Employment procedures at North Central Texas College are based on the type of position being filled. Some procedures are similar, but there are different procedures for each type:

1. Full-time Professional – designated by NCTC as vice-presidents, deans, faculty, directors and professional staff. Part-time positions are designated as any position working fewer than forty (40) hours per week.
2. Full-time Support Staff and Maintenance – positions include accounting support, clerical support, specialist support, farm managers and maintenance staff.
3. Part-time (all areas)

All new full time employees should be scheduled for an in-processing orientation interview with Human Resources. This should be either prior to or on the start date of employment to ensure a smooth transition into NCTC and the department (see Section II – Board Policies and Orientation Checklist).

Full-Time Professional – Employment Procedures

The supervisor completes an Employee Requisition Form to indicate key information about the position, budget, advertising, and other data about recruiting and selecting for the job. The information should include an updated job description, position announcement, and advertising copy. The Dean or VP, Human Resources staff and President approve the Employee Requisition. Once approved, the Human Resources office will coordinate internal job postings, Internet posting, external mailings, media advertisements, and efforts to recruit minority applicants. Minority recruitment is the responsibility of all administrators.

A Search Committee should be formed by Human Resources and a committee chairperson named. The purpose of the search committee is to assist in the employment process (screening, interviewing, etc.) and to make recommendations on finalists to be considered for employment by the College. At least one minority employee of North Central Texas College should be invited to participate on the committee. A member of the Human Resources staff will serve as an ex officio member of the committee.  An NCTC student may also be included on the search committee.

Positions may be, at the discretion of the supervisor, advertised for employment either internal only or internal and to the general public. Positions selected for internal only posting will be announced to NCTC employees only. Positions selected for internal and general public will be announced internally, posted on the NCTC website, advertised in appropriate media, and recruited in other appropriate ways (i.e., professional association web-sites, specially created list-serves, etc.).

Positions are announced for a minimum of five days, and a specific closing date will be included in all job announcements. Position closing dates may be extended for additional periods, as desired by the supervisor.   In certain instances HR may determine to post or re-post a position “until filled”.  HR will coordinate with the requestor for extensions needed in closing dates.

Applications for posted positions will not be available until after the posting closes.

A candidate must submit an NCTC Application for Employment including copies of all transcripts, resume and references. Official transcripts will be required as a condition of employment. Resumes, correspondence, and other employment material are kept on file in Human Resources.

The search committee will use criteria based on the position description to develop a ranking for all qualified applicants. The search committee chair will be responsible for constructing a written record of this ranking process. It is recommended that at least three applicants be selected for interviews with the search committee.

The Human Resources department will screen candidates applying for posted openings by review of required level of education and experience.

In order to limit the time and expense of candidates and search committee members, it is recommended that the following screening process be used:

• Paper screen – the chairperson and committee members should conduct a paper screen of applicant qualifications and select an initial group of 3 – 5 finalists.
  
• In-person interviews – The chairperson will arrange for interviews. The interview itinerary and areas of questioning/evaluation should be the same for all finalists to follow good equal employment opportunity practices. A system of “scoring” for each interview should be developed in order to measure each finalist fairly and equally. This scoring system will become a part of the search record.
• Candidates for Vice President positions may be subject to additional group interviews.
• A notification letter should be sent to all unsuccessful candidates.

After interviewing the candidates, the committee will recommend a finalist(s) to the Dean or VP and obtain a signed criminal history background release for use by the HR staff.  Employment is contingent upon the results of the criminal background check.  The committee may recommend that interviews be extended to other candidates, or that no candidate is appropriate and that the search process be reopened.

The Dean or VP may either decide to accept the committee recommendation and seek the approval of the President, or request that the committee recommend additional candidates. The Dean or VP should arrange an interview of the final recommended candidate with the President prior to beginning employment date. The Human Resources Department will determine salary and start date. The President has final employing authority, pending approval of the Board of Regents, when appropriate. Unless approved by the President, start dates should be set after final Board action.

An employee must complete legally required employment paperwork prior to starting work.

After a finalist has been approved, a record of the selection process and search must be completed prior to the employee’s start date. The following items must be completed and submitted to Human Resources:

• Complete Data Selection sheet
• If a committee is used a record of the initial ranking of applicants, a compilation of interview scoring process and the recommendation(s) of the supervisor or committee.
• An Employee Status Form (PDF format) required prior to start date
• A Candidate Information Form (Board action)
• A copy of the notification letter sent to all unsuccessful candidates

The Human Resources staff will compile copies of the internal and external advertisements, application materials, and items above submitted by the Search Committee chair to form a completed record of each selection and search.

Full-time Support Staff & Maintenance – Employment Procedures:

The supervisor completes an Employee Requisition Form to indicate key information about the position, budget, advertising, and other data about recruiting and selecting for the job. The information should include an updated position description, position announcement, and advertising copy. The Dean or VP, Human Resources staff, and President approve the Employee Requisition. Once approved, the Human Resources office will coordinate internal job postings, Internet posting, external mailings, media advertisements, and efforts to recruit minority applicants. Minority recruitment is the responsibility of all administrators at NCTC.

A Search Committee is not required; however, if a committee is not used, the employing supervisor is responsible for documenting the applicant screening and interview processes. If a search committee is used, the same process as outlined for Professional positions should be followed.

Positions may be, at the discretion of the supervisor, advertised for employment either internal only or internal and to the general public. Positions selected for internal only posting will be announced to NCTC employees only. Positions selected for internal and general public will be announced internally, posted on the NCTC website, and advertised in appropriate media, and recruited in other appropriate ways (i.e. professional, association, website, specially created list-serves, etc.).

Positions are announced for a minimum of five days and a specific closing date will be included in all job announcements. Position closing dates may be extended for additional periods, as desired by the supervisor. HR will coordinate with the requestor for extensions needed in closing dates.

Applications for posted positions will not be available until after the posting closes.

A candidate must submit an NCTC Application for Employment including copies of all transcripts (if applicable), resume, and references. Official transcripts will be required as a condition of employment (if applicable).

The employing supervisor or search committee will use criteria based on the position description to develop a ranking for all qualified applicants. The supervisor will be responsible for constructing a written record of this ranking process. If a search committee is used, the recommendations of the committee should be used by the employing supervisor.

To expedite the employment process, it is recommended that the following screening process be used:

• Paper screen – the supervisor and committee members, if used, should conduct a paper screen of applicant qualifications and select an initial group of 2 – 4 finalists.
• In-person interviews – The supervisor will arrange for interviews. The interview itinerary and areas of questioning/evaluation should be basically the same for all finalists to follow good equal employment opportunity practices. A system of “scoring” for each interview should be developed in order to measure each finalist fairly and equally. This scoring system will become a part of the search record. The supervisor or committee selects a final candidate.

The supervisor recommends a finalist to the Director, Dean or VP and obtain the criminal history authorization. The supervisor may recommend that final interviews be extended to other candidates, or that no candidate is appropriate and that the search process be reopened.

The Human Resources Department will determine the salary and start date.

After a finalist has been approved, a record of the personnel search must be completed prior to the employee’s start date. The following items must be completed by the supervisor and submitted to Human Resources.

An employee must complete legally required employment paperwork prior to starting work.

• Complete Data Selection sheet
• If a committee is used a record of the initial ranking of applicants, a compilation of interview scoring process and the recommendation(s) of the supervisor or committee
• An Employee Status Form (PDF format) required prior to start date
• A copy of the notification letter sent to all unsuccessful candidates

The Human Resources staff will compile copies of the internal and external advertisements, application materials, and items above submitted by the supervisor to form a completed record of each personnel search.

Part-time Positions (All Areas) – Employment Procedures

To be considered for part-time employment, a candidate must have a completed application on file with the Human Resources office. A supervisor is not authorized to start a prospective employee without that person completing an application and required paperwork. Employment is contingent upon results of criminal history background check.

The Human Resources Office will advertise for applicants for part-time positions as the need arises. Such announcements will give notice to the public of positions typically filled on a part-time basis by the College. College supervisors may request specific positions be advertised by contacting the Human Resources staff.

Applications for part-time faculty will be reviewed by Human Resources and forwarded to the appropriate Dean. Instructional deans will determine which applicants are qualified to teach in a specific area.