Employment & Procedures Manual

HUMAN RESOURCES » Forms | Contact

Employee Resources

Employee Handbook

Employment & Procedures Manual

Sexual Harassment

Benefits & Payroll Information (.pdf)

Organization Chart (.pdf)

Forms, Checklist, and Guidelines

SUMMARY OF APPLICANT POOL

1.) Position:

2.) Dates and Places position availability advertised

3.) Total number of applicants:

4.) Of the total number of applicants:
      _____ Black                                                         ______ Number of Texas Applicants
      _____ Hispanic                                                    ______ Number of Non-Texas Applicants
      _____ Caucasian                                                 ______ Number of Persons Interviewed
      _____ Other                                                         ______ Number of offers Refused
      _____ Unknown
                                      ______ Male     ______ Female

5.) Check list for candidate recommended:

     _____ Have verified candidate meets minimum SACS standards.
     _____ Have check references via telephone.
     _____ Have conducted a criminal records check.
     _____ Have unofficial transcripts of all college work.
     _____ Have official transcripts of all college work.
     _____ Have verified recent employment history.
     _____ Have verified accreditation of institution from which highest degree was attained.

I verify that the above information is complete and correct.

____________________________________ ______________
Personnel Officer Date

Resources for Identifying Potential Faculty and Administrative Candidates

Black Issues in Higher Education - biweekly publication dedicated exclusively to minority issues in higher education that includes job announcements.

Black Issues in Higher Education
10520 Warwick Avenue, Suite B-8
Fairfax, VA 22030
Tel: 703-385-2981 Fax: 703-385-1839
http://blackissues.com/index/html

Hispanic Association of Colleges and Universities - has a monthly newsletter, The Voice of Hispanic Higher Education, where job openings can be advertised; in the process of trying to develop a faculty database.

4204 Gardendale Street, Suite 216
San Antonio, Texas 78229
Tel: 210-692-3805 Fax: 210-692-0823
http://www.hacu2000.org

Society for the Advancement of Chicanos and Native Americans in Science - has a quarterly publication, SACNAS News, where job openings can be advertised.

P.O. Box 8526
Santa Cruz, California 95061-8526
Tel: 408-459-4272
http://www.sacnas.org

Texas Association of Chicanos in Higher Education - has a monthly newsletter, El Noticiario Nacional, where job openings can be advertised.

TACHE                                                                                   El Noticiario Nacional advertisements
P.O. Box 986                                                                           New America Marketing/Gemini Printing
Austin, Texas 78767-0986                                                      4212 Kostoryz
                                                                                                 Corpus Christi, Texas 78415
                                                                                                 Tel: 512-857-2665 Fax: 512-857-6025

INITIAL SCREENING CHECKLIST

POSITION:_______________________________ SEMESTER: _____________ YEAR: ________

APPLICANT NAME: ________________________________________________

MASTERS/ MAJOR	DOCTORATE/ MAJOR	TEACHING EXPERIENCE	WORK EXPERIENCE	PRESENT POSITION	REQUIRED DOCUMENTATION
.	.	.	.	.	RESUME YES ______ NO ______
.	.	.	.	.	COVER LETTER YES ______ NO ______
.	.	.	.	.	TRANSCRIPTS OF COLLEGE WORK COMPLETED 1. _________________________ 2. _________________________ 3. _________________________ 4. _________________________
.	.	.	.	.	THREE PROFESSIONAL REFERENCES YES ______ NO ______

COMMENTS:___________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________

Ranking Candidates

Many screening committees have found that using numerical rankings for candidates has facilitated the selection process. The two options that follow are procedures that have been used. They are presented here as possibilities for the consideration of screening committees.

A. Suggested Process 1

Step One
After reviewing application materials and making notes on the candidates, each member of the screening committee independently ranks his or her top ten candidates from 1 to 10 with a rank of 1 going to the most preferred candidate.

Step Two
The committee meets to compare rankings. The committee chair compiles a master list of all candidates who appear on more than one committee member's list, noting the number of votes each applicant receives and narrowing the master list to the ten candidates who receive the most votes. The committee members then reexamine those candidates' application materials and independently rank the applicants who appear on the master list, again using the scale of 1 to 10.

Step Three
The ranking of each of the ten candidates is tallied and then averaged. Fore example, Candidate A received ranking 3,4,4,3,2,5, and 2. These figures are added together and divided by the number of committee members (which in this example is 7). Thus, the average ranking of this candidate is 23 divided by 7 = 3.29. Candidate B received rankings of 2,1,3,2,4,6, and 1, for an average ranking of 19 divided by 7+ 2.71. since a lower number indicates a more preferred candidate, Candidate B, in this example, is in the more favorable position.

Step Four
After all ten candidates on the master list have been ranked, committee members contact the top five applicants to set up on-campus interviews. If there are major discrepancies between rankings, the committee may vote to conduct telephone interviews or conference calls with five to ten candidates before inviting the final five to campus.

Step Five
After interviewing the top five candidates, each member of the screening committee independently ranks the candidates, and the ranking are tallied and averaged as before. The committee then decides how many names to forward to the Dean and the President.

B. Suggested Process 2

Screening committees may choose to use a numeric system for ranking candidates who meet the minimum criteria for a position. The numeric system would be based upon specific qualifications to be determined by members of the screening committee. Each qualification would be assigned a percentage weight in terms of its importance and relevance to the position.

Committee members would then individually rank the candidates from 1 to 5 (1 being the lowest ranking) on each qualification. The individual rankings would be multiplied by the weighted percentage to obtain an overall ranking for each qualification. Overall rankings would then be added together for a TOTAL ranking of the candidate.

Committee members may then compare their individual rankings as a basis for voting for the most desirable candidates.

Two sample number of matrixes follow:

Position No. 1

Individual = Overall Qualification Weight x Ranking = Ranking

experience with distance education                         40%                      3                               1.20
teach a second field                                                 25%                      5                               1.25
exceptional teaching skills                                       25%                      4                               1.00
experience with developmental education               10%                      5                                 .50

TOTAL 3.95

Position No.2

Individual = Overall Qualification Weight x Ranking = Ranking

coaching at college level                                        30%                       3                                  .90
instructor at college level                                       30%                      4                                1.20
fund-raising experiences                                        20%                       1                                  .20
supervise paraprofessionals                                  10%                       2                                  .20
experience with adaptive programs                       10%                       2                                  .20

TOTAL 2.70

Screening Committee Chair's Checklist

Refer all inquiries regarding the selection process to the Personnel Office.

_____ appoint or direct the committee to elect a secretary to maintain minutes of all meetings

_____ work with the committee to develop a tentative timeline to guide the screening process

_____ conduct, or appoint one or more committee members to conduct the initial screening to determine

whether each candidate meets the minimum advertised criteria. If questions arise regarding course and/or
equivalence, or other questions of interpretation, the appropriate Dean should be consulted.

_____ notify Personnel Officer of all candidates who do not meet the minimum qualifications

_____ 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 the Personnel Officer for
approval prior to any interviews being conducted

_____ 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

_____ send application materials of finalist to division chair (if he/she is not a member of the committee), the
appropriate dean, and the Personnel Officer for their review

_____ schedule interviews with finalists

_____ notify the Dean, Division Chair, and Personnel Officer of interview schedule, time, and place

           _____ 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
                      return application to all candidates selected for interviewing

_____ arrange for videotape equipment

_____ ensure that the proper Lee College application is completed prior to the interview

_____ work with committee to conduct interviews and administer writing assignments

_____ conduct reference checks to verify employment dates, job performance etc.

_____ 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

_____ upon final employment decision, work with Division Chair to prepare all materials necessary for
Faculty/Administrative Recommendation

           _____ forward materials to the Dean, Division Chair, and the Personnel Officer for completion
                      and signatures
           _____ complete the "President's Check-Off List list for New Hires"

_____ following Board's approval of hire, return to the personnel office or destroy all copies of candidates'
application materials

Division Chair/Director's Checklist

Refer all inquiries regarding the selection process to the Personnel Officer

_____ work with the Dean and faculty/professional employees in the division to define the qualifications for the
position and draft/upadate the position description

_____ in consultation with the appropriate Dean, generate "Notification of Available Position"

_____ secure appropriate signatures

_____ if serving on the screening committee, work with members to

_____ review applications

_____ conduct telephone conferences with candidates

_____ select a maximum of 5 finalist to be interviewed

_____ conduct interviews

_____ if not serving on the screening committee, work with the committee chair to review the committee's
recommendations

_____ work with Screening Committee Chair to prepare materials necessary for Faculty/Administrative
Recommendation

_____ ensure the documents are forwarded to the President's office for presentation to the Board

PRESIDENT'S CHECK-OFF LIST FOR NEW HIRES

This form is to be completed and attached to recommendations to the president regarding new hires.
The form applies to faculty positions and staff positions.

PART I To be completed by the Chair of the screening committee.

1. Members of the screening committee:

Chair	.
Member	.
Member	.
Member	.
Member	.
Member	.

2. Names of candidates interviewed:

3a. Were the interviews conducted in person?          _____ yes         _____ no
3b. Did the interviews include a videotaped teaching demonstration?          _____ yes         _____ no
3c. Did the interview include a writing assignment?          _____ yes         _____ no

4. Is a copy of the questionnaire used in the interviews attached?

____________________________________ ______________
Committee Chair Date

PRESIDENT'S CHECK-OFF FOR NEW HIRES

This form is to be completed and attached to recommendations to the president regarding new hires. The form applies to faculty position, both letter-of-appointment and contract, as well as staff positions.

PART II To be completed by the Dean, Director, or Account Manager

1. Are you related to, or have you had any association or relationship with any of the candidates who were
interviewed for this position prior to the interview? (Check one and sign below)

Yes No	NAME (SIGNATURE)
______ ______	Dean
______ ______	Screening Committee Chair
______ ______	Member of Committee
______ ______	Member of Committee
______ ______	Member of Committee
______ ______	Member of Committee
______ ______	Member of Committee
______ ______	Member of Committee

Note: If the dean of any member of the screening committee answers "YES" to the previous question, a statement(s) explaining the relationship(s) must be attached.

PRESIDENT'S CHECK-OFF FOR NEW HIRES

This form is to be completed and attached to recommendations to the president regarding new hires. The form applies to faculty positions and staff positions.

PART III To be completed by the Dean, Director, or Account Manager

1. Number of valid/complete applications received: ________

2. Names of candidates interviewed:

3a. Were the interviews conducted in person?     _____ yes        _____ no
3b. Did the interviews include a videotaped teaching demonstration?     _____ yes        _____ no
3c. Did the interview include a writing assignment?     _____ yes        _____ no

4. Is a copy of the questionnaire used in the interviews attached? _____ yes _____ no

_______________________________ _________________
Dean Date

LEE COLLEGE DISTRICT
APPROVAL TO HIRE/PAYROLL STATUS CHANGE
(NON-CONTRACT)

SOCIAL SECURITY NUMBER: ________________________ Date of Birth: _____________

EMPLOYEE NAME: _______________________________________________

NEW HIRE: _____ RE-HIRE: _____ PAYROLL STATUS CHANGE: _____

POSITION: ___________________ FULL-TIME: _____ PART-TIME _____

STATUS: REGULAR _____ TEMPORARY: _____ HOURS/WEEK: _____

BENEFIT ELIGIBLE: YES _____ NO _____

EMPLOYEE TYPE: LETTER OF APPOINTMENT: _____ STAFF: _____

SALARY SCALE: _________________________________________________

GRADE/STEP: _________________________ PAY RATE: _______________

BUDGET NUMBER:____________________________________________________________
(IF NOT BUDGETED, A BUDGET AMENDMENT MUST BE ATTACHED)

BEGINNING EMPLOYMENT DATE: _____________________________________

ENDING EMPLOYMENT DATE: _________________________________________
(FOR TEMPORARY ASSIGNMENT)

     APPROVAL SIGNATURES:
                                               __________________________________________________
                                               DEPARTMENT HEAD/DIVISION CHAIR

__________________________________________________
APPROPRIATE DEAN

__________________________________________________
PERSONNEL OFFICER

__________________________________________________
DEAN OF FINANCIAL SERVICES

__________________________________________________
PRESIDENT

    ************************************************************************************
     ALL REQUIRED EMPLOYMENT DOCUMENTATION (W-4, I-9, ETC.) SUPPORTING THIS HIRE OF STATUS CHANGE
     MUST BE IN THE PERSONNEL OFFICE PRIOR TO THE EMPLOYMENT BEGINNING WORK. NO EMPLOYEE IS TO
     BEGIN WORK UNTIL ALL NECESSARY APPROVAL SIGNATURES HAVE BEEN OBTAINED. ONCE AN EMPLOYEE IS
     ON FILE, ONLY UPDATES NEED TO BE PROVIDED.
     COPIES:   PERSONNEL FILE _____ SUPERVISOR _____   PAYROLL _____
     REVISED: 5/19/99

FACULTY/INSTRUCTIONAL
NOTIFICATION OF OPEN POSITION
LEE COLLEGE DISTRICT

TO: PERSONNEL OFFICE DATE: ____________
RUNDELL HALL, ROOM 118

FROM: ________________________ DEPARTMENT: _____________________
INSTRUCTIONAL DEAN

****************************************************************************************
A.) If the instructional position is a replacement:
      1.     Teaching Field ____________________________
      2.     Budget Number ___________________________
      3.     Who was the last incumbent __________________
      4.     Full-Time _______ Part-Time _______   Contract _______

B.) If this is a new position:
      1.     Teaching Field ______________________________
      2.     Is this a new program? ________________________
      3.     Were the classes taught by part-time instructors for a period of 3 academic years?     Yes ____ No ____
      4.     Budget Number _____________________________
      5.     Full-Time _______ Part-Time _______   Contract _______
      6.     Is there a load available for at least one summer session?     Yes ____ No ____

C.) Please describe duties, work performed, committee assignments, and responsibilities briefly. _______________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________

D.) Requirements:
      1.     Education ________________________________________________________
      2.     Experience _______________________________________________________
      3.     Do these requirements meet SACS criteria?     Yes _____ No _____
      4.     Starting Date (Semester)______________________________________________

E.) Any special publications in which the position is to be advertised _____________________
_____________________________________________________________________

****************************************************************************************
Requested by: ___________________________ Approved by: __________________
Instructional Dean President

Date: ___________________ Date: _________________

NON-INSTRUCTIONAL STAFF
NOTIFICATION OF OPEN POSITION
LEE COLLEGE DISTRICT

TO: PERSONNEL OFFICE DATE: ____________
RUNDELL HALL, ROOM 118

FROM: ________________________ DEPARTMENT: _____________________
INSTRUCTIONAL DEAN NUMBER REQUESTED: _____________

****************************************************************************************
A. If the position presently exists:
           Position classification or job title ________________________________________________
           Budget Number ____________________________________________________________
           Who was the last incumbent ___________________________________________________
           Full-Time _______    Part-Time _______     Hours per week _______
           Regular ________    Temporary ______     Expected duration of job ______

B. If this is a new position, complete a Preliminary Job Description and send with this request.
           Position classification or job title _________________________________________________
           Budget Number ____________________________________________________________
           Who was the last incumbent ___________________________________________________
           Full-Time _______    Part-Time _______     Hours per week _______
           Regular ________    Temporary ______     Expected duration of job ______

C. Scheduled Hours:     _____ to _____                    Weekdays - Total ________
                                     _____ to _____                     Saturday - Total    ________
                                     _____ to _____                     Sunday - Total      ________

Total hours per week ______

D. IF THE JOB IS TEMPORARY. OR HAS CHANGED SINCE LAST JOB DESCRIPTION. PLEASE DESCRIBE DUTIES. WORK PERFORMED. AND RESPONSIBILITIES BRIEFLY:

E. Educational requirements ______________________________________________________________
Experience required __________________________________________________________________

F. Starting date _______________________________ Requested pay rate ____________________
(If full time, refer to Salary Scales for maximum starting rates.)

G. To be interviewed by:
Name _______________________________ Title ___________________________________
Extension _______________ Building _____________________________ Room# __________

Instructions on dates and times when available for interview: _______________________________________
____________________________________________________________________________________

Requested by: ___________________________             Approved by: __________________________
                       Supervisor/Division Chair                                                  President
Approved by: ___________________________             Approved by: ___________________________
                      Appropriate Dean                                                              Dean, Financial Services

FORMAT

Administrative/Faculty Recommendation
For Board of Regents Consideration of
Contract Employment

NOMINEE: (NAME)

POSITION: (POSITION TITLE)

DATE OF RECOMMENDATION: (DATE OF BOARD MEETING)

TYPE OF CONTRACT: (PROBATIONARY,
                                        FACULTY - 9 MONTH,
                                        ADMINISTRATIVE - 1 YEAR)
RECOMMENDED SALARY: SCALE/GRADE/STEP/PLUS AND STIPENDS
                                                 TOTAL SALARY: __________________

ANTICIPATED STARTING DATE:
BUDGET CODE:

PERSONAL:
                     DATE OF BIRTH:
                     SOCIAL SECURITY NUMBER:
                     ADDRESS:
                     TELEPHONE NUMBER:
                     EDUCATION: (LIST EACH DEGREE/SCHOOL/DATE GRADUATED)
                                               HIGHEST DEGREE FIRST/LOWEST DEGREE LAST

WORK EXPERIENCE: LIST EACH RELEVANT POSITION
MOST RECENT FIRST
JOB TITLE/ORGANIZATION/INCLUSIVE DATES

RECOMMENDED BY: ______________________________
APPROPRIATE DEAN

SALARY REVIEWED BY: _______________________________
PERSONNEL OFFICER

APPROVED BY: _______________________________
PRESIDENT

NOTE: The Personnel Officer will monitor all Administrative/Faculty recommendations Prior to Being Submitted to the President to insure that all required elements are included.

1.) Position:

2.) Dates and Places position availability advertised

3.) Total number of applicants:

5.) Check list for candidate recommended:

I verify that the above information is complete and correct.

____________________________________ ______________
Personnel Officer Date

1.) Position:

2.) Dates and Places position availability advertised

3.) Total number of applicants:

5.) Check list for candidate recommended:

I verify that the above information is complete and correct.

____________________________________ ______________
Personnel Officer Date