Feb 21, 2024  
DMACC Policies and Procedures 
    
DMACC Policies and Procedures
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HR3150 - Personnel Action Approvals


Procedure

Section: HUMAN RESOURCES PROCEDURES

SubSection: EMPLOYMENT

Master List Section: Human Resources

  1. Institutional Regulations

    The personnel actions listed below shall be documented on required electronic or paper forms, and all approvals obtained before they shall be effective.
     
  2. Procedure
    1. Temporary and Student Employees - An approved Electronic Personnel Action Form (EPAF) shall be required in order to hire or change employment. An action to terminate employment shall be needed only when termination is for other than exhaustion of hours, lack of work, or to unencumber funds.

      Required approvals:
      1. Supervisor through Provost/Dean/Director or higher level
      2. Human Resources
    2. Adjunct Employees - The following documents are used to hire or change employment for an Adjunct instructor.
      1. An approved Load Sheet or Instructor Pay Form, as applicable, for payment of credit and non-credit teaching;
      2. An approved Non-Credit Instructor Input Form (P-43) shall be required for Adjunct counselors and librarians, and Adjunct ABE/HiSET/HSE/ESL and Academic Achievement Center instructors;
      3. An approved Electronic Personnel Action Form (EPAF) shall be required for Adjunct instructors performing activities listed on the Temporary, Adjunct and Student Pay Rate schedule under “Other Adjunct”.
      4. An approved Electronic Personnel Action Form (EPAF) or Pay for Adjunct Orientation/Training/Meetings form shall be required to pay adjunct instructors for inservice training or attending required meetings.

        Required approvals:
        1. Provost/Dean/Director or higher level
        2. Human Resources
    3. Regular Employees - Forms and approvals are listed below for the following personnel actions:
      1. Hire, promotion, demotion, transfer, reassignment, job evaluation title and/or pay grade changes: Hiring Proposal Form.

        Required approvals:
        1. Supervisor through appropriate/Provost/Dean/Director
        2. Human Resources
        3. Appropriate Vice President (or President for those areas reporting directly to the President)
        4. President and Board of Directors if the action will result in the issuance or change of a continuing contract
      2. Change in FTE, Supervisor, or FOAPAL: Position Action Request.

        Required approvals:
        1. Supervisor through appropriate Director/Provost/Dean
        2. Human Resources (for processing)
      3. Resignation, regular retirement, job abandonment: Separation of Employment Form.
        1. Initiated by Department
        2. Human Resources (for processing)
        3. Notification sent to Appropriate Vice President (for areas reporting to a VP)
        4. Notification sent to President and approval required by Board of Directors if the action will result in termination of a continuing contract.
      4. Early Retirement: Separation of Employment Form, completed by Human Resources after early retirements are approved by the Board of Directors.
      5. Reduction In Force: Separation of Employment Form completed by Human Resources after RIF is approved by the Board.
      6. Extra days, temporary assignment pay: Additional Pay Form.

        Required Approvals:
        1. Supervisor through appropriate Director/Provost/Dean
        2. Human Resources
      7. Regular Employees Performing Temporary/Adjunct Work
        1. An approved Electronic Personnel Action Form (EPAF) shall be required in order to authorize Temporary or Other Adjunct employment for a Regular employee.

          Required approvals:
          1. Supervisor through Provost/Dean/Director
          2. Human Resources
        2. An approved Adjunct Load form shall be required in order to authorize Adjunct employment for a Regular employee.

          Required approvals:
          1. Supervisor through Provost/Dean/Director
      8. Staff Development Unit (SDU) Lane Change - Human Resources notifies President of lane changes.


Cross Reference:
Policy HR407 - Employment Authority 

Adopted: October 1, 2002
Reviewed: Annually

Revised:
December 1, 2003

January 1, 2005

November 1, 2006

November 1, 2007

November 1, 2009

October 1, 2014

February 21, 2017

March 20, 2018

September 1, 2020



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