Procedure03.01.020.c Hiring Process for Full-Time
When a vacant, budgeted full-time regular position is to be filled, the head of the appropriate division or the supervisor shall apply to the appropriate administrator for permission to initiate the recruitment process by completing a Request for Faculty / Staff Position form. Once the request for a position has been approved, all committee chairs should follow the College’s Detailed Hiring Procedure.
Once all approvals for a Request for Faculty/Staff Position have been received, the Director of Human Resources will initiate posting and advertising as follows:
- Posting: Initially, all vacancies shall be advertised to external candidates unless the President makes specific exception to begin the process with internal candidates (see subsection C below). Applicants interested in posted vacancies must apply by the posted deadline.
- Job Posting: All positions will be advertised. The President may waive the job posting requirement when it is evident that posting may adversely affect the College’s efficient operation.
- Internal Applicants: If sufficient pools of qualified internal applicants exist, the President may waive the requirement for external advertisement.
- Advertising: Appropriate advertising may include: (a) the College’s website, www.wpcc.edu; (b) Office of Human Resources, North Carolina Community College System; (c) North Carolina Division of Employment Security Commission; (d) appropriate scholarly/professional journals; (e) affirmative action publications; (f) any special media; (g) any qualified applicant in the College’s active files; (h) appropriate higher education institutions; and (i) local or area newspapers.
- Instructional: The Division Dean will normally serve as chair of the committee. The committee should consist of at least three (3) instructional staff members within the division and one (1) from a related division.
- Exempt Staff: The Division Dean or Vice President will normally serve as chair of the committee. The committee should consist of at least two (2) exempt staff within the division and one (1) from a related division.
- Non-exempt Staff: The direct supervisor may choose to be the sole interviewer or may request others in the division or outside of the division to assist with the selecting and interviewing of applicants.
When serving on a Screening Committee, all members are required to take on-line instruction, review the “Effective Legal Practices for Interviewing and Selection of Employees”, and sign an Interview Guidelines Agreement.
The Screening Committee or Supervisor shall thoroughly review all applications and accompanying materials and choose those candidates whom they wish to interview. If transcripts, or other required materials, have not been received, the Director of Human Resources will ask the candidate to provide them prior to scheduling an interview. The chair of the committee or the supervisor may also choose to make telephone references by using a Reference Check Form. In some recruitment, the Screening Committee may request the appropriate program advisory committee to assist in the Screening process.
- Instructional: All instructional applicants will be required to submit a WPCC Application for Employment, resume/curriculum vitae, and college transcripts (unofficial copies will suffice; if hired, official transcripts are required). These forms and credentials must be sent to the Director of Human Resources. The completed application is available on the applicant portal software.
- Exempt Staff: All exempt staff applicants will be required to submit a WPCC Application for Employment, resume, and college transcripts (unofficial copies will suffice; if hired, official transcripts are required). These forms and credentials must be sent to the Director of Human Resources. The completed application is available on the applicant portal software.
- Non-exempt Staff: All non-exempt staff applicants will be required to submit a WPCC Application for Employment, and if applicable, a resume and college transcripts (unofficial copies will suffice; if hired, official transcripts are required). These forms and credentials must be sent to the Director of Human Resources. The completed application is available on the applicant portal software.
In addition to the submittal of required forms, applicants may be required to take a skills test in accordance with standardized procedures.
Travel Arrangements and Expenses
Travel arrangements and expenses are the candidate’s responsibility. In unusual circumstances, budgetary clearances for reimbursement of travel expenses from State funds may be approved when authorized by the President and arranged in accordance with existing State policies.
- Notification to Payroll: Once an offer of employment has been made and accepted, Human Resources shall complete a Personnel Action form. Before assuming the duties of the position, each new employee is required to complete several forms, including but not limited to: (a) Federal Withholding Exemption Certificate; (b) State Withholding Exemption Certificate; (c) employee benefits applications; (d) payroll forms; and (e) I-9.
- Required Official Documentation of Credentials: The Department of Human Resources will notify the new employee that official transcripts (Transcript Request Form) must be received prior to the first payroll period being processed. It is the responsibility of the faculty or staff member to have official transcripts sent directly to the Director of Human Resources. The Director of Human Resources will notify the appropriate Dean or Vice President if transcripts are missing or if credential justification is needed. Non-compliance could result in termination of the employment and or contract.
- Background Checks: All candidates recommended for hire in full-time positions will be subject to a criminal history record check in an effort to determine if the candidate has the proper character and integrity to perform the responsibilities of the position. Depending on specific position responsibilities, other background checks, such as credit analysis and driving history, may be required of recommended candidates and current employees. The candidate or employee may be required to provide any other information necessary to conduct the criminal history check. All applicable background checks will be conducted at the College’s expense.
- If a recommended candidate has a history of criminal activity, it will be considered along with other information, including any explanation from the applicant, to determine whether the applicant should be hired. The employment decision will be based on whether the candidate: (1) poses a threat to the physical safety of students or personnel; or (2) has demonstrated that he or she may not have the integrity or honesty to fulfill the duties of the position. Background information will be researched and evaluated in a consistent and non-discriminatory manner.
- False or omitted information on an employment application or failure to report criminal history information way be a basis for denying employment. Results of applicable background record checks will be handled according to state guidelines.