Temporary Administrative Employee Hiring Checksheet & Procedures Documentation Required for Proposed Candidate: Application Resume Personal Statement of Faith Reference List or Letters Transcripts (unofficial is acceptable but official may be required if hired) Purpose: On occasion it is necessary to hire employees to serve in a temporary administrative position (for a term less than one year in length) when an office needs assistance and it has funds available to pay for temporary wages from its operations budget. People hired into an administrative level temp position will be hired under a contract that includes verbiage as to the “at will” nature of the hire. If the temp position continues beyond the 12 month period, it will be necessary to make a request to convert the temporary position into an established position and if approved, the salary dollars used to pay the temp wages will be permanently transferred into the salary budget, along with the relevant percentage currently being used to cover benefits (which is assessed by the Payroll office, in conjunction with Human Resources). At such time as when approval is given to convert a temp position into an established position, if the temp employee serving in that position meets the minimum requirements and is determined to have performed capably in the position, he or she may automatically be hired into that role without a search process. If the temp employee does not meet the minimum requirements at that time, the position will be placed on the NNU website and a search will occur just as in all other new or vacant administrative positions. Process: Supervisor wishing to hire in a temporary capacity will provide above documentation along with a memo providing rationale as to the need for the hire, proposed salary (based on criteria for established Administrative positions), position description, length and details of employment relationship. Documentation packet will go to the VP of the supervisor’s sector. VP will either deny or approve the request. If approved, the VP will inform the supervisor of the approval and the supervisor will arrange for the proposed employee to meet with the President. Following the President’s interview of the candidate, the President will notify the appropriate VP of his/her decision. The V.P. will notify the supervisor. If approved, the supervisor will make the offer to the proposed employee. If accepted, the supervisor will: o Prepare a letter of salary commitment (including at-will employment verbiage) found on the supervisor’s area of the HR webpage at www.nnu.edu/hr o o o Complete the “Temporary (staff) Employee Employment Authorization/Change Form” found on the HR website under the Supervisor tab. Click on that link and complete the form Send the completed Temporary Employee form to Payroll (immediately so as to facilitate the login setup process Advise IT of any needed login and access information The first day of employment, the supervisor will take the new employee to the switchboard to complete an I-9 and W-4 (employee must have documentation in hand to authenticate ability to work in U.S.)