for the position number creation this position number will always start with the number 6 HR will forward NOE to Budget Control to continue with the funding process

APPROVALS
1. Supervisor The same person as the supervisor listed in the employee information section
2. Division Dean or Director

3. Vice President or President

4. Director of Human Resources

REMINDERS/NOTES

All fields in the EMPLOYEE INFORMATION SECTION must be completed. If the office phone is not available at the time of hire, please follow up as soon as the phone number is established. The staff directory website may be used to report office phone number and location changes.

REMINDERS/NOTES
Revisions must be done on a photocopy of the original NOE. Only the changes must be marked in red ink. The initials of the supervisor and financial manager must be included with the date of the revision Changes to the Funding Source Information must be submitted to HR. HR will write the position number and forward to the Budget Control Specialist at the Business Office

DIRECT WAGE NOE

SECTIONS: 1. Employee Information 2. Employee Status 3. Funding Source Information 4. Approvals

EMPLOYEE INFORMATION

EMPLOYEE STATUS
Direct Wage Employee Check off either

Part-Time Full-Time DW
Check off either:

19.00 hours or less per week 20.00 hours or over per week
minimum pay rate $7.50 minimum pay rate $8.10

Student Non-Student

*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) *

EMPLOYEE STATUS (CONT.)

If an employee works more than 19 hours per week, for a period of more than 4 months (18 weeks) per academic year (Sept 1 Aug 31), we have to offer benefits in accordance with TRS rules. Each week totaling 19.25 hours or more is counted towards the 18 week maximum. TimeForce supervisors are responsible for monitoring the employees time cards and tallying the number of weeks worked over 19 hours per week All Direct Wage employees must abide by the 18 weeks per academic year. Please monitor your employees hours using the reports available on TimeForce

FUNDING SOURCE INFORMATION 1. TO BE PAID FROM ONE OF THE FOLLOWING:

Direct Wage Pool Position Number

This number has been established for the department to pay direct wage assignments. They are usually designated as student or non-student This is an actual staffing plan position which is currently vacant and has funds left in it
This is used for positions being paid by 2 different funds. The most common has at least one grant fund

Salary Savings from Position Number

Split Funded

FUNDING SOURCE INFORMATION (CONT) 2. AMOUNT OF FUNDING FOR TEMPORARY POSITIONS

Hrly Rate X Hrs per Week X # of Weeks =$

This section must be calculated by department Mandatory to have at least one signature For split funded positions Once HR receives the complete NOE, we will send it to Business Office for budget approval

Financial Manager

Financial Manager (2)

Budget Control

APPROVALS
All approvals, with the exception of the Director of Human Resources, must be obtained before sending the NOE to the HR office It is required to have a signature on line 3 Supervisor signature must match the printed supervisor name in the Employee Information section

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 new NOE. This is the start of the new fiscal year Changing from part-time employment to full-time employment or vice versa

REVISING AN NOE
Make changes on a photo copy of the NOE in red ink Check off: Revised NOE or Cancellation/Deletion at the top of NOE Initial and date each change Financial manager and supervisor need to initial and date the NOE Please verify with TimeForce that any changes to assignment dates coincide with time worked in TimeForce before submitting to HR

EXTENDING AN ASSIGNMENT

The department may continue an employees assignment by:

Revising a photo copy of the NOE and entering the new 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 assignment for the new fiscal year should not report to work until HR has received the new NOE.

EMPLOYEE RESIGNATIONS

The Workstudy/Direct Wage letter of Resignation is available on the HR webpage under Forms. Please make sure to use the most current version of the letter. The employee should submit the letter to the supervisor if he/she will not work until the original end date. He/She should verify their last time card if permanently leaving the college The supervisor will then verify that the resignation date matches TimeForce punches and forward the letter to HR for processing Supervisor must submit BO-7710 form to the Payroll Office to delete the employees access to TimeForce, if applicable

EMPLOYEE RESIGNATIONS (CONTINUED)

A supervisor can also fill out the resignation letter if the employee is not available to do so Financial Aid has the authority to end Work Study assignment base upon their criteria for employment. Financial Aid will notify both HR and the department if employment is terminated early

Please note: Resignations must be turned in to HR before the payroll affected by this date is processed. After the payroll is processed, the original end date cannot be changed, merely a personnel date will be entered which will not change any encumbrances.

KEY PROBLEMS
Supervisors allowing employees to work without an authorized assignment Late NOEs Extending assignments Overlapping assignments Effective dates on letters of resignation not matching hours punched on TimeForce Multiple NOEs

TIMEFORCE
Inactivity for more than 30 days leads to deactivation of account. Employee must report to Human Resources to get re-activated in Timeforce. Contact Payroll office if you have any special circumstances.

Q & A?

HELP IS AVAILABLE
Contact one of the following staff members in the Office of Human Resources for assistance with NOEs

Rosisela Salinas, HR Payroll Technician II for Faculty Assignments rsalinas@southtexascollege.edu Phone: 872-5050 Carlos Hernandez, HR Payroll Technician, for Monthly Assignments/Payments jcarlosh@southtexascollege.edu Phone: 872-3806 Linda Ortiz, HR Payroll Technician, for Semi-monthly Assignments and Partnership Trainers lortiz@southtexascollege.edu Phone: 872-3730 Daniel Salazar, HR Payroll Tech, for Adjunct and Overload NOEs dsalazar@southtexascollege.edu Phone: 872-5096

MORE HELP
Andrew Fish, HR Specialist, for Hiring Process atfish@southtexascollege.edu Phone: 872-3812 Aldi Gomez, HR Assistant, for New Hires aldi@southtexascollege.edu

Phone: 872-3721

Lizette Moreno, HR Assistant, for New Hires lmoreno@southtexascollege.edu Phone: 872-3637

EVEN MORE HELP

Brenda Balderaz, Coordinator of Benefits brendajb@southtexascollege.edu Hilda Soliz, Benefits Specialist mgsanche@southtexascollege.edu Phone: 872-5057

Phone: 872-3728

Ruth Galvan, Benefits Assistant galvan72@southtexascollege.edu

Phone: 872-3808

Frank Gomez, Employee Relations Officer, for employee issues fdgomez@southtexascollege.edu Phone: 872-3646

Thank you for your time and please do not hesitate to contact YOUR Friendly HR Staff if we can help in any way!