Academic Chair HR Procedures. Presented By: Human Resources

Transcription

1 Academic Chair HR Procedures Presented By: Human Resources 1

2 Today s Agenda Meet Your HR Representatives Faculty Credentials U.S. & Foreign Transcripts FCI Forms Associate Faculty Load & Compensation Dual Part-Time Assignments Dual Credit/ Fingerprinting HR Forms & Documentation Associate Faculty Recruitment CougarHR System Interviews Reference Checks On-boarding 2

3 Meet Your HR Representatives Sarah Henderson HR Specialist All Campuses Rachael Lipsett HR Consultant SCC Sandy Davis HR Consultant CPC & CHEC Aniesha McClinton HR Consultant PRC & CYC Services Provided by HR Specialist Include: Associate Faculty Hiring Procedures Student Employment/FWS Hiring Procedures Verification of pre-employment paperwork General CougarHR Assistance for Hiring Managers and Applicants Search Committee Procedures Staff Recruitment Procedures Job Postings Job Descriptions New Hire Process Verify candidate qualifications Services Provided by Campus HR Consultants Include: Calculate Full-Time Salaries FMLA/Leaves of Absence HR-Related Training Employee Relations Performance Management Coaching and Disciplinary Procedures Answer HR Questions Communicate Info 3

4 Faculty Credentials 4

5 U.S. Transcript Guidelines All U.S. transcripts must be from a regionally accredited institution. Unofficial transcripts are acceptable for the application process; however, any offer of employment is contingent upon receipt of official transcripts within 30 days. U.S. transcripts must be received by HR in one of the following formats: Transcripts that are mailed directly to HR from the degree granting institution Hand-delivered official transcripts that are in sealed letterhead envelopes from the degree granting institution Transcripts that are ed directly to HR if the URL link to access the transcript is sent directly from the degree granting institution Transcripts received by the Collin College Registrar through the authorized Electronic Transcript Network PLEASE NOTE: Photocopies or transcripts that are stamped Issued to Student are NOT acceptable. A listing of regionally accredited institutions of higher education can be found on the following website: 5

6 Foreign Transcript Guidelines Faculty members with foreign transcripts must submit ALL of the following: 1. An official copy of the foreign transcript received by HR in one of the following formats: Mailed directly to HR from the degree granting institution Hand-delivered official transcripts in a sealed letterhead envelope from degree granting institution ed directly to HR if URL link to the transcript is sent directly from degree granting institution Transcripts received by the Collin College Registrar through the Electronic Transcript Network 2. An official transcript evaluation that evaluates the OFFICIAL foreign credentials and is sent in one of the following formats: Fax sent to HR directly from the evaluation agency if the document is on agency letterhead and the agency's fax number is clearly shown in the fax header An original letter from the credential evaluation/translation company on letterhead Evaluation must note that official transcripts were reviewed, or HR must send copy of official transcripts to agency and they confirm that it is the same as the credentials they evaluated If degree major is not clearly in the discipline being taught, a course by course evaluation is required to ensure the equivalent of at least 18 graduate hours in the discipline 3. A transcript translation if the original transcript is written in a language other than English 6

7 Foreign Transcript Guidelines (cont.) Photocopies of transcripts and evaluations delivered by the newly hired employee are NOT acceptable. Evaluated transcripts that have been translated by the employee or a non-naces certified organization or individual are NOT acceptable. Unofficial copies of these documents are acceptable for the application process; however, any offer of employment is contingent upon receipt of ALL official documentation as indicated below within 30 days. A listing of NACES certified international credential evaluators can be found on the following website: See Collin College s Official Transcript Guidelines for additional information. 7

8 Faculty Credentials It is the responsibility of Collin College to employ competent faculty members qualified to accomplish the mission and vision of the institution AND to justify and document the qualifications of all faculty members The Faculty Credential Inventory (FCI) form documents the credentials held by each faculty member to teach in his/her field as required by SACS. Academic Chair Dean HR ACADEMIC CHAIR has initial responsibility for verification of credentials and accurate completion of FCI form DEAN has final responsibility of verification of credentials (if questions, refer to VP/Provost for final eligibility determination) HR is responsible for ensuring official transcripts are received by deadline and verifying FCI is accurately completed and matches official transcripts 8

9 Completing the Faculty Credential Inventory (FCI) Form Fillable PDF FCI form can be found on the HR Website The FCI form will be converted to a web form in the future; however, PDF form should still be used for new hires until further notice. Use exact title of the degree as listed on the individual s transcripts In order to select Master s and/or Doctorate with a major in the teaching field, the degree major listed on transcript must be an EXACT MATCH to discipline being taught, NOT what you feel it is equivalent to, or the title of the discipline they will be teaching. If major is not an exact match, you must list the 18 qualifying graduate hours (excluding thesis and/or dissertation hours). Provide supporting documentation if necessary (i.e. course catalog descriptions, class syllabi, etc.). 9

10 Only if Major listed on transcript is an EXACT MATCH to the teaching discipline Must always be completed if major is not an EXACT MATCH to discipline being taught 10

11 Chair s Signature Dean s Signature VP/P s Signature (only required for SOQ s) 11

12 Associate Faculty Load & Compensation 12

13 Part-Time Employment & TRS Clock Hours In order to maintain part-time employment status, the total number of hours worked per week may not exceed 19.5 hours (or 14.5 if no FTE). PT positions that have a FT equivalent may work up to 19.5 hrs. PT positions that do not have a FT equivalent may work up to 14.5 hrs. When determining maximum part-time teaching load, TRS requires the college convert weekly lecture/lab hours into weekly clock hours. 1 weekly hour of lecture or lab meeting time = 2 TRS clock hours. Clock hours are designed to reflect the required instructional time, as well as the time spent for class preparation and grading. TRS requires the college calculate clock hours on a weekly basis, not by semester. Express courses, Maymester and Summer will have greater weekly clock hours than a standard 16 week course. 13

14 Maximum Load for PT Associate Faculty 3 Contact Hour Course (48 hours) Weekly Contact Hours Weekly Clock Hours Summer III Express Summer I/II Weekend Maymester 16 Week 10 Week 8 Week 5 Week 4 Week 3 Week Term Term Term Term Term Term Contact Hour Course (64 hours) Weekly Contact Hours Weekly Clock Hours Contact Hour Course (80 hours) Weekly Contact Hours Weekly Clock Week Contact Hour Course (96 hours) Weekly Contact Hours Weekly Clock Hours The shaded cells indicate part-time teaching assignments that exceed the standard maximum of 19.5 weekly clock hours. These courses may only be assigned to part-time associate faculty members as a temporary exception, with approval from the appropriate Dean and Vice President/Provost. 14

15 Maximum Summer Load for Part-time Associate Faculty Part-time associate faculty members may teach a maximum of: One three-hour course in Summer I and Summer II OR Two three-hour courses in Summer III Assignments in Summer I and Summer II cannot be combined with a Summer III assignment without being applied as an exception for both the current and following academic years. 15

16 Temporarily Working More than the Maximum Allowable Weekly Hours PT employees may work more than the prescribed maximum hours for no more than 16 weeks per academic year, as long as this does not result in the employee working such increased hours for more than 16 consecutive weeks across two academic years (Summer and Fall). Any week in which a faculty member works over 19.5 clock hours counts as one of the 16 weeks allowed. All exceptions to the load max require dean and VP/P approval. For more information, see the Guidelines for Part-Time Positions at Collin College. 16

17 Associate Faculty Compensation Chart 17

18 Associate Faculty Payroll Schedule The current Associate Faculty Compensation Chart & Payroll Schedule, including direct deposit dates, can be found on the HR Website. This information is sent to all new associate faculty in their offer letter. Additionally, new PT faculty receive a link to Online Orientation. 18

19 Dual Part-time Assignments 19

20 Dual Assignments Collin employees may hold dual part-time assignments/positions (i.e. PT English Professor and PT Writing Center Assistant) In order to comply with FLSA, the Associate Faculty assignment must always be the primary assignment. The number of hours worked in the PT staff position must always be less than the number of hours worked in the associate faculty position. It is the responsibility of the supervisors of both assignments to ensure the employee does not exceed the hours listed Dual Assignment Chart. 20

21 Dual Assignment Chart 21 NOTE: The above charts reflect contact and clock hours for 16-week assignments. Dual assignment charts for Express, Maymester and Summer terms can be found in the Guidelines for Part-time Positions at Collin College.

22 Dual Assignment Quiz Question #1: An associate faculty member is teaching one 3 contact hour course over a standard 16 week semester. How many hours may the associate faculty member work each week in a part-time staff assignment? 22

23 Dual Assignment Quiz Answer #1: One 3 contact hour course would be equivalent to 6 TRS clock hours. Since the associate faculty assignment must always be primary, the secondary staff assignment would be limited to 5.5 hours per week. 23

24 Dual Assignment Quiz Question #2 : An associate faculty member is teaching two 3 contact hour courses over a standard 16 week term. How many weekly hours may the associate faculty member work in the part-time staff assignment if the position has a full-time equivalent (FTE)? How many hours may the person work if the staff position does not have a FTE? 24

25 Dual Assignment Quiz Answer #2 : Two 3 contact hour courses (6 total contact hours) is equivalent to 12 weekly TRS clock hours. A secondary staff assignment with a full-time equivalent would be limited to 7.5 hours (total of 19.5 hrs). A secondary staff assignment without a full-time equivalent would be limited to 2.5 hours (total of 14.5 hrs). 25

26 Dual Assignment Quiz Question #3 : An associate faculty member is teaching three 3 contact hour courses over a standard 16 week semester. How many hours may the associate faculty member work each week in a part-time staff assignment? 26

27 Dual Assignment Quiz Answer #3 : Three 3 contact hour courses (9 total contact hours) is equivalent to 18 weekly TRS clock hours. A secondary staff assignment with a full-time equivalent would be limited to 1.5 hours (19.5 hours total). A secondary staff assignment without a full-time equivalent is not permitted. 27

28 Dual Assignment Quiz Question #4 : An associate faculty member is teaching one 3 contact hour express course over the first 8 weeks of Spring semester. How many weekly TRS clock hours is this assignment? How many hours may the associate faculty member work each week in a part-time staff assignment? 28

29 Dual Assignment Quiz Answer #4 : A 3 contact hour course taught over an 8 week express term meets 6 hours per week. Therefore, this assignment would be equivalent to 12 weekly TRS clock hours. A secondary staff assignment with a full-time equivalent would be limited to 7.5 hours. (Total of 19.5 hrs) A secondary staff assignment without a full-time equivalent would be limited to 2.5 hours. (Total of 14.5 hrs) 29

30 Dual Credit/ Fingerprinting 30

31 Fingerprinting Requirements (Dual Credit) Senate Bill 9 requires school district contractors (Collin College) to obtain state and national criminal history background searches on an employee who: On or after January 1, 2008, is offered employment by an entity that contracts with a school district, open enrollment charter school, or shared services arrangement to provide services, if: The employee or applicant has or will have continuing duties related to the contracted services, and The employee or applicant has or will have direct contact to students. HR subscribes to these individuals criminal records Pre-employment criminal history check AND Immediate notification of criminal arrests that occur during their employment in the dual enrollment program 31

32 Fingerprinting Procedures Chair must notify HR (Aniesha McClinton) as soon as an instructor is assigned to work on an ISD campus. Even if instructor has taught dual enrollment in the past, always notify HR so we can verify process has been completed and instructor is still eligible to teach dual enrollment. HR will send faculty member fingerprinting instructions, track completion and process reimbursement. Faculty member must contact FAST (Fingerprint Applicant Tracking Services of Texas) within 24 hours of receiving notice to schedule appointment. Fingerprinting must be completed prior to 1 st day of class. HR will only process reimbursement AFTER receiving receipt from faculty member AND notification from TXDPS that process is complete. 32

33 HR Forms & Documentation 33

34 Employment Documentation Declined Assignments If an associate faculty member declines an assignment, document that courses were offered, but declined and the decline reason, if known. Keep in your supervisor notes for 2 semesters in the event HR requests this documentation for unemployment claim purposes Terminations/Resignations Request a resignation letter which includes last day worked AND reason for leaving. Submit resignation letters to your HR Consultant. If resignation letter is not provided, Chair should send notification of term/resignation to HR. Send separation notice for ALL non-returning associate faculty, whether the term occurs during OR at the end of a semester. Contact your HR Consultant for coaching, disciplinary actions or recommendations for termination of associate faculty. NOTE: If associate faculty member is not eligible for rehire, inform HR of the reason. 34

35 Associate Faculty Coaching & Disciplinary Actions The Employee Coaching Form is used in non-disciplinary circumstances to document conversations with an employee in which the supervisor provides constructive feedback for behavior or performance that may have been previously been discussed informally but is still not meeting expectations. The Employee Discipline Form is used in situations that have either progressed beyond coaching or are serious enough to warrant discipline. Use of this form requires prior conversation with your Human Resources Consultant to verify that disciplinary action is appropriate and at what level. The Employee Coaching and Discipline Instructions and Forms can be found on the HR website. 35

36 Mid-term Course Reassignments Formerly known as the Purple Form Submitted when a course is permanently reassigned for the remainder of the semester, NOT for a temporary leave of absence when substitutes are used Include reason course is being reassigned If voluntary, attach resignation letter If involuntary, provide supporting documentation NOTE: Involuntary terminations should be discussed with HR to ensure appropriate documentation and procedures are followed Link to Mid-term Course Reassignment Form on HR Website 36

37 Mid-term Course Reassignment Form 37

38 Substitute Pay & Application for Leave (LWOP) Forms FT faculty who are absent should document leave in Time Clock Plus (TCP) AND list name of the substitute in the comments field. PT associate faculty should complete a paper Application for Leave Form. If faculty member is not available to sign the Application for Leave or Sub Form, Chair should note Not Available in the employee signature line, sign the approval, and submit to HR. Sub forms will only be processed when accompanied by a corresponding Application for Leave form or TCP leave entry for the person who was absent. Sub Pay and Application for Leave forms should be available in your division office, or contact HR Records. 38

39 Application for Leave Form Sub Form 39

40 Important Deadlines for New Associate Faculty Prior to first day of employment Print and complete Associate Faculty Employment Packet Link to packet is now included in the offer letter Return to the attention of Jonene Kemp HR Dept at CHEC Complete I-9 Form Must provide ORIGINAL documents in person to HR, or one of the individuals authorized to complete I-9 forms Complete Fingerprinting (if applicable) If scheduled to work at an ISD, Chair must notify HR ASAP Within First 30 days of Employment Complete EEO Online Training Modules REQUIRED by the State of Texas for employment! A link will be sent to the new employee via . Submit official transcripts (evaluations & translations if applicable) Send to the attention of Jonene Kemp HR Dept at CHEC If official transcripts are not received within 30 days, employment will be terminated. 40

41 Associate Faculty Recruitment 41

42 Associate Faculty Recruitment All applicants apply online using CougarHR ( This is the same URL chairs/hiring managers use to log in and view applicants. Log in using your regular Novell username and password. Check CougarHR regularly to keep your applicant pool manageable. Identify potential candidates so they are easy to find later in your Candidates column of CougarHR. Decline applicants who do not meet minimum qualifications so they no longer appear on your list. Recruitment should be a continuous process, not a last minute scramble. Make assignments as soon as possible for future semesters. Remember, background checks, references, approvals, paperwork, transcripts, evaluations and fingerprinting all take time. ALWAYS HAVE A BACK UP PLAN! 42

43 Prior to Interviewing DON T schedule interviews until after you have reviewed transcripts (and evaluation if applicable) to verify the candidate meets minimum qualifications. Reviewing Transcripts Look for a completed Master s degree (date awarded will appear on transcripts). Check for at least 18 graduate hrs in discipline by reviewing viewing course titles. If transcript is from a country other than the U.S., check for NACES evaluation. Scheduling Interviews Send interview questions to HR for review before conducting interviews. It is strongly recommended you request a teaching demo. Consider asking for additional information such as sample syllabi, class exercises and assignments, copies of student evaluations, performance reviews if possible. Be sure to request the same information from ALL interviewees. If the chair wishes to invite other departmental faculty (i.e. discipline lead) to observe the teaching demonstration and provide input to the chair, s/he may do so with the dean s permission. However, only the chair may ask interview questions and make the final hiring recommendation. 43

44 During the Interview In addition asking interview questions and observing the teaching demonstration, it is recommended that you cover the following information: Verify contact information for candidate s references. Obtain any missing info, addresses, etc. Ask the candidate for permission to contact his/her current supervisor. Discuss Collin College, your division, associate faculty compensation, etc. Org Chart, Mission, Values, campuses Provide AF compensation chart & payroll schedule Explain essential job functions Provide a copy of the job description (job posting). Describe a typical workload, expectations in and outside of classroom, are online, evening, weekend, dual enrollment courses required? Discuss employment terms of associate faculty assignments AF assignments are conditioned upon enrollment and schedules of FT faculty, no tenure, if offered a teaching assignment for one semester, future teaching assignments not guaranteed. Explain the hiring process DO provide general info regarding next steps IF candidate is selected (background & reference checks, approvals, employment paperwork, official transcripts, etc.) DON T extend an offer of employment or imply a teaching assignment will be offered until AFTER all approvals have been obtained. DON T have the candidate complete an employment packet at the time of interview. Links to the employment packet are included in the offer letter AFTER approvals are obtained. 44

45 Interview Question Dos & Don ts DO DO describe the essential job functions and ask if candidates will be able to perform them with or without accommodations. DO ask job-related, behavioral questions that determine if the candidate has the necessary/preferred skills to do the job. DO make sure candidates meet or exceed minimum qualifications for the job. DON T DON T ask questions that may potentially be considered discriminatory toward certain individuals, even if that is not your intent. DON T ask questions about age, current/future marital or parental status, religion, citizenship or national origin, disability status, etc. DON T ask questions that are not job-related. 45

46 Behavioral Interviews Open-ended questions Require more than a yes or no response Describe a time when you had to deal with a difficult classroom situation. How did you handle it and what was the outcome? How would you handle a student who was very upset with his/her grade and demanded it be changed? Tell me about your experience with teaching online courses. Closed-ended questions - Used to verify/confirm basic information Are you willing to teach evening, weekend and/or dual enrollment courses? If you are offered a teaching assignment, are you available to start on (date)? Why questions Used to reveal rationale for decisions the candidate has made or determine level of motivation Why did you decide to apply for a part-time faculty position with Collin College as opposed to a 4 year university? 46

47 Sample Interview Questions 1. Why are you interested in teaching at a community college rather than at a four-year college, and in particular, why are you interested in teaching at Collin College? 2. What are your career objectives, and how does this position help you meet your objectives? 3. How would you describe your teaching style and grading style? 4. What efforts have you made to facilitate student success, motivate students and improve retention? 5. How do you deal with academic diversity in the classroom? 6. How would you handle a situation involving a disruptive student during class? 7. If you could pick your ideal teaching schedule, what courses would you choose? 8. What is your perception of the typical community college student? 9. What teaching methods do you find work best for you in the classroom? 47

48 More Sample Interview Questions 11. What do you believe is the appropriate role of technology in the classroom and how do you use technology in the classroom? 12. What methods do you use to evaluate and/or assess your students? 13. Please address the following situation: A student is consistently dominating class discussion. Several students in your class have come to you complaining that this individual s behavior prevents them from participating in the class. How do you manage the conflict? 14. Reflecting on your teaching experience, what was one of your most significant teaching moments? 15. Based on your student evaluations, what would students say about your class and have any student comments been significant enough to inspire a change in your teaching style? 16. As a teacher and member of a college community, what would you consider to be your greatest strengths and weaknesses? 48

49 Reference Checks Start by contacting current/former supervisors listed in work history section, before additional references listed on application. Minimum of 2 solid professional references should be obtained by Chair prior to changing candidate s status to Initiate Offer/Approvals 2 supervisor references, including current/most recent whenever possible. If unable to obtain 2 supervisor references, document your attempts in CougarHR and discuss with HR. Enter reference notes into CougarHR on the Information tab of the candidate s resume dashboard. Remember to notify the candidate prior to conducting reference check with his/her current employer. References may be completed via or telephone If /phone numbers were not provided on application, request that information during the interview. Contact your Dean to request a long distance code for out of area references if needed. 49

50 Sample Reference Check Questions (Name) has applied for the position of Part-time Professor, (discipline) and has provided your name and (phone number/ address) as a reference. Would you please take a few minutes to answer the following questions? Thank you in advance for your time. 1. How would you rate (name) knowledge/ability in discipline? 2. How prepared was (name)? 3. What can you tell me about your evaluations of (name)? 4. What can you tell me about his/her student evaluations? 5. What strengths did he/she bring to the department? 6. What would be an area that needs additional development? 7. What can you tell me about how he/she relates to students? 8. How well does he/she work along with other faculty? 9. Has (name) participated in any college sponsored organizations, committees, etc.? 10. What classes was (name) responsible for teaching? 11. Is (name) eligible for rehire? 12. Is there any additional information that you can provide to me? 50

51 On-boarding Communicate, Communicate, Communicate Provide necessary training & info (i.e. overview of Blackboard, Novell/GroupWise, copy codes, campus tour, etc.). Collect basic contact information and update it regularly. Remember to inform HR of any contact info changes. Provide a list of college contacts and inform associate faculty of expected call-in procedures in case of an illness or emergency. Make new associate faculty feel like a valued part of the department. Include new employees in appropriate distribution lists. Keep associate faculty informed about college events & training opportunities. Share information on departmental and college-wide policies, procedures & guidelines. Invite associate faculty to department meetings and to serve on committees as appropriate. Engage associate faculty in departmental issues. 51

52 CougarHR Reference Materials 52

53 QRG here 53

54 Accessing CougarHR Navigating CougarHR Logging in Go to Log in using your regular Novell username and password Viewing Applications Click on the applicant s hyperlinked name to view his/her resume dashboard Resume Dashboard Tabs: Application Profile Tab: Viewing Requisitions /Postings Contains Application & > Jobs > Manage Requisitions Resume/CV Information Tab: Contains Click on the hyperlinked number Cover Letter, Formatted under the New Applicants column Resume/CV, Transcripts, to see the list of applicants 54 Other Attachments

55 Declining Applicants If an applicant does not meet minimum qualifications, you may change his/her status to Declined by following these steps: 1. Click on the checkbox to the left of the applicant s name 2. From the drop down menu at the bottom of the page, select remove from list and click the Go button 3. Select Did not meet minimum qualifications as rejection reason DO NOT reject or decline applicants who meet minimum qualifications and may still be under consideration by another division. DO NOT use the Suggest Deletion option in the Actions tab. DO NOT check the Not Eligible for Hire (HR USE ONLY) checkbox. 55

56 Offer Process Workflow Chair Changes candidate s status to Initiate Offer/Approvals upon completion of the background and reference checks. (Please include anticipated start date in the Comments box) HR Verifies all pre-employment steps have been completed, prepares offer letter and submits to Dean for approval. Dean Receives from CougarHR that an offer is pending his/her approval, reviews candidate s info in CougarHR and approves electronically via the . Chair Receives from CougarHR that an offer is pending his/her approval indicating an offer may now be extended. BEFORE approving electronically, contact the candidate to extend a verbal offer, then approve electronically, which automatically releases the offer letter to the candidate via . Candidate Receives the offer letter via , completes the Associate Faculty Employment Packet (link included in offer letter) and returns the packet to the division office or HR. Candidate also completed the I-9 form in-person. 56

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58 Applicant s contact info 58