Employment Planning and Requisitions

Operational Standard/Purpose

Department managers are required to collaborate with their Cabinet member and the Human Resources Department to develop a strategic staff planning model to ensure that a department has the right number of people with the right skills to fulfill business needs, taking into account internal and external changes.

Cabinet review of staff planning models is part of an overall resource management strategy to effectively utilize ICC employees and operational resources and ensure work is aligned with the overall strategic priorities of the college.

Scope/Applicability

This procedure applies to all full-time and part-time vacant positions, including grant funded positions but excluding temporary positions. When developing a staffing plan, a department manager must consider staffing using one of the methods below prior to beginning the requisition for hire and recruitment/onboarding process.

Procedures

1. Reorganization
   When a department or functional operation is restructured or reorganized, one or more employees may be placed into a position when the following conditions are met:
   1. There is operational budget savings through elimination or merger of positions.
   2. There is a departmental or functional merger of positions or responsibilities.
   3. There is departmental reorganization through i) merger of one or more departments, ii) improvement and/or change in operational procedure(s), and/or iii) change or improvement in technology or improved efficiency.
   4. The person is qualified for the position.
      Reorganization Procedure:
      1. Department manager works with the Human Resources to develop a reorganization plan. The reorganization plan must include the following elements:
         1. Rationale for the proposed reorganization including a description of the proposed improvement of efficiency and the institutional value resulting in the reorganization. In addition, rationale should include potential effect on other departments or the entire institution.
         2. Updated job descriptions for all proposed changes.
         3. An organizational chart of the proposed reorganization
         4. A proposed budget which includes a comparison of existing departmental salary budget versus proposed departmental salary budget and financial impact of reorganization. The proposed budget should also include financial impact on technology, facilities, and employee professional development and/or training. The proposed budget must also include where the new position fits into the college’s compensation plan structure ensuring compliance with compensation plan guidelines. If reorganization includes job reclassification, follow requirement for reclassification.
         5. A professional development or cross training plan that is necessary for implementing the reorganization, including associated financial impact (see proposed budget above).
         6. A communication plan that identifies who the reorganization needs to be communicated to, the format for communicating it, and the timing of its release and distribution. g. A proposed reorganization implementation timeline.
         7. A proposed reorganization implementation timeline.
         8. Equal Employment Opportunity (EEO) review for any adverse impact.
      2. Department manager submits reorganization plan to their Cabinet member for review and consideration. Cabinet member approves plan and shares with President, requests additional information, or rejects reorganization plan.
      3. Upon approval by President, Cabinet member places reorganization plan summary on Executive Cabinet agenda for review and approval.
      4. Upon Executive Cabinet approval, Executive Cabinet determines execution of the communication plan. The Cabinet member presenting the proposed reorganization communicates approval to originating department manager for implementation. Implementation includes completing the following documents to implement change(s) through the Human Resources Department:
         • Job Description
         • Employment Authorization Form
2. Reclassification
   When an employee’s duties and responsibilities, or qualifications, change to the extent that the existing position changes within the college’s classification level, a position reclassification may be considered. Human Resources will assist with the job analysis to determine if new responsibilities to an existing position warrant a reclassification. Reclassification is subject to final approval by Cabinet. Refer to Carpenter’s Union Agreement for reclassification of a bargaining unit employee.
   
   Changes in assigned duties or changes in percentages of time to accomplish duties do not always warrant a change in classification level. Transfer is a reclassification that changes an employee’s responsibilities and is a lateral move within a grade level.
   
   The promotion of an employee to a different job classification may occur when the College has a need for the upgrade of a position, the employee’s duties, responsibilities and qualifications change to a higher level, and the employee has demonstrated ability to handle the added responsibilities on a regular basis. Employee’s supervisor must submit written justification how the above criteria have been met.
   
   Refer to the Employee Handbook and the Pay Adjustments Standard Operating Procedure (SOP).
3. Internal Vacancy
   When filling a vacancy within the Carpenters Union Agreement, a notice shall be posted internally first for seven working days during which only employees covered by the agreement may apply. Refer to the Carpenter's Union Agreement. The hiring manager will follow the employment requisition procedure.
4. All Other Vacancies
   When an existing position is vacant due to planned or unplanned turnover, or when a new position is developed and reviewed through the annual budget process, the hiring manager will follow the employment requisition procedure to begin an open search process for both internal and external applicants.
   
   Employment Requisition Procedure:
   1. Determine Position Criteria: Prior to developing or updating the job description of the vacant position, the hiring manager, with the assistance and approval of Human Resources, must determine the required criteria for the position. Some required criteria of a position may include: It is important that each applicant is held to the same standard to ensure a non-discriminatory hiring process
      1. Educational requirements
      2. Years of job experience
      3. Specific job related skills such as mathematics, language, or reasoning skills
      4. Supervisory/management experience
      5. Specific job related physical demands such as lifting, bending, or climbing
      It is important that each applicant is held to the same standard to ensure a non-discriminatory hiring process.
   2. Develop / Update a Job Description: A job description is an internal document that clearly states the specific elements of a job. A job description should include responsibilities, minimum and preferred qualifications, and physical requirements/working conditions. All job descriptions will include standard language such as accommodation language under the Americans with Disabilities Act (ADA).
      
      The hiring manager, with the assistance and approval of Human Resources, will develop or update a job description. Human Resources will update the job description on file and notify the hiring manager once available in NEOGOV to move to the next step of creating a position requisition. If the existing job description does not need updated, the hiring manager may move to the next step of creating a position requisition.
      
      When possible, it is recommended that the Hiring Manager review the job description with the Search Committee in advance of posting a vacancy.
   3. Determine if there is need of a Temporary or Interim Direct Placement: Direct placement on a temporary or interim basis may be considered on the following conditions:
      1. There is salary budget available. Refer to the Pay Adjustments Standard Operating Procedure (SOP) for information related to compensation.
      2. There is approval of a Temporary or Interim Direct Placement through the Requisition approval procedure below.
      3. The individual assigned on a Temporary or Interim basis meets the minimum qualifications for the position.
      Note: Externally (grant) funded positions do not require Cabinet approval for the Temporary or Interim Direct Placement; however, requisition approval is required for filling the “non-temporary” position. The individual assigned on a Temporary or Interim basis must meet the minimum qualifications for the position and follow the Pay Adjustments Standard Operating Procedure (SOP).
   4. Create position requisition in NEOGOV
      1. Login to login.neogov.com and input your assigned username and password (contact Human Resources if you do not have this information).
         
      2. Once logged into the Online Hiring Center (OHC), hover over the + on the top right and select Requisition.
         
      3. Begin completing the requisition form. All fields marked with a red asterisk are required.
         
         • Department/Division
         •  Job Description
         • Working Title – Enter if differs from title on Job Description
         • Desired Start Date
         • Hiring Manager
         • Job Type - Please select Adjunct, Full Time, Part Time, Student or Temporary
         • List Type - This is not required and can be left blank. Select Regular for Staff, Promotional for Student, and Transfer for Faculty positions.
         • Position - This will only be available after a department is selected. After a position is attached to a requisition it cannot be removed. If the appropriate position is not available, please leave blank.
         • Number of Vacancies - Please enter the number of intended hires. This is the number of hires approved by Cabinet. HR cannot process more hires than what is approved by cabinet.
           
           
         • Purpose and Recommendation - Please explain why this position is necessary.
         • Options Considered - Please indicate what options have been considered instead of hiring for this position.
         • New or Existing Position - Please indicate if this position is new or if there has previously been an employee in the position.
         • If existing, Provide Name of current or most recent employee - Please supply the name of the current or most recent person in the position.
         • Authorized in the current budget - Please select yes or no to indicate if position is in the current budget.
         • Explain if not authorized - Please provide explanation of funding plan for position.
         • Externally Funded - Please select yes or no if the position indicating if the position is externally funded.
         • Provide grant details if externally funded position - Please provide any additional pertinent details for the grant such as Name, End Date, Start Date, etc.
         • Interim Placement – Please select if an interim will need to be placed to fill the position.
         • Interim Placement Details – Please add any additional details if an interim is to be used, including the name for the interim, start date, scheduled end date, and any other relevant/available information.
         • Visa Sponsorship - Approval for work visa sponsorship is on a case-by-case basis based upon the position.
         • Visa Sponsorship Details – Please explain why Visa Sponsorship may be necessary.
         • Location - Please select the locations where this position will be scheduled to work.
         • Provide additional location information - Please provide additional details if position will work on multiple campuses or if Other is selected.
         • Please provide schedule information - Please provide days and times this position will be regularly scheduled to work. Please provide expected number of hours worked for part time positions.
         • Position Details - Please do not add position details unless the PeopleSoft position number is known. This is not a required field.
         • Comment - Please add any additional comments
      4. Click Save & Continue to Next Step to enter appropriate Approvals following ICC Order of Approvals. Staff and Full Time Faculty positions require management approval through the Administrative/Executive Officer level. Human Resources must be the final approval. Student requisitions require approval at the Supervisor or Dean level. Student Employment must be the final approval.
         1. Click on the Add Approval Group Box to add each necessary Approval
            
         2. Select appropriate Approval Group
            
         3. Select appropriate Approver
            
      5. Click Save & Continue to Next Step after all required approvals have been entered
         • Attach any additional information for the recruitment process, such as job description, screening criteria, and/or interview questions.
           
      6. Click Save & Submit to submit the requisition for approvals. Once submitted the requisition will appear on your dashboard.
         
         
         
   5. Cabinet member will approve or deny the requisition. The requisition creator will receive an email with status update on the requisition approval. All unapproved requisitions will be cancelled after 6 months of inactivity.
   6. Approved requisitions will be added to the next scheduled Executive Cabinet agenda. Position requisitions must be approved in NEOGOV by your Cabinet Member by noon two work days prior to Executive Cabinet meeting for the request to be scheduled for review. Positions within a budget allowance may be exempt from Executive Cabinet review. Budget allowance authorizes a department manager to determine the optimal level of staff needed to meet the department’s needs and objectives within a set amount of budgeted dollars. Positions within a budget allowance include, but are not limited to the following:
      • Adjuncts/Part-Time Instructors (including College for Kids Instructors, Commercial Driver Training, Motorcycle Safety Program Instructors & Range Aides)
      • Assistant Athletic Coaches (PT)
      • Bus Drivers (PT)
      • Campus Police Security Officer (PT)
      • Campus Police Dispatcher (PT)
      • Campus Police Officer (PT)
      • On Call Campus Police Officer (PT)
      • Fitness Center Group Fitness Specialists and Leaders (PT)
      • Fitness Center Personal Trainer (PT)
      • Food Services General Attendant (PT)
      • Housekeeper (PT)
      • Seasonal Grounds (PT / Temp)
      • Students
      • Tutors
   7. Your Cabinet member will represent your interests to Executive Cabinet. Executive Cabinet will deliberate on the priority of the hire in serving our students, furthering strategic initiatives, meeting legal requirements; review of budget and other constraints of the position; and make a recommendation for approval. After deliberation, Executive Cabinet will:
      1. Request additional information or alternative way of meeting the work need.
      2. Approve position requisition for immediate posting which may be restricted to internal placement or approved for external hire if no appropriate internal candidate is available. The AVP of Human Resources will approve the position requisition in NEOGOV during or immediately following the Cabinet meeting.
      3. Delay the hire for at a later time.
      4. Deny the request. The AVP of Human Resources will deny the position requisition in NEOGOV during or immediately following the Executive Cabinet meeting and your Cabinet Member will follow up with reasons for denying the request.

Additional Provisions/Information

Next steps: If position requisition is approved by Cabinet, refer to the Vacant Position Posting and Recruitment Standard Operating Procedure (SOP).

It is critical that departments cross train and designate a back-up for all employees as emergency situations do arise. In the event of an unplanned absence, existing staff should first be utilized to perform the work. Sharing other department employees can also be considered on a short-term basis. If neither of these options are available, an employee from the temporary worker pool may be hired for up to 90 days.