P.E.C. Professional Exempt Contractual
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1 P.E.C. Professional Exempt 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 Full Time 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 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 Contractual (PEC) Hiring Manager, Your Charge Is: To charge the committee for Professional Exempt Contractual (PEC) positions. Screening Committee Guidelines must be reviewed for additional information at Maintain confidentiality throughout the entire screening selection process. 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 Provide summary statement regarding the screening and selection process to the Employment Manager and Recruiter, which includes data about the applicant s. 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 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 Screening Committees Professional Exempt Contractual (PEC) Screening Committees: Screen all applications for assigned PEC position. Must be trained in relevant screening and interviewing techniques. Should not serve on more than two (2) concurrent committees. Must maintain confidentiality. 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 Do not advise applicants for the position that the position is filled until the primary candidate accepts the offer/position. Recommend a minimum of three (3) finalists to Committee Chair for processing via the Online Applicant Tracking System. Internal candidates who meet the minimum requirements MUST be interviewed.
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: /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 select the finalist 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. 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). 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.
9 Offer Accepted Professional Exempt Contractual (PEC) 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) Request for Personnel Action (RPA): Hiring Manager 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 Contractual (PEC) Twenty (20) days after posting Select committee members that will report to or interact with the position. Twenty five Thirty days (25 th 30 th ) Review all applications/resumes following the established screening criteria to select the applicants to be interviewed based on the job description/posting. Interviews (31 st 41 st day) Hiring Manager must schedule interviews within ten (10) days from the receipt of the committee determined applicant pool. Salary Offer Request (42 nd 46 th day) Hiring Manager must send a request for salary offer quote to the Employment Department. Final Step (47 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 CONTRACTUAL (PEC) (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/committee. Position requisition to include: If PEC/Faculty, then Screening Committee Names list attached. (3 to 5 names including supervisor.) Day 1 Day 2 Day 2 Step 5 Step 6 Step 7 Step 8 Hiring manager charges Committee. Position posted for 20 days. Screening committee screens, interviews and forwards recommended candidates. (1 st review) Hiring manager interviews. (Interviewing status) Day 3-4 Day 4-24 Day Day Step 9 Step 10 Hiring manager refers recommended applicant to HR for salary offer. Request submitted via salary offer request box.) If not, then step 7 begins again. Step 13 Posting removed. HR prepares salary quote and offer letter document to supervisor with link for required documents and background check information. Day 46 Day 47 Step 14 Human Resources informs new hire to report to HR for Onboarding Process. VP/HR welcome letter and Appointment Notice sent to new hire Day Step 11 If not accepted, then hiring manager informs HR and step 7 begins again. If yes, refers to background check and agrees to a start date and prepares/submits RPA to Human Resources. Day Candidate is able, if necessary, to provide 10 days notice to current employer. Step 15 Step 16 Human Resources prepares for Onboarding day and creates New Hire Onboarding folder Day st day of work Onboarding Process takes place. Step 12 RPA received in Human Resources and Welcome Letter from College President sent to new hire. Day New hire start date: Day 61 Home
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