Non-Hourly Hiring Procedures

1.400 HIRING PROCEDURES FOR STAFF/NON-HOURLY POSITIONS

Guilford College accepts applications for employment only when openings exist in the departments.

1.410 New Positions

Normally, requests for new positions will be considered as budget preparations begin for the next fiscal year. In cases where new non-hourly staff needs of the College emerge either through priorities established during the planning process or through internal or external contingencies, it will be the responsibility of the Vice Presidents to justify personnel requests.

New non-hourly positions (excluding temporary) are subject to the following requirements. A Position Description shall be completed and forwarded by the manager/department head to the Office of Human Resources. The manager will also submit a Position Requisition Form with supporting information that includes the following:

mission of the area in which the position is being requested (including the place of that office in the overall mission of the College);
reporting line with comment if this represents a change;
budget impact, salary requirements, computing needs, office space and furniture requirements;
rationale for filling the position;
an explanation of what will occur if the position is not approved; and
what kind of search will be necessary to fill the position (scope, probable timetable, method, and estimated recruitment costs).

The Office of Human Resources will coordinate the request with the Compensation Control Group (CCG), whose members include the VP and Academic Dean, the VP for Finance and Administration, and the Director of Human Resources. After review by the CCG, Human Resources will coordinate with the Budget Office for verification that the paperwork is complete, that the position is authorized, and that budget adjustments are made as required. Human Resources will then forward the request to the President. The President must review and approve all requests.

Following Presidential approval, the entire package will be forwarded to the Office of Human Resources for recruiting and processing. Human Resources will notify the initiating manager about the outcome of the request. No applicant search, either internal or external, will begin until the President has approved the request and the position description and justification information are received in the Office of Human Resources.

1.420 Replacement Positions

All non-hourly positions that become vacant will be reviewed to determine the relative need for the position, possible reductions in other areas, and flexible options by which the work might be accomplished. Replacement non-hourly positions are subject to the following approval requirements. If there has been a change in the job duties since the last job description was written, there should be a new job description presented with an explanation of the changes in duties and responsibilities. The manager/department head will also submit a Position Requisition Form to the Office of Human Resources with supporting information that includes the following:

mission of the area in which the position is being requested (including the place of that office in the overall mission of the College);
reporting line with comment if this represents a change;
budget impact, salary requirements, computing needs, office space and furniture requirements;
rationale for filling the position;
an explanation of what will occur if the position is not approved; and
what kind of search will be necessary to fill the position (scope, probable timetable, method, and estimated recruitment costs).

1.420.1 Temporary Positions

Temporary non-hourly positions are designed for a clearly defined and limited period of time, usually less that one year. There are no benefits associated with temporary positions. The approval process for temporary non-hourly positions is the same as that for new non-hourly positions, except that temporary positions do not require the approval of the President.

1.430 Position Description

A current position description is to be submitted with each Position Requisition Form. It is the manager's responsibility to assure that the description is current and that all mandatory skills and qualifications necessary to perform the job are listed. All applicants who are interviewed for the position will have an opportunity to review the position description with the manager during the interview process. This step is crucial in determining if the applicant is a good match for the position. The position description also represents the job duties and responsibilities on which the individual is evaluated during the initial 180 day probationary period and the annual performance appraisal.

1.460 Search Procedures

The manager and the senior administrator, with assistance from the Director of Human Resources, will determine where the announcement of the job opening will be made and the length of time it will be advertised. The general policy of the College will be that jobs are posted internally for a minimum period of three to five business days. External advertisement will generally be for a period not to exceed one month.

1.461 Search Committee

Search Committees shall be established for most administrative positions .The participants on committees normally include one or more representatives from the faculty, the student population, the administration, and the support staff. Board of Trustees members may serve on committees for senior positions. The selection process for the committee members and the number of members on the committee will be determined by the level of the position for which the College is recruiting. The Director of Human Resources is available for consultation to the Search Committee during each step of recruitment, interview and selection process.

1.462 Internal Candidates

If a current employee wishes to apply for a posted position, she or he is encouraged to notify her or his supervisor of that interest and then contact the Office of Human Resources for information regarding the application process. Internal applications will be accepted through the closing date of the search.

1.463 External Candidates

All external advertisements will request that resumes, transcripts and letters of reference be submitted to the Director of Human Resources for consideration.

1.470 Reference Checks and the Offer of Employment

The manager will send to the Office of Human Resources the application and all supporting materials of the candidate who has been selected for the position. The hiring department will obtain references for the individual. Provided the references obtained are satisfactory, then an offer of employment will be made by the managerafter consulting with the Director of Human Resources.

1.471 The Personnel Action Form

When the offer of employment has been made and accepted, a Personnel Action Form shall be completed by the manager and forwarded to the appropriate senior administrator for her or his signature. When this completed form is received in the Office of Human Resources, it is used to generate the written confirmation of employment.

1.480 Exception to Search Procedures

In a department where it is clearly evident to the manager that a current employee of the department is obviously qualified to fill an open position in that department - then the manager may either promote or transfer from within the department. The procedure requires that the manager meet with the Director of Human Resources. The general expectation and policy remains that searches will be conducted when vacancies occur and that internal promotion or transfer is an exception to policy.

1.490 Notification to Community of Hire

The Office of Human Resources will inform the Guilford College community of the new hires as they occur through the appropriate channels.