P.E.N.C. Professional Exempt Non-Contractual

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1 P.E.N.C. Professional Exempt Non-Contractual

2 Request for Hire Process POSTING REQUIREMENTS: The Personnel Requisition Form initiates the recruitment process for all open positions. For all vacancies - submit a completed Personnel Requisition Form including job description to the Employment Department for processing and approval. (All upgrades and new lines need to be approved by the College Provost for Operations). Once approved, Employment will post positions. All positions will be posted as "Open until filled." For Full Time Positions: The first review of applications should take place two (2) weeks from posting date for all positions. If necessary, a second review should take place two (2) weeks after the first review. Additional reviews may take place as needed until the position is filled. For Part Time Positions: The first review of applications should take place one (1) week after posting. Continuous reviews will occur as directed appropriately. Positions are posted in accordance with College Procedure 2100 Recruitment, Internal/External Recruitment, Selection and Hiring Process. Employment will grant access to the on-line Employment Application database to the person named as the Refer to, aka Access Delegator in the Personnel Requisition Form for 30 days. This person is responsible for granting access to the screening committee. Applications are only accepted through the on-line Employment Application system. In compliance with EEO and OFCCP regulations, applications for employment with Miami Dade College (MDC) cannot be submitted via regular mail, drop off box, s or facsimiles.

3 Hiring Manager Role Professional Exempt Non-Contractual (PENC) Hiring Manager, Your Charge Is: Maintain confidentiality throughout the entire screening selection process. Assemble a screening committee which is racio-ethnically and gender diverse. Review all applications/resumes following the established screening criteria based on the job description/posting. Develop behavioral job related interview questions during committee meetings, sample questions can be found at Complete the Online HR Interview Summary Form for all candidates that have been interviewed in order to comply with Federal and State requirements. (Paper format no longer available) Make final evaluations and formulate recommendations after all interviews have been conducted. The Hiring Manager, when evaluating candidates for final recommendation, is responsible to: Inform potential candidate that any informal discussions should not be perceived as a job interview or job offer. Discussions of this nature can place the College and you in a compromising position. Provide a realistic job preview and conditions of employment to the recommended candidates. At least three (3) references must be listed (not relatives) who are familiar with the candidate's job qualifications; at least (2) two should be recent supervisors; references are to be checked before extending salary offer. Reference Checks Adhere to MDC s commitment to equity and diversity in accord with College Policy I-21 Equal Access/Equal Opportunity.

4 Committee Chair Role (General Guidelines For All Positions) Screening Committee Chair, your charge is to: Lead the screening committee (if applicable) consisting of 3 to 5 trained committee members. Ensure that all Committee Members maintain confidentiality. Utilize Online Tracking System to select candidates for first interviews held by screening committee. Ensure that Internal candidates who meet the minimum requirements are interviewed. Select candidates to be interviewed who reflect the best overall qualifications for the position. Adhere to MDC s commitment to equity and diversity in accord with College Policy I-21 Equal Access/Equal Opportunity Recommend a minimum of three (3) finalists and utilize Online Tracking System to forward finalists to Hiring Manager for second interview. Forward to Hiring Manager all applications/resumes and notes for applicants interviewed. Complete the Online HR Interview Summary Form for all candidates. (paper format no longer available)

5 Access Delegator Role (General Guidelines For All Positions) Access Delegator: Utilize the Online Applicant Tracking System to grant access to users of the Online Applicant Tracking System. Only individuals identified by Hiring Manager or Committee Chair can be granted access. Must participate in training on the Online Applicant Tracking System. Must maintain confidentiality.

6 Pre-Screening Process Professional Exempt Non-Contractual (PENC) Screening/interviewing may be conducted by the hiring manager and two (2) Full-Time College employees or a screening committee. Individuals should meet after the position has been posted. Applicants selected to be interviewed must reflect the best overall qualifications for the position. Applicants for the position should not be advised that the position is filled until the primary candidate accepts the offer/position. Internal candidates that meet the minimum requirements MUST be interviewed. The Hiring Manager will only be able to access the applicant information (resume and application) via the online Employment Application System. The Hiring Manager must adhere to MDC s commitment to equity and diversity in screening in accord with College Policy I-21 Equal Access/Equal Opportunity

7 Internal Candidate Role of Hiring Supervisor and Internal Candidate Candidates must: Meet minimum requirements Apply via the on-line employment application Employees must be in good standing to be considered for internal postings Hiring Supervisors must: Notify current supervisor prior to final salary offer Verify references including all internal and provide documentation to Human Resources utilizing the Telephone Reference Form: orms/phone_reference.pdf Review personnel file Receiving/departing department must mutually agree on start date Minimum of two week period Budget transfers, if necessary

8 Request for Salary Offer (General Guidelines For All Positions) General Salary Offer Guidelines: Once an applicant is identified as Finalist, the Hiring Manager must make the selection via the Online Applicant Tracking System. (Note: The System will only allow the designated Hiring Manager to select the finalist and request the salary quote.) Approved salary offers will be forwarded to Hiring Manager and relevant Campus/District area heads. Once the candidate has accepted the salary offer, the Employment Department will inform the Hiring Manager as well as the candidate of the necessary steps in order to begin their Onboarding Process. All new employees and re-hires will be required to undergo a background investigation and fingerprinting as a condition of employment as stated in College Procedure 2125 Criminal Background Checks and Fingerprinting. An offer letter will be sent to the candidate (copy to the Hiring Manager).

9 Offer Accepted Professional Exempt Non-Contractual (PENC) If offer is accepted, the Hiring Manager must inform The Employment Department so that the offer letter can be prepared and sent to candidate with a copy to Hiring Manager. Hiring Manager must inform new-hires and re-hires of the required background check prior to their start date. The link for the background check will be included in the offer letter. Current employees, both part-time and full-time, are not required to have a background check. It is the candidates responsibility to schedule the appointment with Interstate Background Research, Inc. at utilizing the Online Background Investigation System and pay ($60) for the appointment. In the event that the employment standards were not met by the candidate's background check, the Background Check Committee will notify hiring supervisors and the applicant/employee that the standards were not met. At this point, the hiring supervisor is to review pool and select another candidate. Note: Never provide names of HR Personnel to applicant for follow-up regarding background check results.

10 Request for Personnel Action (RPA) Hiring Manager/Department must submit new hire RPA to the Employment Department for processing. Form can be located via the follow link: Hiring Department will forward all the Required Online Documentation for New Employees to Human Resources/Employment Department. Forms can be located via the follow link:

11 Timeline Professional Exempt Non-Contractual (PENC) Ten (10) days after posting Hiring Manager must begin reviewing applicant pool. Eleventh Fifteenth (11 th 21 st ) day Hiring Manager must schedule interviews. Interviews must be held within a ten (10) day period after the determined posting time. Salary Offer Request (21 st 26 th day) Hiring Manager must send a request for salary offer quote to the Employment Department. Final Step (27 th day) Employment Department will send to Hiring Manager the salary offer to extend to the selected candidate.

12 APPLICANT PROCESS CYCLE FOR PROFESSIONAL EXEMPT NON-CONTRACTUAL (PENC) (Business days reflected) Step 1 Step 2 Step 3 Step 4 Personnel requisition received. Employment Department reviews and processes. Budget approval Position posted and access granted to hiring manager. If Committee desired, then access is granted to committee members. Position requisition redesigned to include: If PENC, then hiring supervisor and 2 additional college employee will screen and identify qualified applicants. Day 1 Day 2 Day 2 Step 5 Step 6 Step 7 Step 8 Position posted for 10 days. Applicant pool review begins. (1 st review ) Interviews scheduled & Conducted by hiring manager or Committee (if app). (Interviewing status) Hiring manager refers recommended applicant to Human Resources for salary offer (via online App Tracking System). If not, Then step 6 begins again. Day 3-14 Day Day Day 26 Step 9 Step 10 Human Resources prepares salary quote and sends to Hiring Manager and relevant Campus/District Area Heads.. Day 27 Step 13 Human Resources informs new hire to report to HR for Onboarding Process. VP/HR welcome letter and Appointment Notice sent to new hire If yes, advise HR with start date. HR prepares offer letter with links to background check & new hire docs & sends to new hire with cc to hiring mgr. Hiring manager prepares & submits RPA to HR. If offer not accepted, then hiring manager informs Human Resources and step 6 begins again. Day Step 14 Human Resources prepares for Onboarding day and creates New Hire Onboarding folder Day Day (Candidate is able, if necessary, to provide 10 days notice to current employer. Step 11 Step 12 RPA received in Human Resources and Welcome Letter from College President sent to new hire. Day Step 15 1 st day of work Onboarding Process takes place. New hire start date: Day Posting removed. Home

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