PERALTA COMMUNITY COLLEGE DISTRICT OFFICE OF HUMAN RESOURCES

Transcription

1 PERALTA COMMUNITY COLLEGE DISTRICT OFFICE OF HUMAN RESOURCES HIRING PROCEDURES: SHORT-TERM HOURLY EMPLOYEES Cntents Sectin 1 Purpse Page 1 Sectin 2 References Page 1 Sectin 3 Intrductin Page 1 Sectin 4 Categries f Shrt-Term Emplyment Page 2 Sectin 5 Candidate s Applicatin fr Shrt-Term Emplyment Page 3 Sectin 6 Departmental Requests t Hire a Shrt-Term Emplyee Page 3 Sectin 7 Intake Prcess Page 5 1. Purpse - T clarify the steps and the prcess fr shrt-term hurly emplyees. 2. References PCCD Bargaining Agreements with SEIU Lcal 1021 PCCD Bargaining Agreement with IUOE Lcal 39 Educatin Cde Sectin Settlement Agreement Between Peralta CCD and SEIU 3. Intrductin Departments thrughut the District may hire shrt-term, hurly emplyees t fill temprary staffing needs r t serve as substitutes. Accrding t the Califrnia Educatin Cde, shrt-term emplyee means any persn wh is emplyed t perfrm a service fr the district, upn the cmpletin f which, the service required r similar services will nt be extended r needed n a cntinuing basis. A cntinuing service fulfills a specific need that may reasnably be expected t be extended r carried frward int the next fiscal year. A nn-cntinuing service is wrk which, when cmpleted, the service required r similar services will nt be extended r needed n a cntinuing basis. Page 1

2 Hiring Prcedures fr Shrt-Term Hurly Emplyees The Educatin Cde, bargaining agreements, and ther agreements als limit the number f days that a persn may wrk as a shrt-term emplyee. Thse limits may be as shrt as 65 days, as lng as 184 days, r a perid f time smewhere in between. The amunt f time that a shrt-term, hurly emplyee may wrk depends n the categry f wrk they are perfrming. 4. Categries f Shrt-Term Emplyment A. Instructinal Assistant/(Discipline) Any persn wrking n a shrt-term cntinuing basis may wrk in an instructinal assistant classificatin fr up t 500 hurs in a fiscal year. There is a district-wide limit f 85 psitins during any fiscal year that may fall int this categry. This is mnitred by the Office f Human Resurces. Prir bard apprval is required fr emplyment in this categry. B. Seasnal Emplyee 1. Department Any persn wrking n a shrt-term basis t perfrm a cntinuing service may wrk up t 65 days in a fiscal year. Only ne psitin per department. Emplyee cannt exceed 65 days district-wide in any seasnal psitin. Prir bard apprval is required fr emplyment in this categry. (SEIU Only) 2. A&R, Assessment, Financial Aid, and Cashier s Office Any persn wrking n a shrtterm cntinuing basis in the nted departments may wrk up t 65 days in a fiscal year. The district may simultaneusly emply shrt-term emplyees t perfrm a cntinuing service pursuant t the same jb titles wrking in the same department, if the peak demands f the wrk in the department reasnably require additinal emplyees wrking simultaneusly t cmplete it n a timely basis. Prir bard apprval is required fr emplyment in this categry. (SEIU Only) C. Shrt-Term, Nn-Cntinuing Service Any persn wrking n a shrt-term and nn-cntinuing basis may wrk up t 184 days in a fiscal year. Assignment in this categry is made with the understanding that, upn the cmpletin f this service, the service required r similar services will nt be extended r needed n a cntinuing basis. Please cntact the Directr f Human Resurces fr clarificatin. Prir bard apprval is required fr emplyment in this categry. D. Lifeguards Any persn wrking n a shrt-term cntinuing basis as a Lifeguard may wrk fr up t 500 hurs in a fiscal year. Prir bard apprval is required fr emplyment in this categry. E. Interpreters and Instructinal Assistants/DSPS Any persn wrking n a shrt-term and nncntinuing basis as an Interpreter r Instructinal Assistant fr disabled students may wrk up t 184 days in a fiscal year. Prir bard apprval is required fr emplyment in this categry. Hiring Prcedures fr Shrt-Term Hurly Emplyees Page 2 f 6 Office f Human Resurces Nvember 6, 2012

3 Hiring Prcedures fr Shrt-Term Hurly Emplyees F. Substitute 1. Recruitment A persn may be hired t wrk during a perid f up t 90 calendar days. Emplyment in this categry may nt extend beynd the 90 th calendar day cunted frm the first date f emplyment. The 90 calendar days may crss fiscal years, but d nt renew at the beginning f a new fiscal year. The request t advertise must be apprved by the Chancellr prir t emplyment in this categry. 2. Temprary Leave f Duty A persn may be hired t wrk fr up t 184 days in a fiscal year t replace any Classified Emplyee wh is n a temprary leave f absence. This categry is nrmally used t temprarily replace emplyees n maternity leave, extended illnesses, etc. The name f the Classified Emplyee wh is n temprary leave f absence shuld be included n the Persnnel Actin t hire the substitute emplyee. 3. On Call A persn may be hired fr up t 184 days in a fiscal year t be n call as a substitute fr any Classified Emplyee wh is n a temprary absence, e.g., vacatin, sick, etc. 5. Candidate s Applicatin fr Shrt-Term Emplyment (NOTE: Campus persnnel may nly ask fr and review a cpy f the candidate s resume r applicatin. Campus persnnel are nt authrized t cllect any ther infrmatin frm candidates, including transcripts, driver s license, scial security card, TB test results, etc. All ther dcuments must be submitted directly t HR by the candidate.) Persns identified by the hiring manager/department fr shrt-term emplyment must submit an nline applicatin if they have nt previusly wrked fr Peralta Cmmunity Cllege District. Applicatin materials will be reviewed by Human Resurces t verify that the candidate meets the minimum qualificatins fr the psitin. Occasinally, Human Resurces will ask fr additinal infrmatin if the existing materials are ut-f-date r incmplete. Applicatin fr temprary emplyment must be dne using the nline prcess by visiting In sme cases, there may be a specific temprary psitin that the candidate may apply t, but candidates shuld nrmally apply t the TEMPORARY EMPLOYMENT POOL (Nn-Teaching) psitin. 6. Departmental Requests t Hire a Shrt-Term Emplyee Mst actins t hire shrt-term hurly emplyees must be placed n the bard agenda and apprved by the Peralta Gverning Bard. A schedule f bard meeting dates and assciated deadlines fr submissin f materials fr inclusin in the bard agenda will be psted n the HR website Hiring Prcedures fr Shrt-Term Hurly Emplyees Page 3 f 6 Office f Human Resurces Nvember 6, 2012

4 Hiring Prcedures fr Shrt-Term Hurly Emplyees ( A cmplete set f the fllwing dcuments must be submitted t HR by the psted deadline: 1. epaf (electrnic Persnnel Actin Frm) Instructins belw. 2. Online applicatin. (Required nly fr new emplyees r individuals being hired int a classificatin nt previusly held.) 3. Acknwledgement Frm (SEIU Only) (Dwnlad frm HR site.) 4. Calendar f Wrking Days (SEIU Only) (Dwnlad frm HR site.) 5. Unfficial Transcripts (Instructinal Assistant psitins nly.) Persnnel Actin (epaf) Ntes Please cnsult the epaf User Guide fr general guidance n initiating an epaf. The fllwing pints prvide specific guidance n filling ut the epaf t hire shrt-term hurly emplyees. T begin, initiate a new epaf using the Assign actin. Effective Date: Indicate the anticipated start date, which must be n earlier than the day after the next bard meeting fr mst actins. Emplyment f shrt-term emplyees wh require bard actin may nt begin prir t the date f the bard s apprval f the emplyment. Wrk perfrmed prir t the Bard s apprval is in vilatin f the Educatin Cde. In additin, shrtterm emplyees may nt begin wrking until after HR has received and verified the candidate s criminal backgrund check. End Date: Indicate the anticipated end date f the service. HR recmmends, in mst cases, the last date in the fiscal year (June 30, 201X) as the end date. Hwever, this is nt the apprpriate chice in all cases. Please cntact HR fr mre infrmatin. Select Psitin: When yu are entering an epaf fr a new emplyee t the District, yu will be prmpted t enter the candidate s name, address, and cntact infrmatin. Afterwards, yu will be prmpted t enter the cst center indicating the department. The next screen will give yu a list f the psitins in that particular cst center. Thse psitins are t be selected nly when hiring a regular emplyee. Shrt-term hurly emplyees dn t ccupy psitins. Fr this reasn, scrll t the bttm f the page and click n the buttn next t the wrds It is fr an hurly shrt term assignment and Cntinue withut a psitin #. Define Psitin: On the next screen, yu will be asked t define the psitin by identifying the jb cde and budget string. Please nte that there are nly three pssible bject cdes that may be used fr shrt-term hurly emplyees. They are: 2352 Cler Tech & Spt Stf (Repl). This bject cde will apply t mst shrt term hurly emplyees. It applies t hurly emplyees wh are nt wrking in a classrm/instructinal assignment and wh are nt retirees. Hiring Prcedures fr Shrt-Term Hurly Emplyees Page 4 f 6 Office f Human Resurces Nvember 6, 2012

5 Hiring Prcedures fr Shrt-Term Hurly Emplyees 2357 Classified Retirees. This bject cde will apply t individuals wh are retirees frm Peralta wh are als retired frm CalPERS r CalSTRS Instructinal Aides (Replace). This bject cde is used fr shrt-term hurly emplyees wrking as Instructinal Assistants and Science Lab Technicians. Cmments: In the cmments sectin, please indicate the categry f the hire frm the chices listed abve in CATEGORIES OF SHORT-TERM EMPLOYMENT. Yu shuld als indicate the wrk schedule f the assignment and ther pertinent infrmatin. The apprvals fr the epaf are cllected as the dcument mves thrugh its wrkflw. Hwever, there is als supprting dcumentatin that must be cmpleted and frwarded t HR in supprt f the persnnel actin. Actins that are submitted prir t the deadline will, in mst cases, be included n the list fr bard apprval. After the bard has apprved shrt-term hurly emplyment, Human Resurces will ntify the department f the bard s apprval. Individuals wh have been previusly emplyed by the District are nrmally eligible t begin emplyment after the bard meeting n the beginning date listed in the bard minutes. New emplyees and individuals wh have nly wrked as student emplyees within the District must cmplete the intake prcess befre they are eligible t begin emplyment. 7. INTAKE PROCESS Human Resurces will cntact the candidate and prvide them with instructins fr btaining a criminal backgrund (Livescan) check and t schedule an intake appintment. Candidates may nt begin emplyment with the District until after the Livescan results have been prvided by the Califrnia Department f Justice (DOJ). After the DOJ has prvided the District a Livescan respnse, Human Resurces will review the infrmatin prvided. The department is immediately ntified via when the candidate has been cleared t begin wrking fr the District. Human Resurces will cntact the candidate t schedule an intake appintment. What t bring t yur intake appintment: Valid identificatin fr emplyment eligibility verificatin. (Driver s license and scial security card; and/r passprt. Other dcuments may be prvided t verify emplyment eligibility. Cntact Human Resurces fr a cpy f the full list.) Cpy f yur Livescan frm. (May be prvided after intake appintment if Livescan appintment still pending.) Scial Security card. Hiring Prcedures fr Shrt-Term Hurly Emplyees Page 5 f 6 Office f Human Resurces Nvember 6, 2012

6 Hiring Prcedures fr Shrt-Term Hurly Emplyees TB test results if exam was cmpleted within the last 60 days. (Optinal) Vided persnal check if yu want direct depsit f pay. What t expect in yur intake appintment: HR will ask yu t cmplete a frm (Frm I-9) t verify yur emplyment eligibility. HR will cnfirm yur terms f emplyment, e.g. pay rate, length f assignment, etc. HR will prvide yu infrmatin regarding the retirement savings plan. HR will prvide yu infrmatin t btain a TB test. HR will prvide yu infrmatin regarding unin dues r fees. HR will ask yu t sign an Oath f Allegiance t the State f Califrnia. HR will give yu with a withhlding frm (W-4) fr payrll deductin. HR will ask yu t cmplete a persnal survey frm. HR will prvide yu with a disclsure regarding Wrker s Cmpensatin. Yu will be prvided a disclsure utlining the District s Cmplaint and Investigatin Prcedures fr Unlawful Discriminatin and Sexual Harassment. Answers t any ther questins. Hiring Prcedures fr Shrt-Term Hurly Emplyees Page 6 f 6 Office f Human Resurces Nvember 6, 2012