HR3125 - Hiring Process for Adjunct, Temporary and Student Employees

1. Institutional Regulations
   1. Supervisors shall not discriminate in the hiring of Adjunct, Temporary and Student employees on the basis of race, color, national origin, creed, religion, sex, sexual orientation, gender identity, age, disability, genetic information, actual or potential parental, family or marital status of a person, or to the extent covered by law, veteran status.
   2. Adjunct, Temporary and Student employees shall not begin work until all hiring documentation has been submitted and approved by the Provost/Dean/Director and Human Resources.
   3. Criminal History Record Investigations shall be conducted on all Adjunct, Temporary and Student applicants recommended for hire according to the provisions of HR3132 .
2. Procedure
   1. Adjunct Instructors
      1. Supervisors may fill temporary teaching needs by screening Adjunct applications on file with the College, soliciting new applications, or contacting previously approved Adjunct instructors.
      2. Selection of Adjunct Instructors, Counselors, and Librarians shall be the responsibility of the supervising Provost/Dean/Director. Personal interviews shall be conducted with applicants before they may be recommended for employment. The Provost/Dean/Director shall consider recommendations offered by program faculty and/or the program chair.
      3. All applicants shall be required to document their education and experience by completing a DMACC employment application form and providing appropriate transcripts, if applicable.
      4. Reference checks will generally be conducted electronically through the online recruitment system. 2 references are collected for adjuncts.
      5. Supervisors shall complete and submit an electronic hiring proposal for all applicants recommended for employment to Human Resources. Application materials shall be maintained by Human Resources.
      6. Scheduling to Teach
         1. Teaching credentials for applicants recommended for Adjunct employment must be reviewed by Human Resources before they may be scheduled to teach. Applicants may only be approved if they meet DMACC minimum standards. If there are no suitable applicants available who meet minimum standards, applicants who do not meet minimum standards may be hired for one semester only so that courses may be offered. These exceptions must first be approved by the appropriate Academic Dean and VPAA.
         2. A Credit Class Input Document or a Non-credit Input Document, as applicable, shall be required in order to schedule an Adjunct employee to teach.
      7. Employment Authorization
         1. A Load Sheet or an Instructor Pay Form, as applicable, shall be required in order to pay an Adjunct Instructor.
         2. A Non-credit Instructor Input Form (P-43) shall be required for Adjunct Counselors and Librarians, Adjunct ABE/HiSET/HSE/ESL and Academic Achievement Center instructors;
         3. An 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”. The maximum period of employment authorization that may be submitted on an adjunct EPAF is one year, from August 15 to August 14.
      8. The supervisor shall be responsible for ensuring all employment documents are properly completed according to Human Resources guidelines and that all required documentation is submitted or already on file.
      9. Appointment letters shall be sent by the employing departments each semester to adjuncts scheduled to teach as credit, Academic Achievement Center, and ABE/HiSET/HSE/ESL instructors, Counselors or Librarians. The appointment letters must be maintained by the department for one year.
   2. Temporary and Student Employees
      1. Supervisors are encouraged to meet temporary staffing needs by hiring students whenever possible.
      2. Supervisors may post positions for application, or may contact previous employees.
      3. All applicants shall be required to document their education and experience by completing a DMACC employment application form and providing appropriate transcripts, if applicable.
      4. Reference checks will generally be conducted electronically through the online recruitment system. 1 reference is collected for temporary and student positions.
      5. Supervisors shall complete and submit an electronic hiring proposal for all applicants recommended for employment to Human Resources.
      6. After an applicant is approved for hire, a Temporary or Student position is established by an Electronic Personnel Action Form (EPAF), initiated by the department and approved by the Provost/Dean/Director, and Human Resources or Financial Aid for Work Study employment, before the employee is allowed to begin work.
         1. The supervisor shall be responsible for ensuring an Electronic Personnel Action Form (EPAF) is properly completed and that all required documentation is submitted according to Human Resources guidelines or is already on file.
         2. For Temporary employees, the maximum period of employment authorization that may be submitted on an Electronic Personnel Action Form (EPAF) is one fiscal year, from July 1 through June 30.
         3. For Non-Work Study Student employees, the maximum period of employment authorization that may be submitted on an Electronic Personnel Action Form (EPAF) is one fiscal year, from July 1 through June 30.
         4. For Work Study Student employees, the maximum period of employment authorization that may be submitted on an Electronic Personnel Action Form (EPAF) is one fiscal year, from July 1 through June 30. Special permission from the Financial Aid Department is required for work study employment during a Summer Semester or during a scheduled break.

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