Have a vacancy? What documents do I
need to submit to HR?
0 Full-Time Regular and Temporary Staff :
0 Personnel Requisition
0 Recommendation packet (Blue)
0 Part time Direct Wage:
0 Direct Wage NOE
0 Complete Application
0 3 Reference Checks
Personnel Requisition
0 Fill out all fields
0 If position is on the staffing plan – no
funding source is needed
0 Not on staffing plan (Full-Time
Temporary) :– fill out funding source
0 All signatures on the left side of the
form should be obtained prior to
submitting to HR.
0 For Grant-Funded positions, use
“Personnel Requisition with
Restricted Funding” (yellow)
0 If revising the job description – all
revisions must be marked in red,
should be kept at a minimum and
require the approval of the HR
Director
0 Position will be advertised once all
approvals are obtained
0 Advertised on Sundays – The
Monitor or other requested
service/job board
0 There is a 10 day minimum
screening period for all applications
received.
Application Process
0 During the 10 day screening process following the
advertisement, applicants are able to apply for a listed position
on the HR website
0 Applications are processed as they are received, no exceptions!
0 Staff applications are verified for the minimum education
requirement of the position and logged in for pickup by search
committee members only!
0 Recommendation packets are provided by HR and can be picked
up or requested at any time
If a position closes at any time, whether due to insufficient funding, a grant
ending or the department has simply decided not to fill the position this
fiscal year, please contact the HR Staffing Specialist to remove the posting.
Recommendation Packet
0 Letter/Memo of Recommendation
0 Must include line for Dr. Reed to approve
0 Personnel Requisition (will be inserted by HR)
0 Notice of Employment
0 Affirmative Action compliance statement
0 Search committee signature and confidentiality forms
0 Interview summaries and copy of blank interview questions
0 Application of recommended candidate(s)
0 Reference Checks (minimum of 3)
0 Transcript extension request (if needed)
Common Errors in Recommendation Packets:
0 Missing documents (interview responses)
0 Not following guidelines for search committee member
selection
0 Reference checks not signed by an Administrator (Directors,
Assistant Directors, Campus Administrators, Deans, etc.)
0 Letter of Recommendation missing signature lines (ex.
President signature line on a staff recommendation packet)
0 Old versions of forms being used
0 Not returning applications that were picked up
0 Confidentiality Rules (be careful who handles the packet)
What happens after the
recommendation has been approved?
0 HR will make job offer and schedule
orientation/start date
0 HR will notify Supervisor, Dean, Director, VP via
e-mail
0 HR will order e-mail and TimeForce Accounts
0 Letters will be sent to non-selected applicants
0 Posting will be removed from the website
Submit a Notice of Employment When
0 A NEW EMPLOYEE IS HIRED or REHIRED
0 AN ADDITIONAL ASSIGNMENT IS GIVEN TO
CURRENT EMPLOYEE
0 A STIPEND IS ADDED TO A CURRENT EMPLOYEE’S
SALARY
Notice of Employment
For Employees
Paid Semi-monthly
When Do I Submit A New NOE?
A new NOE is needed when:
0 Changing from WS to DW employment or vice versa
0 The funding source will change or anything regarding the funding
source is revised (ex: increase in pay rate, increase in the number of
hours worked, extension of assignment – memo w/justification for
revision is required to be attached to NOE)
0 Accepting a new job position even if it is in the same department
0 Changing from part-time employment to full-time employment or vice
versa
0 September 1st- All DW and Work-Study employees need a new NOE.
This is the start of the new fiscal year
Check off either:
Student
--minimum pay rate $7.50
Non-Student
--minimum pay rate $8.10
Department supervisor/FM is responsible for verifying student/non-student
status before submitting NOE’s
0 Definition of Student: A person who has enrolled in one of the
Fall/Spring semesters for the academic year and including a person who
enrolls in any summer semester.
0 Definition of Non-Student: A person whose intention is solely for
employment at the college or has graduated and is no longer a student.
Employees hired as temporary direct wage employees shall meet the same
educational and experience requirements as full-time regular staff. The
hourly rate may be comparable to those of regular staff and will be approved
by the Director of Human Resources.
 Part-Time w/no Full-Time Equivalent Position (FTE)
0 14 hours or less per week
0 Are temporary, dependent on the needs of the department and available budget
 Full-Time w/a Full-Time Equivalent Position (FTE)
0 19 hours or less per week
 Full-Time Temporary
0 attach memo justifying position and hours
0 Can work up to 4 ½ month continuous; no extension
0 Future DW assignments must remain at less than half time
*Supervisors must monitor weekly hours and length of
assignment to ensure TRS and STC hiring compliance
Direct Wage- New Employee
New- (brand new or have not worked for the college in over a year)

If your candidate has applied with HR (advertised position):
0 Submit NOE, 3 reference checks,
* If application has been picked up by the department – submit along
with documentation.

If your candidate has not applied with HR (unadvertised position):
0 Submit NOE, 3 reference checks, and a Complete STC
application packet
 Once received by HR:

NOE will be forwarded for approvals from Budget Control Specialist
and HR Director

Await E-mail to notify applicant to attend the next available orientation
All Direct Wage NOEs for Grant-funded positions must have the signature and
approval of the grant manager for the grant
Direct Wage – Returning Employee
(continuation of Assignment)
 **Submit new NOE with accurate dates

Returning (less than a year but more than 30 days)
o Submit NOE with accurate dates
o New application and 3 reference checks preferred if it is a new
assignment/new department
o Await E-Mail from HR to inform employee to report to HR for
TimeForce setup/release form
o If last assignment has been more than 6 months – a background
check is needed
 Employee will need to report to HR if any personnel data changes:
o
o
o
o
Address/phone numbers
I-9 status
Direct deposit
Emergency contact
If a direct wage employee has not had an active assignment within 6 months, a
new background check will need to be conducted. The consent forms will need
to be provided to the applicant for signature approval and must be submitted to
HR along with the new hire/rehire documents.
Orientation:
All “new” direct wage and
workstudy employees must
attend a new hire orientation
before beginning their work
assignment. The supervisor
will be responsible in
contacting the applicant to
attend the orientation upon
notification from HR.
All full-time benefit eligible
new hires must attend a
benefits orientation before the
start of their new assignment.
The staffing specialist will
coordinate with the supervisor
to determine the date of
orientation.
Required documents include:
0 SSN Card (for payroll purposes)
0 I-9 documentation
List of Acceptable documents (I-9 form):
Most Common:
o
o
o
o
o
o
o
Texas ID
Texas DL
STC ID
SS Card
Passport
Resident Alien Card
Birth Certificate
Employee Resignations:
Full-time:
0 30 Days Notice for
Executive, Administrative
and Professional Support
employees to be eligible for
re-hire
0 2 weeks notice for Classified
employees to be eligible for
re-hire
 Professional Support Staff: The
President, in consultation with
the appropriate supervisor,
must approve the release from
Part Time:
0 A resignation letter is not
needed when the assignment
ends naturally /NOE expires
0 Is needed when an employee
resigns before their
assignment end date
0 The supervisor should verify
that the resignation date
covers all hours worked before
submitting the letter to HR
the appointment.
 Supervisors are responsible for forwarding a copy of the resignation
letter to HR for processing.
Reminders:
0 At no point during the hiring process should an applicant
or candidate be told that they have the job, until HR
ensures that all of the proper steps have been adhered to
and satisfied. Make no commitments!!!
0 Direct Wage positions are limited to 19 or 14 hrs/week
0 14 hr/week is the maximum for those positions that have no full-
time equivalent position (ex. Clerk).
0 TimeForce supervisors are responsible for monitoring the
employees time cards and tallying the number of weeks worked
over 19 hours per week
These procedures must be followed to comply with the state benefit regulations for our College.
Thank You for your
time….Any Questions?
Mayra Carver – 872-5082