HCC New Hire Process Full-Time Employment

Transcription

1 HCC New Hire Process Full-Time Employment 2007 Hillsborough Community College - Professional Development and Web Services

2 Hillsborough Community College - Professional Development and Web Services The material contained in this training material is copyrighted 2007 Hillsborough Community College Department of Professional Development Services and may not be reproduced without express, written permission. Other trademarks, trade names, logos, designs brand names, and product services mentioned in this publication may be trademarks or registered trademarks of third parties.

3 New Hire Process - Full-time Employment Table of Contents New hire process Forms required for full-time employees Required documents provided by employee Additional Procedures i

4

5 New Hire Process - Full-time Employment Authorization Memo The Authorization Memo is required for all full-time positions. The purpose of the Authorization Memo is to establish the position and post an announcement that the position is available. The Authorization Memo is usually written by the specific program administrator and is approved by the Campus President. A copy of the Authorization memo is sent to Employment and Compensation and Records. Below is a sample of an Authorization Memo.

6 Hillsborough Community College - Professional Development and Web Services Background Check Prior to the job offer, a Florida Department of Law Enforcement (FDLE) background check must be completed. The Authorization for Pre-employment Background Check form is required for this. (A review of all forms will be included in the next section.) Employment History/References While the FDLE background check is in progress, the Employment History check and the Reference check must also be completed. The Employment History/Reference Check Log form is required for this. (A review of all forms will be included in the next section.) Although employment history verifications and reference verifications are recorded on the same form, the two are not the same. The College is concerned primarily with the employment history of applicants. The College s application requires applicants to provide ten years of employment history (if they worked that long). Further, the application advises applicants that if they have less than five years of employment history, then they must submit three professional references. 1. If the applicant supplies five or more years of employment history, then the hiring manager must verify at least the last five years on one or more Employment History/Reference Check Log forms. 2. If the applicant supplies less then five years of employment history, then they are required to supply three professional references. The hiring authority must verify the employment history and at least three references on at least three forms. If the references submitted letters or memos, the authenticity of the documents must be verified. Unverified documents from references are not sufficient. Under certain circumstances it is possible for one form to completely satisfy our employment history/reference check requirements, such as when the last five years were with one employer. Employment history/reference checks are not required for Student Assistants, CWSP Students, Readers, and Tutors provided they are also students. Exempt Positions All positions are Board approved, and should be Board approved before the first hire date. If the position is not Board approved, approval for the position must come from the College President.

7 New Hire Process - Full-time Employment Required Forms 1. HRAR2 - Assignment Data 2. Official Transcript (for Faculty, Administrator, and all other full-time positions that require a degree) 3. Transcript Evaluation Form (Faculty only) 4. Full-time Faculty Salary Calculation Form - must be signed by initiator and campus Vice President prior to sending to Human Resources. If the requested salary is above the minimum, the Executive Director of HR must approve. 5. Employment Application with Signature 6. Employment History/Reference Check Log 7. Authorization Memo 8. Wage/Salary Recommendation Form a. for non-faculty only b. only if requested salary exceeds minimum c. Must be signed by initiator and campus Vice President prior to sending to Human Resources d. If requested salary is more than 10% above minimum, the College President must approve. 9. I-9 Form (Once applicant has accepted the position, the I-9 form is submitted to Human Resources for the Homeland Security check. I-9 Supporting Documents: Examine one document from list A, or one from list B and one from list C. List A - U.S. Passport; Unexpired foreign passport with I-551 stamp or attached INS Form I-94; Alien Registration Receipt Card with photograph; Unexpired Temporary Resident Card (INS Form I-688); Unexpired Employment Authorization Card (INS Form I-688A); Unexpired Employment Authorization Document issued by the INS which contains a photograph (INS Form I-688B). List B - Drivers license or ID card by a state or outlying possession of the U.S. provided it contains a photograph or information such as name, date of birth, sex, height, eye color, and address; ID card issued by federal, state, or local government agencies or entities provided it contains a photograph or information such as name, date of birth, sex, height, eye color, and address; School ID card with a photograph; Voter s registration card; U.S. Military card or draft card; Military dependent s ID card; U.S. Coast Guard Merchant Marine card; Native American tribal document; Driver s license issued by a Canadian government authority. For persons under age 18 who are unable to present a document listed above; School record or report card; Clinic, doctor, or hospital record; Day-care or nursery school record. List C - U.S. social security card issued by the Social Security Administration (other than a card stating it is not valid for employment; Certification of Birth Abroad issued by Department of State (Form FS-545 or Form DS-1350); Original or certified copy of a birth certificate issued by a state, country, municipal authority, or outlying possession of the U.S. bearing an official seal; Native American tribal document; U.S. Citizen ID Card (INS Form I-179); Unexpired employment authorization document issued by the INS (other than those listed under List A). NOTE: The list of acceptable supporting documents can be found on the back of the I-9 form. 7

8 Hillsborough Community College - Professional Development and Web Services HRAR 2 Form The HRAR 2 form is also known as the Assignment Data form. The HRAR 2 form outlines the Assignment Position Number, the Assignment Title, the Assignment Salary, the official start date, the Supervisor s name, and the office location. (NOTE: the Compensation department provides a copy of the HRAR 2 form to Benefits, Employment, and Board Agenda.) NOTE: Full-time temporary employees need an employment end date included on the HRAR 2 Form. Sample 8

9 New Hire Process - Full-time Employment Transcript Evaluation Form The Transcript Evaluation form is to be completed for all full-time Faculty positions. An official copy of the applicant s transcript must accompany this form. Sample 9

10 Hillsborough Community College - Professional Development and Web Services Full-time Faculty Salary Calculation Form The Full-time Faculty Salary Calculation form is required for all full-time Faculty new hire and re-hires. This form must be signed by initiator and campus Vice President prior to being sent to Human Resources. If the requested salary is above the minimum, the Executive Director of Human Resources must approve. Sample 10

11 New Hire Process - Full-time Employment Pre-employment Background Check Prior to the job offer, a Florida Department of Law Enforcement background check must be completed. Sample 11

12 Hillsborough Community College - Professional Development and Web Services Employment History/Reference Check Log Prior to the job offer, the employment history and employment/personal references must be checked. The purpose of this form is to verify past employment and to provide professional and/or personal references. Please see Page 6 for complete details regarding procedures for verifying employment history and references. Sample 12

13 New Hire Process - Full-time Employment Wage/Salary Recommendation Form The Wage Recommendation Memo is to be completed for all full-time non-faculty positions only, and only if the requested salary exceeds the minimum. The form must be signed by the initiator and campus Vice President prior to being sent to Human Resources. If the requested salary is more than 10% above the minimum, then the College President must approve. (NOTE: Human Resources will forward to the President if necessary.) Sample 13

14 Hillsborough Community College - Professional Development and Web Services I-9 Form The I-9 form is completed once the applicant has accepted the position. The form is sent to Human Resources for the Homeland Security check. The employee is required to provide specific documents when submitting the I-9 form. Required supporting documents are listed on the next page or can be found on the back of the I-9 form. Completion of the Form I-9 (E-Verify User Manual 3.2) Employers are responsible for ensuring that their newly hired employees fully complete Section 1 of the Form I-9 when hired. Unless the employee attests in Section 1 of the Form I-9 that he or she is a citizen or national of the United States, the employee must provide his or her Alien Number or I-94 Number. Sample 14

15 New Hire Process - Full-time Employment Required Documents to be Provided by Applicant All applicant s are required to provide specific documents as proof of employment eligibility. A copy of these documents must accompany the I-9 form. Applicants are required to submit one document from List A or one document from List B and one document from List C. List A Documents: 1. U. S. Passport (unexpired or expired) 2. Unexpired foreign passport with I-551 stamp or INS Form I Alien Registration Receipt Card with Photo 4. Unexpired Temporary Resident Card 5. Unexpired Employment Authorization Card 6. Unexpired Employment Authorization Document issued by INS with a photo List B Documents: 1. Driver s License with photo (or Canadian driver s license) 2. State ID with photo 3. School ID with photo 4. Voter s Registration Card 5. U.S. Military card or Military dependent s card 6. U.S. Coast Guard Merchant Marine Card 7. Native American tribal document List C Documents: 1. U.S. Social Security Card 2. Certificate of Birth Abroad issued by the Department of State (Form FS-545 or Form DS-1350) 3. Original or certified copy of U.S. birth certificate 4. Native American tribal document 5. U.S. Citizen ID card (INS Form I-197) 6. ID Card for Resident Citizen (INS Form I-179) 7. Unexpired employment authorization document issued by the INS (other than those included in List A) 15

16 Hillsborough Community College - Professional Development and Web Services Benefits Department The Benefits Department: 1. Establishes the new employee orientation date 2. Notifies the employee and the Unit Administrator or Manager of the orientation date 3. Facilitates the completion of all other required forms during the orientation process Benefits: 1. Temporary, full-time employees hired for six months or less do not receive benefits. 2. Temporary, full-time employees hired for six months or more receive benefits. 16

17 New Hire Process - Full-time Employment Reminders 1. Keep this manual close by and refer to it often. 2. Verify correct forms prior to form completion. All current forms are available in Outlook Public Folders. 3. If you have questions, ask HR Compensation and Records representatives for help Submitting an incorrect form or not following specific procedures is costly and delays the hiring process. 17

18 Hillsborough Community College - Professional Development and Web Services 18