Employment & Procedures Manual

1. A.) Statement of Philosophy:
   In accordance with standard hiring practices at colleges across the United States, a screening committee composed of Lee College employees will be formed in each discipline or division in which a vacancy exists. This committee will have the responsibility to evaluate credentials, conduct employment interviews, screen applicants, and make employment recommendations to the appropriate dean and the President. This process will be conducted consistently with existing state and federal laws, and Lee College policy. In order to preserve a professional image, all work of the committee will be conducted in strict confidence. However, screening committees may choose to allow access to teaching demonstrations to Lee College employees not serving on the screening committee.
   
   Effective selection involves the appropriate dean, President, Personnel/EEO/AAP Office, division chair, and screening committee working together as a team. Each individual on the team plays an integral part in ensuring a quality hiring process is followed, a process that will secure the most appropriate candidate for the position.
   
   Since Lee College highly values the candidate selection process, it should be given priority status. Specifically, the President, deans, division chairs, Personnel Office, and screening committees should act in a timely manner.
2. The President will have the following responsibilities relating to the employment function:
   1. Assess the need for additional/replacement personnel.
   2. Approve the "Notification of Available Position."
   3. Appoint the screening committees in consultation with the appropriate dean. 
   4. Send letters requesting professional employees to serve on committees.
   5. If a position has been delayed, notify the Personnel Officer in a timely manner.
   6. Conduct final interview of candidate(s). Make final employment decision.
   7. Make applicable employment recommendation to Board.
3. The appropriate Dean will have the following responsibilities relating to the employment process:
   1. Refer all inquiries regarding the selection process to the Personnel Office.
   2. In consultation with the division chair, assess the need for additional/replacement personnel.
   3. If a position has been delayed, notify the Personnel Officer in a timely manner.
   4. In consultation with the Personnel Officer and division chair, define the qualifications for the position and draft/update the position description.
   5. In consultation with the division chair, initiate and complete the "Notification of Available Position," secure appropriate signatures, and forward to the President.
   6. Consult with the President regarding the composition of the screening committee.
   7. The appropriate dean may meet with screening committees regarding academic and instructional issues.
   8. Review application materials of all candidates to be interviewed to verify that they meet the minimum advertised criteria for the position. Notify screening committee chair of any concerns or objections in a timely manner. 
   9. Authorize the reimbursement of a maximum of $350 for travel expenses to a maximum of five (5) candidates per position who travel from at least a 250 mile distance for the initial interview.
   10. Ensure that all copies of application materials are returned to the Personnel Office.
   11. Ensure that the committee narrows the applicant pool to a maximum of five (5) candidates per position for interview, and makes its recommendations through fair and equitable procedures.
   12. Conduct interviews of candidate(s) recommended by the screening committee and make appropriate recommendations to the President.
   13. Upon final employment recommendation, generate the "Faculty/Administrative Recommendation" form for approval by the President prior to making the employment recommendation to the Board.
4. A checklist is provided in Section IV for the Division Chair/Director. The division chair/director will have the following responsibilities relating to the employment function:
   1. Refer all inquiries regarding the selection process to the Personnel Office.
   2. In consultation with faculty/professional employees in the division, assess the need for additional/replacement personnel, define the position requirements, draft the position description, and recommend action to the appropriate dean.
   3. Where appropriate, make preliminary contacts to screen for potential candidates at professional conferences and/or appoint a designee to do so.
   4. In consultation with the appropriate dean, generate "Notification of Available Position" and secure appropriate signatures.
   5. If serving on screening committee, work with members to conduct telephone conferences, review applications, and select a maximum of five (5) candidates for interview per job position. 
   6. If serving on screening committee, work with members to conduct employment interviews.
   7. Upon final employment decision, work with screening committee chair to prepare all materials necessary for Faculty/Administrative Recommendation; forward to appropriate dean and Personnel Officer for completion and signatures. Ensure these documents are forwarded to the President's office for presentation to the Board.
5. A checklist is provided in Section IV for the Screening Committee Chair. The screening committee chair will have the following responsibilities relating to the employment function:
   1. Refer all inquiries regarding the selection process to the Personnel Office.
   2. Where appropriate, make preliminary contacts to screen for potential candidates at professional conferences and/or appoint designees to do so.
   3. Appoint, or direct the committee to elect a secretary to maintain minutes. Minutes of the screening committee meetings should include what items were discussed but not the opinions of individual members.
   4. Work with the committee to develop a tentative timeline to guide the screening process.
   5. Conduct, or appoint one or more committee members to conduct the initial screening. In order for applicants to be considered for a position, they must meet the minimum advertised requirements as stated in the position announcement. "Degrees in progress" are not to be considered if an academic degree is required for the position. If questions arise regarding course and/or degree equivalence, or other questions of interpretation, the appropriate dean should be consulted. If applicants have not submitted all application requirements requested in the position advertisement, they can be contacted to supply the missing documentation only if this is done for all applicants who have omitted a specified requirement.
   6. Notify Personnel Office of all candidates eliminated from consideration.
   7. Work with committee to develop a list of questions and suggested topics for writing assignments to be asked of all candidates. Forward list of questions and suggested topics for writing assignments to Personnel Officer for approval prior to any interviews being conducted.
   8. Work with the committee to review applications/resumes and conduct telephone interviews as necessary to limit the applicant pool to the maximum of five candidates to be interviewed per position.
   9. Send application materials of finalists to division chair (if he/she is not serving on the committee) and to the appropriate dean or the Personnel Officer for their review.
   10. Work with committee to schedule interviews, carefully planning all aspects of campus visits, especially logistics and scheduling. 
   11. Notify the appropriate dean, division chair, and Personnel Officer of interview schedule, time, and place.
   12. Request that Personnel Officer send applications, copy of benefits, travel reimbursement form, Employee Handbook, and self-addressed, stamped envelope in which to return application to all candidates selected for interviewing.
   13. Ensure that the proper Lee College application is completed prior to the interview. The completed application may be brought to the interview.
   14. Work with committee to conduct videotaped interviews including teaching demonstrations for faculty candidates. All candidates should be asked the same questions during the interview. However, follow-up questions are permissible.
   15. Work with committee to administer writing assignments to all candidates from topics selected from their teaching discipline or area of expertise.
   16. Conduct reference checks to verify employment dates, job performance, etc.
   17. Work with committee to determine candidates for recommendation to the division chair (if he/she is not serving on the committee), the appropriate dean, and the President. Guidelines outlining how candidates may be ranked are included in Section IV of the manual as options for use by members of the screening committee
   18. Upon final employment decision, work with division chair to prepare all materials necessary for Faculty/Administrative Recommendation. Forward materials to the appropriate dean, division chair, and the Personnel Officer for completion and signatures.
   19. Complete the "President's Check-Off List for New Hires."
   20. Original applications/resumes should not leave the Personnel Office. Following Board's approval of hire, return to the Personnel Office or destroy all copies of candidatesÁ application materials.
6. The Screening Committee will have the following responsibilities relating to the employment function:
   1. Refer all inquiries regarding the selection process to the Personnel Office.
   2. Where appropriate, make preliminary contacts to screen for potential candidates at professional conferences.
   3. Work with committee chair to elect/appoint a secretary who will maintain minutes of all meetings. Minutes of the screening committee meetings should include what items were discussed but not the opinions of individual members.
   4. Work with committee chair to develop a tentative timeline to guide the screening process.
   5. Work with committee chair to conduct the initial screening. In order for applicants to be considered for a position, they must meet the minimum advertised requirements as stated in the position announcement. "Degrees in progress" are not to be considered if an academic degree is required for the position. If questions arise regarding course and/or degree equivalence, or other questions of interpretation, the appropriate dean should be consulted. If applicants have not submitted all application materials requested in the position advertisement, they can be contacted to supply the missing documentation only if this is done for all applicants who have omitted a specified requirement.
   6. Work with committee chair to review applications/resumes and conduct telephone interviews as necessary to screen applicant pool to the maximum of five (5) candidates to be interviewed per position.
   7. Work with committee chair to develop a list of questions and suggested topics for writing assignments to be asked of all candidates. 
   8. 8. Work with committee chair to invite candidates for interview. Ensure that all communications to candidates portray a quality, professional image of the institution. Carefully plan all aspects of campus visits, especially logistics and scheduling.
   9. Work with committee chair to conduct interviews including a required videotaped teaching demonstration for faculty candidates. All candidates should be asked the same questions during the interview. However, follow-up questions are permissible. 
   10. Work with committee chair to administer writing assignments to all candidates from topics selected from their teaching discipline or area of expertise.
   11. Work with committee chair to determine candidates for recommendation to the appropriate dean and the President. Guidelines outlining how candidates may be ranked are included in Section IV of the manual as options for use by members of the screening committee.
7. The Personnel Officer will have the following responsibilities relating to the employment function:
   1. Prepare and post "Position Announcements," using job criteria provided in the "Notification of Available Position" for faculty and for non-instructional personnel. Provide copies to the appropriate dean and division chair for review prior to posting.
   2. Place job advertisements in appropriate local, state, national, and trade publications.
   3. Mail "Position Announcements" to Black and Hispanic Educational Access committees, to appropriate colleges and universities, and to professional organizations and publications which might reach a diverse pool of qualified candidates.
   4. Receive and "log" applications; acknowledge receipt of application materials in writing and send to all applicants a Statistical Data Form with a postage paid, self-addressed return envelope.
   5. Communicate with candidates by telephone or mail at all key points during the search process. Ensure that all communications to candidates portray a quality, professional image of the institution.
   6. Review application materials to ensure all candidates selected for interview meet the minimum advertised job criteria. Discuss in a timely fashion any questions of interpretation with the appropriate dean. 
   7. Function as a non-voting member of all screening committees to ensure compliance with college, state, and federal requirements. 
   8. Meet with committee members prior to the closing date for applications to "charge" them regarding their responsibilities in the screening process with respect to current laws and guidelines. 
   9. Provide all committee members with an Employment Procedures Handbook.
   10. Review and approve all interview questions submitted by the committee prior to any interviews being conducted. 
   11. Notify candidates if a position is not filled or is delayed and is to be re-advertised.
   12. Upon advisement of the screening committee, notify all applicants who do not meet minimum qualifications of the status of their application.
   13. Send a Lee College Application, copy of benefits, travel reimbursement form, Employee Handbook, and self-addressed, stamped envelope in which to return application to all candidates selected for interviewing.
   14. Review any application materials of finalists that are forwarded to the Personnel Office by the screening committee; report back to screening committee chair in a timely manner if there are objections to any of the finalists being interviewed.
   15. Personnel Officer may sit in on interviews with finalists as schedule allows.
   16. Ensure that the proper Lee College application form is completed prior to interviews being conducted. Completed application may be brought to the interview.
   17. Ensure that all employment materials are prepared for Board approval.
   18. . Extend formal, written employment offer subject to policies and procedures (and Board approval on all appointments requiring a contract).
   19. Notify all applicants who were not chosen for the position that the position has been filled.
   20. Place new employees on the payroll and enroll them in all benefit programs; ensure that all employment papers are completed and that all credentials are on file.
   21. As appropriate, prepare employment contracts, and secure appropriate signatures.
   22. Respond to all inquiries regarding the selection process.
   23. Authorize the reimbursement of a maximum of $350 of documented travel expenses to no more than five (5) candidates per job position. 
8. Contingency Plans.
   If the selected candidate declines the employment offer or, if after interviewing the candidates in the first round the committee decides to consider additional candidates, the screening committee will re-convene, and may:
   1. Recommend another candidate.
   2. Review the applications and select additional candidates for the interview process.
   3. Repeat the screesning process.
   4. Re-advertise the position (a) immediately, or (b) at a later date.
9. Employment of Classified Staff (Secretarial/Clerical/Technical and Maintenance/ Custodial Employees). National advertising is not necessary for classified staff (non-exempt employees). 
   
   However, a similar screening process as outlined above may be utilized for secretarial/clerical/technical positions.
   
   The division chair/director will assess the need for additional/replacement personnel. A "Notification of Available Position for Non-Instructional Personnel" will be completed and approved by the appropriate dean and the President.
   
   The Personnel Officer will post and advertise the position. The position announcement will specifically state posting dates. 
   
   The division chair/director will review all applications received and will interview no more than five (5) candidates, conduct reference checks, and make recommendations to the appropriate dean. The appropriate dean will interview the recommended candidates, and make a recommendation to the President. The President will make the final employment decision.
   
   s The division chair/director will initiate the "Approval to Hire" form and will, in consultation with the Personnel Officer, determine the correct salary placement on the scale. No candidate will begin work until the "Approval to Hire" has been signed by the appropriate dean, Personnel Officer, Dean of Financial Services, and the President. Travel reimbursements will not be made to candidates for classified positions.
10. EMPLOYMENT BY "LETTER OF APPOINTMENT":
    
    "Letters of Appointment" are defined in the Lee College Board of Regents Policy DDA (local), as "Appointment of personnel by the President, for terms as specified in the Letter of Appointment".
    
    Letters of Appointment apply only to administrative and instructional personnel and are to be used only in cases of emergency and for employees working with grants. Letters of Appointment are not to be used for long-term employment, to replace "contract" positions, nor to circumvent the "contract" employment procedure. Letters of Appointment are to be used only in the following employment contexts:
    1. Interagency contracts with state and federal units. (Example, Texas Department of Criminal Justice). In these situations, the committee process will be utilized.
    2. Emergency situations as defined by the President of Lee College.
    3. On a full-time basis, as defined by Policy DJ (local), teach courses of anticipated duration of one academic year or less. Should the courses extend beyond one academic year, the committee process will then be considered. This does not give the individual on a Letter of Appointment preference to the contract position.
    4. Salaries are funded by external or "soft" money. 
    
    Employment on a "Letter of Appointment" does not require Board approval.
    
    Individuals hired on "Letter of Appointment" cannot enter contract status until the full employment process has been conducted. The employee hired on a "letter" may apply for the position in competition with all other candidates but "courtesy" interviews are not to be automatically granted. The "letter" does not give the employee preference to any contract position. The employee acknowledges this understanding by way of signature of the "Letter" which states this explicitly. 
11. PART-TIME EMPLOYMENT:
    
    It is not necessary to advertise for part-time employees if a sufficient "applicant pool" is available. However, the position may be advertised locally. Part-time employees will compete with all other candidates for advertised full-time positions and are not to be automatically offered "courtesy" interviews.
    
    Part-time faculty must meet the same credential requirements as full-time faculty.
    
    Part-time employment is for a maximum of 19.5 hours per week, and employees in this job category are not eligible for college benefits.
    
    Because of Internal Revenue Service (IRS) regulations, once a student is employed in a part-time position, he/she will no longer be eligible to work as a Student Assistant.