HR3125 - Hiring Process for Adjunct, Temporary and Student Employees

1. Institutional Regulations

   1. DMACC will not discriminate in the hiring of Adjunct, Temporary, or Student employees based on race, color, national origin, creed, religion, sex, sexual orientation, gender identity, age, physical or mental disability, genetic information, actual or potential parental, family, or marital status, pregnancy, or to the extent covered by law, veteran status.

   2. Adjunct, Temporary, and Student employees may not begin work until all hiring documentation has been submitted and approved by the Executive Academic Dean, Dean, or Director and Human Resources.

   3. Criminal History Record Investigations are conducted on all Adjunct, Temporary, and Student applicants approved for hire according to HR 3132 Criminal Record History Investigation.

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. The supervising Executive Academic Dean, Dean, or Director selects Adjunct instructors, Counselors, and Librarians. Applicants are personally interviewed before they are approved for employment. The Executive Academic Dean, Dean, or Director may consider the recommendations of the program faculty and the Pathway or Program Chair.

      3. All applicants must document their education and experience by completing a DMACC employment application and providing appropriate transcripts, if applicable.

      4. Reference checks will be conducted electronically through the online recruitment system. Two references are collected for adjuncts.

      5. Supervisors (or their designee) will complete and submit an electronic hiring proposal for applicants approved for employment to Human Resources. Human Resources will maintain application materials.

      6. Scheduling to Teach

         1. Human Resources will review and maintain the teaching credentials of applicants approved for Adjunct positions in the personnel file.

         2. A Credit Class Input Document or a Non-Credit Input Document, as applicable, must be submitted by the supervisor to Payroll before an Adjunct employee is scheduled to teach.

      7. Employment Authorization

         1. The supervisor must submit a Load Sheet or an Instructor Pay Form, as applicable, to Payroll to authorize payment to an Adjunct employee.

         2. The supervisor must submit a Non-Credit Instructor Input Form (P-43) to Payroll for Adjunct Counselors and Librarians, Adjunct ABE/HiSET/HSE/ESL, and Academic Achievement Center instructors.

         3. The supervisor must submit an Electronic Personnel Action Form (EPAF) to Payroll for Adjunct instructors engaged in activities specified in the Temporary, Adjunct, and Student Pay Rate schedule under “Other Adjunct.” The maximum duration of employment authorization that can be submitted on an Adjunct EPAF is one year, from August 15 to August 14.

      8. The supervisor is responsible for ensuring that employment documents are properly completed according to Human Resources guidelines and that the required documentation is submitted or on file.

      9. The employing departments send appointment letters each semester to Adjuncts scheduled to teach as credit, Academic Achievement Center, and ABE/HiSET/HSE/ESL instructors or as Counselors or Librarians. The department must maintain the appointment letters 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 contact previous employees or applicants.

      3. All applicants must document their education and experience by completing a DMACC employment application and providing appropriate transcripts, if applicable.

      4. All applicants must document their education and experience by completing a DMACC employment application and providing appropriate transcripts, if applicable.

      5. Supervisors will complete and submit an electronic hiring proposal for applicants approved for employment to Human Resources. 

      6. Supervisors will complete and submit an electronic hiring proposal for applicants approved for employment to Human Resources. 

         1. Supervisors will complete and submit an electronic hiring proposal for applicants approved for employment to Human Resources. 

         2. Supervisors will complete and submit an electronic hiring proposal for applicants approved for employment to Human Resources. 

         3. For non-work-study Student employees, the maximum period of employment authorization that can be submitted on an Electronic Personnel Action Form (EPAF) is one fiscal year, from July 1 to 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 a scheduled break.

HR 3132 Criminal Record History Investigation

Adopted: October 1, 2002
Reviewed: Annually

Revised:
January 1, 2005

November 1, 2007

November 1, 2009

November 1, 2010

November 1, 2011

November 1, 2012

October 1, 2014

March 24, 2016

February 21, 2017

March 20, 2018

September 1, 2020

May 19, 2022

December 1, 2024

April 28, 2025

Related Form: Instructor Pay Form

Non-Credit Instructor Input Form

Electronic Personnel Action Form