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
Direct Wage
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
Direct Wage (continued)

Rollover (continuation of current assignment)
o **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
Workstudy
Before being added to the Work Study pool, all applicants are first screened through a
Texas DPS criminal background check. Only those who are cleared through this check
are given Pre-Approval and are eligible to be hired as STC Work Studies.
New (brand new or has not worked
for the college in over a year)
0 Department submits reference checks
(min. 3) to Financial Aid Office
0 Work-study is notified to attend the next
available orientation at HR and must
bring the packet from Financial Aid
which will include the pre-approval
form, references and NOE. STC
application will be completed at the
orientation.
Returning (less than a year) or rollover
0
0
Department submits new NOE with
accurate dates
Employee only needs to report to HR if
any personnel data changes:
0 Address/phone numbers
o I-9 status
o Direct deposit
o Emergency contact
o Changing department/status
(Exception: when W.S. assignment ends and is
hired by department as D.W., then department
must inform employee of change)
If a direct wage/workstudy 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
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
 Supervisors are responsible for forwarding a copy of the resignation letter to
HR for processing.
 If you are resigning from your position: It is your responsibility as an
employee to follow up with HR to ensure you have completed all steps
necessary.
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