���Ǻ���

Full-Time Hiring Procedure

Process Initiation

• To initiate the recruiting and hiring process, the supervisor should prepare personnel request packet including:  
  • Personnel Request Form: A completed Personnel Request Form (available on the W Drive>Employees>Human Resources>Personnel Request FT Positions Process).
  • Job Description: An updated job description utilizing the Human Resources & Talent Management (HRTM) template (available on the W shared drive>Employees>Human Resources>Forms for Current Employees>Job Description Templates), including required and preferred qualifications.  
  • Justification Memo (if a new position): If the role is a new position or a part-time to full-time conversion), a justification memo must be submitted and approved through the supervisory chain up to the division vice president, HRTM director, Chief Financial Officer (CFO), and Cabinet.  
  • Releveling Form (if needed): If the supervisor is requesting that the position be releveled, a releveling form (available on the W shared drive>Employees>Human Resources>Forms for Current Employees>Request for Position Re-leveling) must be submitted to the HRTM Director and be approved by the supervisor, HRTM Director and CFO.
  • Hiring Committee: A suggested list of at least five proposed hiring committee members who have approval from their supervisors.
     

Review and Approval

• The supervisor should forward the completed personnel request packet through their supervisory chain to the division vice president for signature.
• The division vice president forwards the approved request to the CFO.
• Once approved, the CFO forwards the request to the HRTM director for approval and posting.
• HRTM will notify the hiring manager when the position is posted. All necessary information relevant to the position is entered into the applicant tracking system (ATS). Postings for positions that are advertised as "Open until filled" will include an initial review date.
   

Interview Committee & Process

• The direct supervisor of the position typically chairs the hiring committee.  
• The interview chair consults with HRTM to establish the interview committee and interview process and must confirm approval from each participating hiring committee member’s supervisor.  
• The committee chair enters the evaluation criteria and ranking scale into the ATS for review and post-interview workflows.
   

Candidate Screening & Interviews

• HRTM processes all incoming applications based on the qualification questions outlined in the position descriptions and forwards qualified candidates using the ATS.  
• Committee members review and evaluate applications of all qualified applicants. Candidates may be reviewed as soon as they are referred.
• The committee chair schedules interviews in the ATS with the candidates based on the committee’s rankings.
• Upon completion of all interviews, the committee chair reviews the interview ranking scores of applicants to determine finalists. The committee chair, in consultation with the selection committee, initiates reference checks for the top one to three finalists in the ATS.  
   

Final Selection

• The committee chair should discuss the final candidate with his/her supervisor/division head. The division head may request additional interviews or not approve the committee’s recommendation with written justification. If the division head does not approve of the committee’s hiring recommendation, the division head should consult with the supervisor, the Human Resources director, and the other interview committee members, as appropriate, to identify other qualified candidates in the pool.  
• The HRTM Director reviews the selection process. If concerns arise, s/he will consult with the division head or others involved in the process in an attempt to resolve those questions. If those questions are not resolved, HR may request further review, additional interviews, the position may be posted; or other action the HR director deems necessary may be taken to ensure the college has followed internal policies and appropriate statutes.
   

If there are no recommended candidates, the hiring supervisor will contact HR to have the position reopened.

Hiring Approval & Offer

• Once a finalist is chosen, the committee chair will submit a hiring memo with the top candidate’s resume and application documents for signature through their supervisory chain, CFO and the HRTM director.  
• The CFO will review the application documents and determines the salary, then forwards the hiring salary to HRTM.
• Once the candidate accepts the position, HRTM will prompt the ATS to send notifications to all other candidates in the applicant pool to indicate that the position has been filled.
   

Onboarding

• Upon approval, HRTM will initiate an offer letter from the ATS. Once the candidate accepts, HRTM will alert the hiring manager and initiate the preboarding/onboarding process.  Employee & Hiring supervisor Complete all remaining onboarding forms in the ATS (all forms assigned should be completed, submitted, or marked skipped). Employment may officially begin after all onboarding tasks are completed.
   

No employee is authorized to commit Durham Technical Community College to an employment arrangement or to inform an applicant of an employment recommendation outside of HRTM, without prior written consent of the President In the event the president authorizes another employee to offer employment, HRTM must be notified in writing of the details of the authorized offer. The president is the final authority in all personnel recommendations and can designate that authority to the CFO or the Director of HRTM as needed.

Part-Time Employee Hiring Procedures:

Process Initiation

1. To begin the hiring process for a part-time position, the supervisor should submit a request through an HRTM work order.  The request must include:
   • Position Code: Provide the position code (e.g., PFI-ASU-DENG-E) if known, or include the name of an employee who holds the same code.
   • If this is a new position and there is not a position code, the supervisor should submit an HRTM ticket to provide the required job description, funding source and GL code to establish a new position.
   • Job Description: Provide an unlocked Microsoft Word version of the job description format using the HRTM template (available on the W drive>Employees>Human Resources>Forms for Current Employees>Job Description Template), including required and preferred qualifications.
   • Funding Source: Include the Required Funding Source, which should be a four-letter code (e.g., FUND). You can obtain this from your supervisor or the Finance department.
   • GL Code: Provide the Required GL Code, written in full (e.g., 10-312-93-54567-28901). This can also be obtained from your supervisor or the Finance department.
      

Review and Posting

2. Once this information is received, HRTM will:

   • initiate a position requisition in the ATS
   • route the requisition through the supervisory chain for approval by the division head/vice president, the HRTM director and CFO.
   • Once all approvals are completed, HRTM will post the position.

   Part-Time faculty and staff positions may be posted as either:

   • Continuous (pool): Open until September 30 of each year unless a different closing date is requested. Hiring managers should request the position to be reopened each year after September 30 if the role has not been filled. Applicants not previously selected must reapply each year.
   • Current hire: Position is an immediate hiring need with a specific closing date. Continuous postings (pools) are posted until September 30 of each year unless the supervisor requests another closing date.
      

Applicant Screening and Interviews

3. HRTM processes all incoming applications based on the qualification questions in the position description and forwards qualified candidates using the ATS.
4. Hiring manager reviews applications of all qualified applicants and should update the applicant status in the ATS from “referred” to “reviewed,” and scheduled interviews in the ATS with the top candidates. Candidates may be reviewed as soon as they are referred.
5. Upon completion of all interviews, the hiring chair reviews the interview ranking scores of applicants to determine finalists. The hiring manager initiates reference checks for the top one to three finalists in the ATS.
6. Hiring managers must choose a non-selection reason for all applicants who are not being considered.
    

Selection and Hiring Approval

7. Once the finalist is selected, the hiring manager should submit a position code request (accessed here: /sites/default/files/forms/position-code-request.pdf ) to be routed through the appropriate approvals.
8. After approval, HRTM completes the preboarding process including:
   • sending a pending new hire email to the hiring supervisor and the employee  
   • assigning a Durham Tech ID number  
   • initiating Background checks
      

Only HRTM is authorized to extend official offers of employment. No employee may make an offer of employment outside HRTM without written authorization from the President. The President may delegate this authority to the CFO or HRTM Director.

Onboarding

9. Once the background checks are complete, the employee and supervisor proceed with onboarding in the ATS which includes:
   • Employee completes the I-9 form and submit appropriate documentation
   • HR verifies the supporting I-9 documentation
   • HRTM submits E-verify to finalize I-9 process
10. HRTM Assigns position code
11. HRTM Releases network authorization form to the ITS team
12. Employee & Hiring supervisor Complete all remaining onboarding forms in the ATS (all forms assigned should be completed, submitted, or marked skipped).
     

Employment may officially begin after all onboarding tasks are completed.

Required Credentials

13. The department head is responsible for ensuring the Required Credentials form is completed by the candidate and returned to Human Resources at the time of hire. Human Resources contacts the employee on the date of hire to notify them of missing credentials. Employees in hourly positions must submit these credentials within 30 days of their hire date. Payroll will not be processed until all required credentials are received. The hiring supervisor makes sure the new-hire is aware that a paycheck will not be processed until all documentation has been submitted.
     

Position Status Changes and/or Appointments Procedures

Position status changes may include a change in annual hours, pay class, rate of pay, and position title change.

All status changes must be approved by the supervisory chain, CFO and Director HRTM.  A releveling form (available on the W shared drive>Employees>Human Resources>Forms for Current Employees>Request for Position Re-leveling) with subsequent personnel change form (available on the W shared drive>Employees>Human Resources>Personnel Change Request Process>Personnel Change Form), if applicable, must be submitted to the CFO and Director HRTM with changes clearly articulated.

For promotions, a PCF will be sent to HRTM from the supervisor. HRTM will request any additional paperwork needed from the employee and/or supervisor, if needed and HRTM will send the completed PCF to the employee after all approvals are completed.

Background checks and two external phone references will be conducted for all part-time employees moving to FT status.

Appointment Procedures

The president has the authority at any time to appoint employees into new positions. In exceptional circumstances, the president has the authority to waive any or all of the steps outlined in this procedure and make a direct appointment to fill a vacant position.

All interim appointment recommendations by a department must be forwarded, with division head approval, to the president’s office for final approval. The president may appoint a stipend amount for any additional duties to be performed in the interim role.

Any requests for presidential appointments including interim appointments must be initiated in consultation with the HRTM director.

Definitions

Applicant tracking system – software used to advertise job postings, collect application materials, and select the appropriate candidate(s). The current system is NeoEd.

Fully qualified - persons who demonstrate that they meet or exceed the minimum qualifications in knowledge, skills, experience, and academic or professional preparation to carry out the responsibilities of their position with the college.