IS - 2010 Job Vacancies	Human Resources Release Date:  12/24/97 Revision 1:  11/8/00 Revision 2:  4/26/01 Revision 3: 9/26/01
Policy

CNM Board Policy

Employee Handbook 3.03, Employment

Administrative Directive

Introduction

Job announcements must be for a vacancy created as a result of resignation, termination for cause (other than a layoff), response to enrollment trends, or a newly created position as authorized in the current budget. To fill a job vacancy, supervisors follow posting and hiring processes at Central New Mexico Community College (CNM).  These are designed to address the needs of the hiring unit.

1. Job Announcement/Posting Process

1.1 Job announcements must follow the established posting format derived from the classification description and must be consistent with the classification developed and maintained in the Human Resources (HR) Department. All new positions must be properly classified by the HR Department before posting can occur.

1.2 Only persons who submit to the Human Resources Department all information requested on the job announcement by the posted deadline will be considered for the position.

1.3 The HR Department is responsible for assigning a job announcement number and the EEO-6 job code, identifying the position as exempt or non-exempt, and assigning the posting dates on all job announcements.  The HR Department will discuss any significant changes with the department regarding their job announcement.

1.4 Completion of Part I of the Recommendation for Job Posting/Employment (RJPE) three-ply form, along with a draft job announcement and letter of resignation notice (if the position is a replacement) are required when requesting signature approval.

All approval signatures on the RJPE must be obtained before the HR Department will post the announcement. The approval signatures include:

• Dean, director, manager (associate vice president where appropriate)
• Appropriate vice president
• Budget office

1.5 Requests for advertising of vacant positions are coordinated through the Human Resources (HR) Department. In general, the advertisement will run once in the Albuquerque Journal on the Sunday closest to the beginning date of the job posting. Advertisements can also be placed in state, regional or other newspapers or media upon request. Advertisements are billed to the hiring department.

1.6 Prior approval must be obtained from the appropriate vice president if any significant changes are made on the reannouncement with respect to duties and responsibilities.

1.7 If any changes are made which significantly affect the minimum requirements for the position being reannounced, it may be necessary to cancel the original posting and initiate a new posting.

2. Types of Job Announcement/Posting

2.1 There are two types of job postings: standard and continuous. Standard postings involve an identified posting period while continuous postings have no closing date.

2.2 Standard Posting

Standard postings refer to vacancies with an assigned closing date. Unless the RJPE form indicates otherwise, standard positions are posted as follows:

(1) Positions are posted for a minimum of five (5) working days
(2) New full-time faculty positions are posted for a minimum of thirty (30) calendar days
(3) Replacement of full-time and part-time faculty positions are posted for a minimum of ten (10) working days

2.3 Continuous Posting

Continuous posting refers to vacancies without a closing date. These positions are normally posted for one (1) calendar month.

2.3.1 Open job announcements are appropriate only if the vacant position has a history of high turnover, the pool of qualified applicants has been difficult to recruit, or the position is for substitute hiring.

2.3.2 Open job announcements are given a new job number each month so that the Human Resources (HR) Department can accurately track each applicant. The new job number does not necessarily mean that the announcement is closed.

2.3.3 At the end of each month, the HR Department refers all applications to the department with the vacancy.

2.3.4 At the end of each month, those applications which were referred during the previous month and screened or interviewed will not be considered a part of the current month's applicant pool and must be returned to the HR Department. Applicants not meeting minimum requirements are not eligible for consideration.

2.4 Types of Positions Posted

The three types of employee positions include: regular, temporary or casual, which are filled using either a standard or continuous posting.  The following section addresses specific issues that affect the three types of employee positions.

2.4.1 Regular Employee Posting

Regular full-time employees work the minimum hours indicated for regular full-time and part-time instructional, regular full-time and part-time instructional support and regular full-time and part-time staff as described in the CNM Employee Handbook.

To request a posting for a regular employee, complete the RJPE form.

2.4.1.1 Regular employees may be hired to work full or part time.

2.4.1.2 Part-time employees do not accrue sick leave, annual leave, personal leave or holiday leave. However, they may be eligible for insurance benefits as listed in the Faculty and Staff Insurance Benefits Policy, IS-2002.

2.4.1.3 Employee rate of pay is determined by qualifications and experience, as well as budgetary considerations.

2.4.2 Temporary Employee Postings

Temporary employees may be hired to work a reasonable, predictable schedule, full- or part- time, to substitute in the absence of a regular full or part-time employee. To request a posting for a temporary employee, complete the RJPE form and include the month(s) the employee will be required to work (for example, "hired to assist during peak periods of registration").

2.4.2.1 Temporary positions do not exceed a twelve (12) month period.

2.4.2.2 Extensions of an assignment are not to exceed 90 days for non-instructional staff, or one more academic term for instructional staff within the confines of the twelve (12) month limitation on temporary positions. Any extension must have the approval of the appropriate vice president.

2.4.2.3 Temporary full-time and part-time employees must be scheduled to work at least twenty (20) hours per week and approved to work for at least six (6) months to be eligible for insurance benefits.

2.4.2.4 Temporary employees originally hired for less than a six (6) month period, but whose employment is extended beyond six (6) months, are eligible to receive insurance benefits as listed in the Faculty and Staff Benefits Policy on a pro-rata basis according to classification salary.

2.4.2.5 Temporary employees will be hired at the minimum pay of the appropriate classification.

2.4.3 Casual Employee Postings

Casual employees are hired for an indefinite period of time and are employed on an intermittent basis to work special events, to work during peak work periods, to fill in for absent employees or to work in other similar circumstances. To request a posting for a casual employee, complete the RJPE form.

2.4.3.1 Employees hired under this category may work a maximum of one hundred and seventy-three (173) hours (21 days per academic term - academic term is defined as beginning on the first day of an academic term and ending on the day before the first day of the following academic term). Posting is required for this category when a casual employee resigns or is terminated.

2.4.3.2 Casual employees are considered quarter-time employees and are not eligible to receive benefits, but are covered by unemployment and workers' compensation insurance.

2.4.3.3 Casual employees are hired at the minimum pay of appropriate classification.

3. Job Referral Packets

3.1 At the end of the posting period, the Human Resources Department prepares a "referral packet" for the department with the job vacancy.  The referral packet includes the following:

• Transmittal memo
• Documented references
• Original RJPE
• Copy of the job announcement          

4. Recommendation for Hire

4.1 In filling job vacancies, preference will be given to current employees when qualifications and experience are relatively equal in the judgment of management personnel who make the selections.

4.2 A tentative offer of employment may be extended after screening all application documents, conducting the interviews, conducting at least two (2) reference checks and selecting a candidate for employment.

4.3 The hiring supervisor must make certain that the applicant understands that the offer is tentative pending final approval. 

5. Hiring Process

5.1 Conducting Interviews

Human Resources Representatives are available to facilitate hiring processes.  Hiring supervisors follow the screening methods described in the Human Resources document called “Referral Packet and Screening Process Guidelines,” which may be obtained from the Human Resources Representative.

In short, the first level of screening identifies candidates who meet the minimum requirements specified on the job announcement.  The second level of screening identifies candidates who meet the minimum requirements and who also meet preferred requirements.  The second level of screening will produce the list of applicants to contact for an interview.

A panel generally consisting of the hiring supervisor and a Human Resources Representative (others if desired) interviews the selected candidates.

5.1.1 Interview questions should be delivered consistently at each interview.  Questions and topics for discussion prepared in advance are helpful in achieving this consistency.

5.2 Checking References

Information obtained from references is used only to: (1) verify the accuracy of employment or academic information provided by applicants; and (2) identify job-related accomplishments, skills, abilities, and characteristics that help establish the applicant's qualifications and suitability for the position in question.

5.2.1 The results of the references must be documented in writing. Supervisors may use Human Resources’ Reference Check Guide (Appendix D in the Referral Packet and Screening Process Guidelines) as a resource when checking references.

5.2.2 All information obtained from any of the sources listed by job applicants is kept strictly confidential by the hiring supervisor.

5.3 Recommendation for Hire

In filling job vacancies, preference will be given to current employees when qualifications and experience are relatively equal in the judgment of management personnel who make the selections.

5.4 Offer of Employment

A tentative offer of employment may be extended after screening all application documents, conducting the interviews, conducting at least two documented reference checks and selecting a candidate for employment.  Supervisors are encouraged to use Human Resources’ Reference Check Guide as a resource when checking references.

5.4.1 The hiring supervisor must make certain that the applicant understands that the offer is tentative pending final approval.

6. Waiver of Announcement

6.1 A waiver of announcement for temporary employees may be granted by the president or a designee to facilitate hiring in emergency situations.  Waiver of announcement hiring packets must include: completed CNM employment application, resume, transcripts (if appropriate), a Recommendation for Job Posting form, two documented reference checks, and a memorandum from the hiring official justifying the need to request a waiver of announcement.

6.2 Employees hired on a waiver of announcement must meet the minimum requirements for the position.

6.3 Employees hired on a waiver of announcement are considered temporary employees and are hired for a period of time not to exceed one year.  Employees hired on waiver of announcement will be hired at the minimum pay of the appropriate classification or such higher as outlined in the Employee Handbook, Wage and Salary Policy, Section 5.02.B.2 (C).  Temporary employees are not eligible for sick or annual leave.

6.4 The hiring official must post the position upon approval of the waiver of announcement through a regular posting process if they will need to fill the position on an ongoing basis.

7. Employees Holding Multiple Positions

7.1 An employee working less than forty (40) hours will be considered part-time.

7.2 An employee working two (2) regular part-time positions will be considered a regular part-time employee.  Insurance benefits will be calculated according to the regular part-time formula.

7.3 An employee working a regular part-time and a temporary or casual position will be considered a regular part-time employee.

7.4 If an employee holds two (2) positions, one (1) exempt and one (1) non-exempt, the employee will be considered non-exempt, and each position will be paid according to applicable hourly rate for each respective classification.

8. Change of Status

8.1 When a position is changed from part-time to full-time, a temporary or casual status to regular status, the position is considered a new position and must be posted.

8.2 The offer of part-time employment is not to be presumed or construed as indicating any commitment to a full-time position, or to extend beyond the period of the initial terms of employment.

8.3 All new positions must be properly classified by Human Resources before posting can occur.

9.  Definitions

Forms:	Personnel Date Form (PDF) Recommendation for Job Posting/Employment (RJPE)
Support Materials:	Transmittal Memo
Reference Materials:	Employee Handbook 3.03, Employment