610.000 - Hiring Procedures

By authority of the Board of Trustees, the president or designee shall develop and implement hiring procedures and employment practices to ensure a sufficient number of qualified personnel to maintain its support and operations function. Criteria, qualifications and procedures for selection of personnel shall be clearly and publically stated with job descriptions that accurately reflect duties, responsibilities and authority of the positions. These procedures and practices shall be in compliance with applicable federal, state and local laws and rules and applicable negotiated agreements. In the employment process, it shall be the intent of the College to provide equal employment opportunities for all qualified persons. Particular emphasis will be on achieving affirmative action goals.

610.001 APPOINTING AUTHORITY

The president, the vice president of instruction, the vice president of student affairs, the vice president of administrative services, and the associate vice president of human resources have the authority to appoint classified, temporary, and exempt employees, with the exception of administrators. The president is the appointing authority for all administrative positions.

610.002 CLASSIFIED STAFF

Washington State civil service rules apply to non-represented classified employees. Represented classified employees are governed under collective bargaining agreements, which supersede civil service rules.

The respective vice president, Executive Cabinet member, or designee has the primary responsibility for employees in the classified service. The immediate supervisor is responsible for hiring, with appropriate approvals, work assignments, evaluation, training, and discipline.

  1. Full-Time Permanent Employee - An employee who has successfully completed a probationary period at the College within the current period of employment and is scheduled to work 40 hours per week.

  2. Part-Time Permanent Employee - An employee who has successfully completed a probationary period at the College within the current period of employment and is scheduled to work 20 or more hours per week, but less than full-time.

  3. Probationary Employee - A non-permanent employee in the initial six months of employment in a full-time or part-time permanent position.

  4. Temporary Hourly Employee - Persons employed to work one thousand fifty hours or less (1050 or less) in any twelve consecutive month period from the original date of hire or October 1, 1989, whichever is later, are exempt from civil service rules. Temporary appointments under WAC 357-04-045 may be subject to remedial action in accordance with WAC 357-19-450, if the number of hours worked exceed 1050 hours in any twelve consecutive month period from the original date of hire or October 1, 1989, whichever is later. Overtime and time worked as a student employee are not counted in the 1050 hours.

  5. Cyclic Year Employee - An employee scheduled to work less than twelve full months each year, due to known, recurring periods in the annual cycle when the employee is not needed.

610.003 FACULTY, ADMINISTRATORS, AND EXEMPT STAFF           

  1. Faculty Appointment (See CC/AHE Agreement)

  2. Administrative Appointment - Employment in a specific administrative position as determined by the appointing authority. Administrative appointments are non-tenurable. Individuals previously granted tenure at the College retain tenure as faculty members while serving appointments in administrative positions.

    Director positions are administrative appointments only when specifically designated.

  3. Exempt Staff Appointment - Appointment to a position determined to be exempt from the classified service, and meeting the criteria for exemption established in RCW 41.06.070 (2)(a). 

610.004 ADMINISTRATIVE AND EXEMPT STAFF POSITIONS

Administrative Staff Positions

001000 President
001302 Vice president of administrative services
001300 Vice president of instruction
001301 Vice president of student affairs
001339 Associate vice president of corporate and continuing education
001338 Associate vice president of human resources
001020 Associate vice president of planning and effectiveness
001323 Executive director of communications and marketing
001004 Executive assistant to the president
001311 Dean of basic education, English, communication and humanities
001012 Dean of business and health sciences
001341 Dean of library, eLearning, tutoring and faculty development
001017 Dean of science, technology, engineering and mathematics
001309 Dean of social sciences and fine arts
001334 Dean of student enrollment and completion
001007 Dean of student success and retention
001340 Dean of workforce, career and technical education
001025 Associate dean of health sciences
001016 Director of academic programs and innovation
001344 Director of access services
001013 Director of admissions and assessment
001317 Director of advising
001336 Director of allied health
001029 Director of athletics
001010 Director of business services
001320  Director of career services
001005  Director of facilities services
001009 Director of financial aid

610.004 ADMINISTRATIVE AND EXEMPT STAFF POSITIONS

001321 Director of grants development
001003 Director of information technology services
001307 Director of marketing
001316 Director of nursing
001027   Director of risk management services
001319 Director of security/safety
001312 Director of services for children and families
001018 Director of student life and multicultural student affairs
001210 Registrar
001333 Special advisor for diversity and equity
001216 Associate director of eligibility programs
001203 Associate director of eLearning
001221 Associate director of information technology services
001104 Associate director of human resources
001227 Associate director of running start
001343 Associate director of transitional studies
001215 Associate director of workforce, career and technical education

Exempt Staff Positions

001229 Administrative secretary
001245 Advising divisional manager – college prep and transfer programs
001245 Advising divisional manager – health occupations programs
001245 Advising divisional manager – professional technical programs
001107 Bookstore manager
001208 Columbia Tech Center building administrator
001234 Construction manager
001231 Construction project manager
001236 Continuing education mature learning program manager
001212 Corporate education manager
001250 Credential evaluations manager
001109 Custodial services manager
001251 Disability support services manager
001240 Executive assistant to the executive director of communications and marketing
001222 Executive assistant to the vice president of administrative services
001223 Executive assistant to the vice president of instruction
001228 Executive assistant to the vice president of student affairs
001248 CCE marketing and communications manager
001247 CCE eLearning Instructional Designer
001315 Facilities maintenance manager
001108 Grounds manager
001242 Internal auditor
001011 International program manager
001105 IT applications and database developer
001101 Multicultural retention manager
001207 Network systems manager
001249 Software application integrator and developer
001303 Special projects and activities manager
001220 Student Learning Center program manager
001243 Tech prep & apprenticeship program manager
001249 Software application developer
001224 Workforce pathways program manager

New Policy/Procedure Approved by Executive Cabinet
February 28, 2012

610.005 PROMOTION FROM WITHIN

Appointments of individuals to any position openings will be made primarily on the basis of the requirements for the position.

After consulting with the AA/EO officer, the president may limit the acceptance of applications for position openings in faculty, administrative, and exempt staff categories to current permanent employees (50 percent or more assignment).

610.010 PERSONNEL RECRUITMENT AREA

The minimum recruitment area for administrative and exempt personnel will include at least three counties in Washington (Clark, Klickitat, and Skamania) and three counties in Oregon (Multnomah, Clackamas, and Washington). Position announcements for all permanent vacancies at the College will be sent to agencies on the affirmative action mailing lists. Members of the College will actively recruit qualified individuals, including women, minorities, persons with disabilities, and disabled and Vietnam-era veterans.

610.015 SOLICITED EMPLOYMENT APPLICATIONS

Human Resources maintains the applications of all unsuccessful, solicited applicants a minimum of six months.

All solicited letters, résumés, and/or applications must be routed to Human Resources.

610.020 UNSOLICITED EMPLOYMENT APPLICATIONS

Letters of inquiry and/or unsolicited applications for positions must be routed to Human Resources, where they will be retained for one year in a file available for review by deans, directors, division chairs and supervisors who wish to fill temporary positions. Inquiries for employment opportunities should be referred to Human Resources or the College website.

610.021 BACKGROUND CHECKS

The College will conduct background checks of criminal history on all potential employees and volunteers who have unsupervised access to students, children or vulnerable adults. Criminal history checks will be completed on final candidates only; that is, those candidates to whom a job offer is about to be tendered. Criminal history checks will be completed on final candidates for permanent, temporary, and student employment positions. All background checks for potential employees and volunteers, including student employees and institutional hires, will be conducted through Human Resources. Human Resources will work with an outside source to complete the background check. 

No offer of employment may be extended until a background check is complete. Human Resources will extend all offers of employment for permanent positions and full-time faculty positions.

Human Resources will conduct the standard pre-employment background check for all employees in the Child and Family Studies Program, including student employees and volunteers. Child and Family Studies will administer all other background checks required to meet state or federal licensing standards.  

No employment-related criminal background checks outside the scope of this policy will be completed for employees and volunteers without the approval of the associate vice president of human resources. 

Employment-related background checks will only be conducted in compliance with the intent of this policy.

New Policy/Procedure Approved by Executive Cabinet
October 6, 2009
December 15, 2009
February 2, 2010
January 12, 2016

610.022 REFERENCE CHECKING

Reference checking from past employers is conducted in the personnel selection process to provide information regarding an applicant's skills and abilities or, conversely, reveal past performance problems which need to be considered carefully before a candidate is hired. College employing officials and authorized screening committee representatives are to be aware of reference checking procedures when making inquiries regarding a prospective employee; supervisors are to be aware of procedures for providing information regarding a current or former College employee.

Obtaining Reference Information Regarding Candidates for Employment

Under no circumstances may an offer of employment be extended to anyone for a permanent administrative, exempt, classified staff, or faculty position before obtaining employment verification and reference information from at least one previous employer. Employing officials or screening committee representatives who encounter difficulties in obtaining reference information need to contact Human Resources for assistance.

References need to be checked on current College employees seeking promotion or transfer, as well as on potential new hires. Employing officials are not permitted to review official College personnel files or prior performance evaluations of employees seeking promotion or transfer.

Clark College applications for employment contain the following authorization statement:

I hereby authorize Clark College to make inquiries regarding my education, work experience, and references, unless otherwise stated. I hereby release all parties and persons associated with any such inquiries from liability in connection with information they give.

Before obtaining reference information, the application is to be reviewed to ensure that the applicant has indicated "Yes" in the section titled, "May we contact supervisor?". Letting a previous employer know that this release has been signed will make them more comfortable in providing reference information. If requested, mail or fax a copy of the application to the person giving the reference as proof of release.

To record reference information the Clark College "Reference Check Form" is to be used. It can be obtained from Human Resources. Questions asked beyond the standard ones on the form are to be job-related, and written in the blank spaces provided on the form. All forms are to be returned to Human Resources along with the application materials.

Questions about reference checking are to be directed to Human Resources.

610.023 INTERVIEW AND MOVING EXPENSES

This policy is to comply with RCW 43.03.050, 060, 120, and 130, as they exist now or are hereafter amended. This policy applies to all affected positions, regardless of funding source. Qualification for interview expenses does not automatically confer eligibility for moving expenses.

Interview Expenses

Interview expenses may be paid only for applicants who are selected for interview for full-time faculty or administrative/exempt positions and classified positions as deemed appropriate, subject to the following guidelines:

  1. Prior to inviting candidates for interview, the president or designee will determine whether or not payment of interview expenses will be allowed and within what limits.

  2. The applicant must be selected for interview as a result of the College's established selection procedure, as a candidate for an advertised position.

  3. The applicant must be fully informed in advance of the job duties, starting salary or range and proposed starting date, and find those specifics acceptable, should the position be offered.

  4. The applicant's work history and performance should be verified in advance by the employing official or screening committee, preferably by the applicant's current supervisor, but at least by the previous supervisor, and indicate that the applicant warrants further consideration.

  5. If, during the interview process, a determination is made that the applicant has misrepresented his/her qualifications for the position, the applicant will not be entitled to reimbursement for interview purposes.

No advance payment of interview expenses is permitted. Reimbursement to applicants will be made at the same rates as currently established for College employees, following submission of verifiable receipts, and in accordance with state reimbursement procedures.

Maximum allowable interview expenses are:

  1. Round-trip travel by ground or air, whichever is less expensive, given reasonable time constraints;

  2. Per diem for the day of the interview only, unless additional per diem is authorized to reduce expenses in 1, above;

  3. One night's lodging, unless extra lodging payment is authorized to reduce expenses in 1, above.

  4. Rental car, parking, mileage, and other related expenses may be approved on an individual basis where doing so promotes efficiency and/or financial savings.

No interview expenses will be allowed for candidates traveling from a point less than 200 miles roundtrip to the College.

Moving Expenses

Household moving expenses may be authorized for administrative/exempt and full-time faculty positions, subject to the following guidelines:

  1. The president or appropriate Executive Cabinet member authorizes the moving expenses and establishes the dollar limit in accordance with state and College regulations, before any communication on the subject is made to the applicant.

  2. The applicant was recruited and evaluated through the College's established selection procedure as a candidate for a position which was advertised beyond the State of Washington.

  3. The applicant has been to the College campus for a personal interview.

  4. The applicant has been offered the position by the appropriate appointing authority of the College, and salary and starting date have been agreed upon.

  5. The College's Purchasing Services Department will obtain bids for the move and select the service provider in accordance with state and College purchasing regulations.

  6. Payment for moving expenses will be at the rate and under the procedures currently established for state employees in accordance with the contract with the service provider.  Up to $3,000 of moving expenses may be approved for faculty positions.

  7. The move must occur within the employee's first year in the position for which moving expenses were authorized.

    If the new employee terminates or causes termination of his/her employment with the College within one year of the date of employment, the employee may be required to reimburse the College for the moving costs which were paid. The College may withhold such sum as necessary for reimbursement of moving expenses from any amounts due the employee. The new employee will be notified of this policy in the initial appointment letter.

610.025 APPOINTMENT PROCEDURES FOR PRESIDENT

The Board of Trustees is legally responsible for appointing the chief executive officer (president) of the College and shall establish the procedures for selection and appointment. The procedures shall be reviewed and revised as necessary each time the selection of a president is required. The Board of Trustees may appoint an acting or interim president if such action is judged to be in the best interest of the College. The Board of Trustees shall determine the compensation of the president and shall periodically adjust the salary as appropriate.

When deemed necessary, a presidential search advisory committee, as defined below, shall be established for the purpose of recommending presidential candidates to the Board of Trustees. Alternate representatives are not allowed. The Board shall provide the committee with criteria for use in the evaluation process.

A consultant may be engaged to assist in the search for a president as directed by the Board of Trustees.

Screening

The Presidential Search Advisory Committee will consist of the following:

  1. Four faculty members including one adjunct faculty member
  2. Two administrative or exempt employees
  3. Two classified employees
  4. Two students
  5. Foundation Board member
  6. Two Board of Trustees members
  7. Four community members

Potential committee members’ names will be forwarded by constituent groups as appropriate. The chair of the Board of Trustees will appoint the Presidential Search Advisory Committee.

The Board of Trustees will designate the chair from one of its representatives on the committee.

Committee members will be selected with regard for diversity.

The Presidential Search Advisory Committee shall review applications and references, conduct interviews, and rate candidates to determine the committee's recommendations to the Board. The Board of Trustees will determine the number of candidates to be referred.

The College’s affirmative action/equal opportunity officer will work with the committee chair and consultants to assure that affirmative action guidelines are followed.

Selection

The Board of Trustees shall make the final selection of a president based on criteria established by the Board, personal interviews, and a review of the data and recommendations submitted by the committee, the consultants, and other groups invited by the Board to participate.

610.040 APPOINTMENT PROCEDURES FOR FULL-TIME PERMANENT ADMINISTRATIVE AND EXEMPT STAFF

Selection standards for administrative and exempt employees are outlined in Chapter 131-16 WAC.

No exceptions will be made to the appointment procedures for the recruitment, screening, and selection of full-time permanent administrative and exempt staff, except in cases of extreme emergency.

Authorization to Begin

If an administrative or exempt position is vacated, the appropriate administrator must refer the request to the appropriate Executive Cabinet member for approval prior to requesting Human Resources to begin a search. The job description may be changed only on approval of the Cabinet and the associate vice president of human resources.

For new positions, the dean, director, or other supervisor must submit a written request to the appropriate Executive Cabinet member, clearly stating necessary or desirable qualifications for the position. The vice president will refer the request to the Cabinet. Normally, new positions are initiated as part of the budget process.

Recruiting

Upon receiving authorization to begin an active search for eligible candidates to fill the approved position, the following administrative procedures apply:

  1. Job announcements will be prepared by Human Resources and approved by the appropriate Executive Cabinet member, the AA/EO officer, the associate vice president of human resources, and the president or designee before distribution.

  2. Human Resources will distribute job announcements to agencies on the appropriate affirmative action and recruitment mailing lists. Human Resources will be responsible for placing position advertisements and distributing announcements to the appropriate degree-granting institutions in Washington and Oregon.  Positions will be posted on the College website.

  3. An announcement of the opening will be published via e-mail and the College website.

  4. Vacant or new positions will be announced to faculty as per the CC/AHE Agreement.

Pre-Screening

  1. During the application period, Human Resources will retain all materials submitted in response to the job announcement. These will include:

    a. Letter of application. A written document indicating interest in the position.

    b. Current résumé.

    c. Clark College Application for Faculty and Administrative Positions.

    d. Transcripts. Unofficial transcripts are acceptable during the selection process; official transcripts must be provided when employed. Placement files are not a substitute for transcripts. The terminal degree required for the position must be indicated on the transcript.

    e. Any other materials required by the job announcement, such as written responses to specific questions, or letters of reference.

  2. All materials, including letters of reference and transcripts, received after the closing date will be marked with the date they arrived and added to the applicants' files. The College is not obligated to consider materials submitted more than seven days after the closing date.

  3. An applicant tracking system will be maintained by Human Resources and a copy of applicant rosters made available to the AA/EO officer.

  4. Human Resources will identify documents received from each applicant.

  5. Workforce profile forms will be available to the AA/EO officer for review. Human Resources will record the method by which applicants learned of the position opening.

  6. The applicant pool will be reviewed to determine whether a formal extension of the closing date is necessary.

    a. A formal extension may be made if an insufficient number of persons have applied. The recommendation for extension of the recruitment period will be made by the AA/EO officer and/or Human Resources after consultation with the screening committee and the appropriate Executive Cabinet member; the president or designee must approve the extension.

    b. A formal extension may also be made if an insufficient number of persons from protected groups have applied. The AA/EO officer may recommend to the president, in writing, that the recruitment period be extended. If the president approves the extension, he/she will notify the AA/EO officer and the associate vice president of human resources, the screening committee, and the hiring administrator or division chair, in writing.

    c. If the closing date is formally extended, the extension will be publicized appropriately.

  7. Assuming an adequate pool of candidates, Human Resources will conduct the pre-screening, eliminating those who do not meet the minimum qualifications. At the request of the committee, Human Resources may conduct further screening using criteria established by the screening committee.

    Screening

    a. Screening committees for administrative/exempt positions will be appointed by the president or the appropriate Executive Cabinet member. A minimum of a chair and three members from the College community will be appointed. A student representative and/or additional representatives from the College or community may be appointed as deemed appropriate.

    b. The screening committee will draft criteria to be used in evaluating all applicants. The AA/EO officer or the associate vice president of human resources or designee must approve these criteria.

    c. The screening committee will evaluate and interview applicants according to the same standards. The committee will normally interview at least five applicants. The appropriate Executive Cabinet member or president will normally interview those applicants interviewed in person by the screening committee for whom returning for another interview will constitute a hardship for the applicant or the College.

    d. References will be checked by the committee and the president or designee to verify the information on applications.

    e. A minimum of three candidates will be recommended, in alphabetical order, to the vice president or president. Strengths, weaknesses, and anticipated contribution to the College shall be included in the recommendation of all finalists. If the screening committee is not able to forward three candidates, the chair of the screening committee will work with the appropriate Executive Cabinet member, who will make the final decision on the next steps in the process.

    f. The appropriate Executive Cabinet member or AA/EEO officer may meet with the screening committee at any time to discuss the diversity of the applicant pool. Records of all screening committee actions will be turned over to and kept on file in Human Resources.

  8. The screening process will be coordinated by Human Resources.

Selection

The appropriate Executive Cabinet member and president will normally interview all finalists, except for positions reporting to the president.

The appropriate Executive Cabinet member will make a recommendation to the president. If none of the applicants recommended are acceptable, the president may ask the screening committee to make further recommendations or ask Human Resources to reopen the recruitment. The president or designee will make the final selection. The president or designee may consult with the screening committee chair before making an appointment.

 

610.041 APPOINTMENT PROCEDURES FOR PART-TIME, EMERGENCY, AND TEMPORARY APPOINTMENTS TO ADMINISTRATIVE AND EXEMPT POSITIONS

Administrative/Exempt

The president or designee may utilize the approved recruiting, screening, and appointing procedures for temporary full-time appointments or, in the event of an emergency, waive such procedures by making an appointment for a period not to exceed twelve months.

The approved recruiting and screening process may be waived by the president or designee when making appointments to part-time positions. Part-time exempt employees are appointed by a vice president, the associate vice president of human resources, or president upon the recommendation of the dean or other supervisor.

If the appointing authority believes a temporary position may be converted to a permanent exempt position in the future, appointment procedures in Administrative Procedure 610.040 should be followed.

In the event that a temporary, full-time position is converted to a permanent full-time appointment and, providing the president or designee has utilized approved recruiting, screening, and appointment procedures, the president may elect to waive the requirement to reopen the position.

A part-time administrative position is a position of less than 20 hours a week or 20 or more hours a week, but less than six months in duration.

For purposes of this section, a temporary appointment is one which does not exceed one fiscal year for administrative or exempt positions. A temporary appointment may be renewed by the president or designee.

610.045 SELECTION STANDARDS FOR FACULTY

The qualifications and certification requirements for faculty are governed by the CC/AHE Agreement and Chapter 131-16 WAC.

610.048 SPECIAL PROGRAMS FACULTY HIRING AND CONTINUATION POLICY

As defined in the CC/AHE Agreement, a Special Programs faculty is a non-tenure-track faculty appointment for more than 80 percent of a full-time load, funded by special purpose monies and not eligible for tenure under the laws of the State of Washington. Employment in a Special Programs faculty appointment is not applicable toward tenure, and notice of nonrenewal is not required. Special Programs faculty are paid from the full-time faculty schedule.

Special Programs faculty will be hired through a selection process as defined in the CC/AHE Agreement. The hiring process for Special Programs faculty does not shorten or replace the hiring process when a full-time, tenure-track position becomes available.

Newly hired Special Programs faculty will be evaluated in accordance with the CC/AHE Agreement.

Faculty members in Special Programs assignments may be continued in the assignment the subsequent year, unless there is reason not to renew the contract (e.g., lack of funding, performance is unsatisfactory, teaching experience fails to match program requirements, change in departmental teaching loads or student demand). The number of years a faculty member is allowed to serve in a Special Programs assignment will not be predetermined. The assignment does not count toward tenure.

To continue a faculty member in a Special Programs assignment for the subsequent academic year, the division chair or director must complete and submit a Personnel Action form, with the dean’s signature, to the vice president of instruction by June 1.

Revised Policy/Procedure Approved by Executive Cabinet
October 20, 2009

610.050 RECRUITMENT AND APPOINTMENT PROCEDURES FOR CLASSIFIED STAFF

The College determines when a permanent classified position is to be filled and the type of appointment to be used. Recruitment and appointment procedures will comply with bargaining agreements, applicable WAC’s and federal and state statutes, and will provide for fair and objective processes.

The College is committed to hiring a diverse and qualified workforce. Permanent appointments within the classified service must be made on the basis of competencies and other position requirements identified through job analysis.

Approval of Position

The hiring supervisor is responsible for initiating a Personnel Request to fill a vacant or new position. The Personnel Request will include a job description, competencies, and position requirements as identified through job analysis. Human Resources will assist supervisors in this process and identify the appropriate job classification. The appropriate Executive Cabinet member must approve all positions and inform Executive Cabinet of vacancies; Executive Cabinet must approve all new positions.

Recruitment

Classified positions may be opened either internally only (for promotion, demotion, or transfer) or both internally and externally. Transfer may be made according to the College transfer policy. See Administrative Procedure 610.055. The associate vice president of human resources or designee is responsible for determining the most appropriate recruitment process. Positions will normally be posted; however, recent pools of qualified candidates may be utilized in lieu of posting a position. Recruitment strategies will focus on attracting a qualified and diverse candidate pool. Human Resources will work with hiring supervisors to identify effective advertising sources. Positions advertised internally only will be posted on the College Intranet, e-mail, and in Human Resources, and may be advertised via newspapers, publications, and list serves. Ordinarily, the minimum period for posting job announcements is seven calendar days.

Reasonable Accommodation

An applicant or candidate who needs reasonable accommodation in the application and examination process is responsible for requesting reasonable accommodation.

Assessment/Screening

Human Resources is responsible for screening and certifying applications for competencies and position requirements and will conduct a paper screen to identify an eligible pool of candidates. Human Resources ay request assistance in screening from the department or other sources as needed. Screening methods may include reviewing applications, resumes, supplemental questionnaires, and writing samples; interviewing applicants; or other screening methods appropriate to the position. 

Screen methods will utilize objective criteria. Human Resources is responsible for approving all assessment material.

Referral/Certification/Interviewing

A qualified candidate pool will be certified to the hiring supervisor. The order of certification is in accordance with WAC 357-16-130. Based on assessment of application materials submitted. Human Resources normally refers up to twenty qualified candidates to the hiring supervisor or a committee appointed by the hiring supervisor. Veteran’s preference or supplemental certification of affected group members will be applied as appropriate.

The hiring supervisor determines the interview process, in consultation with Human Resources. The hiring supervisor and/or committee will identify candidates for interview and submit interview questions or other assessment tools to Human Resources for approval. Internal promotional/transfer candidates will be considered prior to considering other candidates. Consideration will be limited to employees who have the skills and abilities required for the positions. Consideration may include a review of application materials or an interview and other assessment tools as appropriate to the positions (such as a demonstration, writing sample, etc.)

The hiring supervisor will interview final candidates and check references on the final candidate(s).

Upon request, employees will be released to participate in interview processes if scheduled during normal work time.

Selection

The hiring supervisor will select the candidate for hire and request approval from the appropriate Vice President or Executive Cabinet member before notifying Human Resources of the candidate selected.

Notification to Applicants

The hiring supervisor or Human Resources will notify the selected candidate and determine starting date. Human Resources will notify unsuccessful candidates, unless arranged otherwise, and provide written notification to applicants regarding the status of their application within a reasonable time period.

Retention of Application Materials

Qualified application pools will be maintained and may be used to fill vacant positions for up to three months. The associate vice president of human resources may extend the time for a total of up to six months. Application materials for all candidates will be maintained in accordance with records retention guidelines. Unsolicited application materials will be maintained for six months.

Appointment

The associate vice president of human resources issues the appointment letter for the appropriate appointment status; probationary, trial service, cyclic, project, or in-training.

Probationary/Trial Service Period

Requirements for probationary and trial service periods for classified employees are governed by appropriate collective bargaining agreement(s) and Washington Administrative Code. This policy applies to represented and non-represented classified employees.

Probationary and trial service periods provide the College the opportunity to train and aid an employee in adjusting to a new position and for hiring supervisors to observe and assess an employee’s work in order to determine if the employee will be granted permanent status in the position.

Probationary Period

Classified employees who do not hold permanent status as a classified employee must serve a probationary period when appointed to a permanent position. The probationary period must be a minimum of six months. New employees will be notified in writing of the length of their probationary period in their appointment letter. Hiring supervisors shall initiate the performance development plan process at the beginning of the probationary period.

Upon recommendation of the hiring supervisor, the associate vice president of human resources or designee may extend the probationary period for an individual employee or for all employees in a class as long as the extension does not cause the total probationary period to exceed twelve months. The associate vice president of human resources will notify the employee in writing of any extension of the probationary period at least one working day prior to the expiration of the previously designated probationary period.

If an employee accepts an appointment to another permanent position at the College while serving a probationary period, the associate vice president of human resources or designee will determine if the probationary time worked will count toward the probationary period for the new permanent position based upon whether or not the positions or classes are closely related and the length of time completed in a probationary position.

Trial Service Period

A permanent employee must serve a trial service period upon promotional appointment to a position in a class in which the employee has not held permanent status. In addition, permanent employees who transfer, voluntarily demote, elevate, or revert must serve a trial service period upon appointment to a new position, unless the employee is being reverted to a comparable position with the same job duties as the position in which the employee last held permanent status.

The trial service period must be a minimum of six months. Employees will be notified in writing of the length of their trial service in their appointment letter. Hiring supervisors shall initiate the performance development plan process at the beginning of the trial service period.

Upon recommendation of the hiring supervisor, the associate vice president of human resources or designee may extend the trial service period for an individual employee or for all employees in a class as long as the extension does not cause the total trial service period to exceed twelve months. The associate vice president of human resources must notify the employee in writing of any extension of the trial service period at least one working day prior to the expiration of the previously designated trial service period.

If an employee accepts an appointment to another permanent position at the College while serving a trial service period, the associate vice president of human resources or designee will determine if the trial service time worked will count toward the trial service period for the new permanent position based upon whether or not the positions or classes are closely related and the length of time completed in a trial service.

610.051 CLASSIFICATION/REALLOCATION OF CLASSIFIED STAFF POSITIONS

Supervisory Responsibility for Monitoring Classified Positions

It is the responsibility of supervisors to assign duties to their employees within their classification and there should not be a deliberate addition of duties by a supervisor which would result in the need to reallocate a position without Executive Cabinet approval. Additional duties may be assigned that are not reflected in the class specification as long as they remain a minor part of the overall duties.

An employee may request the associate vice president of human resources to review his/her job duties in accordance with applicable collective bargaining agreements for represented employees and WAC rules for non-represented employees. However, if the position is reallocated to a classification with a higher salary range, the employee must have successfully completed the higher-level duties for at least six months in order to waive the examination requirements and attain permanent status.

Procedure

Possible reallocations of positions will be considered during the preparation of the budget. Supervisors must anticipate reallocations at that time in order to request the necessary funds to cover the reallocation. Reallocation requests made by supervisors outside of the budget process must be in writing with justification for the higher-level work assignment. Such requests must be approved by the president. Following are the procedures for the various types of reallocations:

  1. Administrative Action - When a reorganization takes place necessitating an immediate permanent and substantive change in the duties of a position and the allocation of a position in a different class series (e.g., Secretary to Administrative Assistant), the Executive Cabinet must approve the new position prior to the change taking place. The position will be opened promotionally. If the employee whose position has been reallocated is not selected for the new position, the lay-off procedure will be invoked to determine whether the end result will be reassignment or lay off. A supervisor must not, under any circumstances, "promise" a position to a particular employee.

  2. Employee Request for Reallocation - An employee who believes that his/her position is improperly allocated may submit a Position Review Request form to Human Resources. Forms are available on the College Intranet.

    After a determination of the employee's proper classification has been made, the employee is notified of the decision in writing and that he/she may appeal the decision to the Director, Department of Personnel.

    The effective date for any change in allocation will be established as of the date that the request is filed with Human Resources.

610.052 POSITION AUDITS

For purposes of this section, the College has four categories of employees as follow:

  1. Classified
  2. Faculty
  3. Exempt staff
  4. Administrators

If a question arises as to correct category placement, the affected employee, the supervisor, or the president or designee may request a position audit.

Within the categories of classified, administrative or exempt staff, the president may make a reassignment, in accordance with applicable WAC rules.

610.053 PART-TIME HOURLY AND TEMPORARY EMPLOYMENT

The associate vice president of human resources is responsible for ensuring that all part-time hourly and temporary appointments are made in accordance with WAC rules and appropriate bargaining agreement, and made only to meet employment conditions set forth in the definition of "temporary appointment" as defined in WAC rules.

All incoming Personnel Action forms are reviewed to ensure that temporary employees work less than 1,050 hours in any consecutive 12-month period from the original date of hire, exclusive of overtime or work as a student employee during the summer and other breaks in the academic year.

A PS 1725 report is provided by the payroll manager or designee each month to Human Resources for monitoring, to ensure that supervisors have not allowed such employees to work in excess of the approved hours. All documentation pertaining to the employment of temporary employees will be on file in Human Resources and made available to authorized state personnel staff upon request.

Temporary Employee Personnel Request forms must be submitted by the supervisor annually for the fiscal year. Supervisors have the responsibility to monitor the hours of their employees to ensure they do not allow a temporary employee to exceed the limits of temporary employment. In no case may temporary hourly employees exceed 1050 hours in any twelve-month period from the original date of hire. Where temporary positions are not funded for insurance benefits, hours may not exceed an average of 86 hours per month; where temporary positions are not funded for retirement benefits, hours may not exceed 69 hours per month.

Employees will be notified of the conditions of their employment, and upon receipt of such notification will be accepting the limitations of temporary employment and their responsibility to abide by those limitations.

Because of the varied and changing regulations governing part-time and temporary employment, responsibility for this function is centralized. Human Resources will process all Personnel Action forms to place temporary employees on the payroll.

The following types of temporary employment actions are covered by this policy:

  1. Replacing an employee on leave of absence for less than six months.

  2. Assigning duties of a higher-level class to a classified employee for less than six months.

  3. Hiring an employee for less than 30 days.

  4. Hiring an employee who will work less than 1,050 hours during any twelve-month period.

  5. Hiring an employee who will normally work less than 70 hours per month, and will not work over 69 hours per month for more than four months in any twelve-month period.

Temporary appointments to replace an employee on leave of absence for more than six months are filled through the classified staff recruitment process.

Human Resources is responsible for:

  1. Ensuring the appropriate classification and compensation of all part-time hourly and temporary employees.
  2. Determining eligibility for retirement and insurance benefits.
  3. Informing temporary employees of their status.
  4. Monitoring temporary appointments to guard against inadvertent attainment of permanent status under the applicable WAC rules and bargaining agreements.
  5. Maintaining records of temporary appointments.

To initiate temporary employment, supervisors need to complete a "Personnel Request for Temporary Hourly and Classified Appointments" and submit the form to Human Resources at least five working days prior to the proposed starting date, except for emergency appointments, as defined below.

Upon receipt of a Personnel Request for Temporary Hourly and Classified Appointments, Human Resources will:

  1. Assign appropriate Department of Personnel or hourly-exempt classification.
  2. Establish compensation (ordinarily, hourly Step A rate for Department of Personnel classifications).
  3. Refer candidates (if requested by employing official).
  4. Review qualifications of suggested employee.
  5. Prepare Personnel Action form with copy to supervisor and employee.
  6. Determine eligibility for retirement/insurance, annual/sick leave benefits.
  7. Obtain required forms from temporary employee, including:

    a. Clark College Application for Classified Staff Employment
    b. I-9
    c. W-4
    d. Workforce Profile Form

The forms listed above must be completed and turned in by the employee, in person, to Human Resources at least one working day prior to the first day of employment. Persons who have not completed Step 7 above, may not work at the College.

Emergency Appointment

In the case of an emergency, such as a facilities emergency or an illness, a temporary employee may be hired immediately. A Personnel Request for Temporary Hourly and Classified Appointments, and required forms (a. through d. above) must be submitted to Human Resources, in person, within 48 hours of the start of employment. Emergency appointments may not exceed 30 days.

If at any time during the course of a temporary appointment it becomes necessary to change the work schedule, work hours, start or end date, or duties of a temporary employee, the supervisor is responsible for contacting Human Resources prior to implementing the changes to determine the effect of such changes on the temporary appointment as it was originally established. This contact is critical to ensuring that no inadvertent violation of rules regarding temporary employment occurs.

Supervisors need to communicate to temporary employees that their temporary work does not guarantee them the right to be considered for permanent employment at the College. Permanent classified staff positions are filled under the provisions of the applicable WAC rules and bargaining agreements.

Human Resources can assist College supervisors in finding candidates for temporary employment. Supervisors who wish to consider candidates from recruitments should mark the appropriate section on the Personnel Request for Temporary Hourly and Classified Appointments or contact Human Resources for assistance.

The employment of temporary classified employees is an essential element of the staffing of Clark College. Adhering to the policies and procedures outlined in this statement is an important step in protecting the rights of the College and its temporary employees.

610.055 TRANSFER, LATERAL MOVEMENT, VOLUNTARY DEMOTION AND PROMOTION FOR CLASSIFIED STAFF

Definitions

  1. Lateral Movement - Appointment of an employee to a position in another class which has the same salary range maximum as the employee's current class.

  2. Transfer - An employee-initiated change from one classified position to another in the same class within the College without a break in service.

  3. Reassignment - College-initiated change from one classified position to another in the same class within the College without a break in service.

  4. Voluntary Demotion - The voluntary change of an employee from a position in one class to a position in another class which has a lower salary range maximum, in which he/she has previously attained permanent status, or equivalent classes, as determined by the personnel officer.

Purpose

To provide reasonable opportunity for the employees of the College to promote or transfer within class or to voluntarily demote or move laterally to classes where they have previously attained permanent status or equivalent classes as determined by the personnel officer when:

  1. The action is by employee request.

  2. The personnel officer determines that the employee seeking action is no longer able to perform in the current class due to medically verified physical, mental or sensory disability.

  3. The employee's position is being reallocated upward and the employee is not appointed to the reallocated position.

  4. The employee's position is reallocated downward and the employee elects to demote with the position.

Except as provided above, permanent employees who wish to be considered for appointment to classes with an equal or lower salary range maximum than their current class or classes in which they have not previously attained permanent status must apply in accord with College employment/promotion procedures, meet the minimum qualifications, pass the examination and be placed on the promotional eligibility list for the class.

In addition, WAC rules provide that the appointing authority may reassign an employee to a different position within the same class with no change in salary or periodic increment date.

Procedure

Permanent classified employees who are interested in being considered for lateral transfer within the College, to a different position in the same classification in which they currently hold permanent status, voluntary demotion to a lower classification in which they formerly held permanent status, transfer to another position in the same class, or promotion to a higher class should apply for positions as they are opened and must meet the competencies and position requirements for the position. In addition, employees may work with their supervisor through the performance development process to communicate interest in transfer, lateral move, demotion, or promotion and to identify competencies needed to be successful. Employees may also consult with Human Resources regarding processes, competencies, and training opportunities to assist in their success.

The appointing authority may reassign an employee to a different position within the same class with no change in salary or periodic increment date.

The College will consider internal promotional candidates and employees who are requesting a transfer or voluntary demotion prior to considering other candidates. Consideration will be limited to employees who meet the competencies and position requirements for the position.

610.056 NEPOTISM

Policy

As it relates to nepotism and employment, Clark College shall make employment decisions based on ability, merit, and suitability. Family relationships shall not be used as a basis for granting or denying rights, privileges, or benefits related to employment as long as all provisions of this policy are met. This policy also applies to supervision of volunteers.

Applicable bargaining agreements apply where nepotism language is included in the bargaining agreements. College employees will abide by state law, College policy and procedures, and bargaining agreements as they relate to conflict of interest and nepotism.

Employees will not be allowed to serve on screening committees or recommend employment for family, relative, or household members that would result in a potential conflict of interest.

Employees may not participate in activities or make decisions regarding hiring, appointment, supervision, compensation, assignment, evaluation, or discipline of a family member, relative, or household member as defined in this policy. In addition, an employee may not supervise a family member, relative, or household member of their immediate supervisor (e.g. an employee may not supervise a child of their immediate supervisor).

Employees may not audit the work of a family member, relative, or household member as defined in this policy.

Supervisors are required to disclose to Human Resources any relationship that violates or has the potential to violate this policy to ensure timely resolution.

Definitions

The following definitions apply related to the Nepotism Policy, unless defined differently in law or a collective bargaining agreement:

  1. Nepotism – The practice of showing favoritism toward family, relatives, or household members based upon that relationship, rather than objective evaluation of ability, meritocracy, and suitability.

  2. Employee – Any person employed by the College.

  3. Family Member/Relative – Spouse or domestic partner, child, stepchild, grandchild, grandparent, parent, step-parent, sibling, cousin, aunt, uncle, niece, nephew.

  4. Household Member – Persons who reside in the same home who have reciprocal duties to and provide financial support for one another. This term includes, but is not limited to, foster children and legal wards. The term does not include persons sharing the same general residence when the living style is primarily that of convenience rather than based upon personal relationship.

  5. Supervise – To have the authority to appoint, terminate, promote, demote, discipline, affect compensation or benefits, or determine any other terms or conditions of employment or to recommend or have substantial effect on same.

  6. References – RCW 42.52 Ethics in Public Service, RCW 42.52.020 Activities Incompatible with Public Duties, and WAC 162-16-250 Discrimination because of marital status.

New Policy/Procedure Approved by Executive Cabinet
October 27, 2009

610.060 RETIREE RETURN TO WORK

For the purpose of returning to work following retirement, an employee is considered retired if they meet the eligibility for retirement under their particular retirement plan (such as PERS, TRS, and TIAA/CREF).

Employees retired from Clark College or other Washington State employment may return to state employment at the College consistent with College and state rules and regulations. Retirement plans (such as PERS, TRS, and TIAA/CREF) may have different guidelines, restrictions on when an employee may return to work, and limits on hours or months a retiree may work without affecting their retirement benefit. Retirees should check with their individual retirement plans regarding any restrictions on returning to work before accepting employment with the College. The College reports retirees returning to work according to state rules and regulations.

Retired employees are required to apply for positions according to the same college administrative procedures as any applicant for employment and retired employees are not guaranteed employment. The College will not make verbal or written agreements to rehire an employee who is planning to retire. Appointing authority for College positions is described in Administrative Procedure 610.000.

New Policy/Procedure Approved by Executive Cabinet
April 27, 2010