S.N.E. Support Non-Exempt Request for Hire Process POSTING REQUIREMENTS:  The Personnel Requisition Form initiates the recruitment process for all open positions.  For all vacancies - submit a completed Personnel Requisition Form including job description to the Employment Department for processing and approval. (All upgrades and new lines need to be approved by the College Provost for Operations).  Once approved, Employment will post positions. All positions will be posted as "Open until filled."  For Full Time Positions: First review of applications will take place two (2) weeks from posting date for all positions. If necessary, then a second review will take place two (2) weeks after the first review. Additional reviews may take place as needed until the position is filled.  For Part Time Positions: First review of applications will take place one (1) week after posting. Continuous reviews will occur as directed appropriately.  Positions are posted in accordance with College Procedure 2100 – Recruitment, Internal/External Recruitment, Selection and Hiring Process.  Employment will grant access to the on-line Employment Application database to the person named as the “Refer to”, aka “Access Delegator” in the Personnel Requisition Form for 30 days. This person is responsible for granting access to the screening committee.  Applications are only accepted through the on-line Employment Application system.  In compliance with EEO and OFCCP regulations, applications for employment with Miami Dade College (MDC) cannot be submitted via regular mail, drop off box, e-mails or facsimiles. Hiring Manager Role Support Non-Exempt (SNE) Hiring Manager, Your Charge Is:        Meet or schedule a conference call with the Employment Department to discuss position criteria. Maintain confidentiality throughout the entire screening selection process. Review applications/resumes of pre-screened applicants forwarded by member of Employment Team. Schedule final interviews within two (2) weeks of receiving pre-screened pool of applicants and make selections via the Online Applicant Tracking System. Complete the Online HR Interview Summary Form for all candidates that have been interviewed in order to comply with Federal and State requirements. (Paper format no longer available) Make final evaluations and formulate recommendations after all interviews have been conducted. Adhere to MDC’s commitment to equity and diversity in accord with College Policy I-21 Equal Access/Equal Opportunity The Hiring Manager, when evaluating candidates for final recommendation, is responsible to:    Inform potential candidate that any informal discussions should not be perceived as a job interview or job offer. Discussions of this nature can place the College and you in a compromising position. Provide a realistic job preview and conditions of employment to the recommended candidates. At least three (3) references must be listed (not relatives) who are familiar with the candidate's job qualifications; at least (2) two should be recent supervisors; references are to be checked before extending salary offer. Reference Checks Pre-Screening Process Support Non-Exempt (SNE)          The Employment Representative will meet or schedule conference call with Hiring Manager in order to obtain a clear understanding of the position role and department’s needs in identifying potential candidates The Employment Representative will conduct the pre-screening of internal applicants after the position has been posted for one (1) week The Hiring Manager must access the applicant information (resume and application) via the online employment Application System The Employment Representative will forward via e-mail the pre-screen list of qualified internal applicants to the Hiring Manager approximately two (2) business days following the “First Review Date”, requiring everyone be interviewed on the list. After the “First Review Date”, internal candidates are no longer afforded a required interview and are then treated the same as external and veteran preference candidates, including requested “preferences” for the position The job posting is then changed to “External” for up to two (2) additional weeks and Employment will provide an additional candidate list for both internal and external candidates from the first date of the posting, should the department request additional applicants to interview. Except under extreme circumstances, Employment does not continue to prescreen applicants following the second review date Pre-screenings past the total three (3) week period will be conducted by the Hiring Manager or assigned committee, except under special circumstances Consistent communication will be maintained with the Hiring Manager in reference to the applicant pool Upon completion of the interviews, the Hiring Manager will enter the final candidate into the Applicant Tracking System Unless under extreme circumstances discussed with the department, should the interview and selection process be postponed beyond ninety (90) days from the “Posted date”, the position will become closed, notifying the applicants. Should the department wish to re-open the position line, they must seek the College Provost’s approval with supporting documentation For further clarification and to access forms and resources, please visit the Hiring Process Guidelines at: https://www.mdc.edu/hr/Guidelines/HiringProcess/Guidelines.pdf Internal Candidate Role of Hiring Supervisor and Internal Candidate  Candidates must:  Meet minimum requirements  Apply via the on-line employment application  Employees must be in good standing to be considered for internal postings  Hiring Supervisors must:  Notify current supervisor prior to final salary offer  Verify references including all internal and provide documentation to Human Resources utilizing the Telephone Reference Form: http://www.mdc.edu/hr/OnlineForms /phone_reference.pdf  Review personnel file  Receiving/departing department must mutually agree on start date – Minimum of two week period – Budget transfers, if necessary Request for Salary Offer (General Guidelines For All Positions) General Salary Offer Guidelines:       Once an applicant is identified as “finalist,” the Hiring Manager must make the selection via the Online Applicant Tracking System. (Note: The System will only allow the designated Hiring Manager to select the finalist and request salary quote.) Approved salary offers will be forwarded to Hiring Manager and relevant Campus/District area heads. Once the candidate has accepted the salary offer, the Employment Department will inform the Hiring Manager as well as the candidate of the necessary steps in order to begin their Onboarding Process (please refer to the Onboarding process chart). All new employees and re-hires will be required to undergo a background investigation and fingerprinting as a condition of employment as stated in College Procedure 2125 – Criminal Background Check and Fingerprinting An offer letter will be sent to the candidate (copy to the Hiring Manager). All employment offers are contingent upon a favorable background investigation as stated in College Procedure 2125. Salary Offer Process for Support Non-Exempt (SNE) Salary Offer Process:     Once an applicant is identified to be recommended for employment, the hiring manager must make the appropriate selection via the Online Applicant Tracking System. Completed salary offer requests will be shared with Campus/District areas once endorsed: via automated email system – External Candidates: The Employment Team will check references and share the feedback with the hiring supervisor prior to extending job offer. – Internal Candidates: The Hiring Supervisor should review the personnel file and check references with current supervisor. All references must be documented utilizing the MDC Reference Form. www.mdc.edu/hr/OnlineForms/phone_reference.pdf The Employment Team will extend the salary offer to external candidates only and coordinate with the hiring department a mutually agreed start date. The Hiring Manager will extend the salary offer to internal candidates. Salary Offer Process for Support Non-Exempt (SNE) Salary Offer Continued:       Once the candidate has accepted the salary offer, the Employment Department will inform the candidate of the necessary steps in order to begin their Onboarding Process (please refer to the onboarding process chart). A member of the Employment Team will prepare the offer letter and send to the candidate (copy to the Hiring Manager). All employment offers are contingent upon a favorable background investigation as stated in College Procedure 2125. A member of the Employment Team will inform the candidate of the required background check prior to their start date. In the event that the employment standards were not met by the candidate's background check, the Background Check Committee will notify hiring supervisors and the applicant/employee that the standards were not met. At this point, the hiring supervisor is to either select the number two candidate or request that a second pre-screening is prepared. Note: Never provide names of HR Personnel to applicant for follow-up regarding background check results. A member of the Employment Team will prepare the RPA, scan and submit the fully executed RPA to the Hiring Manager. Request for Personnel Action (RPA-S.N.E.)  A member of the Employment Team will prepare/generate the RPA and submit a fully executed copy to the Hiring Manager.  The Hiring Department will coordinate with Employment the submission of all the “Required Online Documentation for New Employees” to Human Resources/Employment Department for processing. – Forms can be located via the follow link: https://www.mdc.edu/hr/OnlineForms/ Timeline Support Non-Exempt (SNE)  Ten (10) days after posting – Employment Department pre-screens applications for Support Non-Exempt positions.  Eleventh – Fifteenth (11th - 15th) day – Employment Department forwards pre-screened applications to the Hiring Manager.  Hiring Manager (Days 16th – 26th) – Hiring Manager must schedule interviews within ten (10) days from the receipt of the pre-screened applicant pool.  Salary Offer Request (27th – 31st day) – Hiring Manager must send a request for salary offer quote to the Employment Department.  Final Step (34th day) – Employment Department extends salary offer to the selected candidate. PROPOSED APPLICANTS PROCESS CYCLE FOR SUPPORT NON-EXEMPT (SNE) (Business days reflected) Step 1 Step 2 Personnel requisition received Step 3 Employment Department reviews and processes. Day 2 Step 5 Step 6 Position posted for 2 weeks Recruiter screens and provides hiring manager with pool of qualified candidates. (1st review) Hiring manager schedules Interviews (Interviewing status) Day 3-12 Day 12-15 Day 15 Step 10 Hiring Manager requests Salary quote via the Online Applicant Tracking System. If endorsement not given, then“ step 6 “ begins again. Day 19 Day 2 Step 7 Step 11 Human Resources conducts reference check for external candidates and shares results With Hiring Manager, prior to preparing the salary quote. Note: For internal candidates, hiring supervisor should review personnel file and conduct references & HR Prepares salary quote. Day 19-21 Step 8 Step 9 Interviews conducted by hiring manager and 2 full time employees Hiring Manager will obtain endorsement from administrative channels Day 15-18 Step 12 Day 19 Step 13 Unacceptable reference check Human Resources informs hiring manager; submits alternate candidate or “step 6 begins again Offer not accepted Hiring manager is informed and “ step 6 ” begins again. Acceptable reference check Human Resources informs manager that offer will be made & discusses start date. HR extends offer & forwards offer letter with required documents link. Offer accepted Applicant referred to background check and agrees to a start date and hiring manager is informed Day 21 Step 14 Step 15 Step 16 Once background has cleared HR informs manager and generates RPA. HR sends RPA via email to hiring Supervisor Welcome letter is sent from College President. Human Resources informs new hire to report to HR for Onboarding Process And sends appointment notice to new hire Human Resources prepares for Onboarding day and creates New Hire Onboarding folder Day 23-27 Position posted and Employment team member assigned Budget approval Day 1 Position requisition redesigned to include: If SNE, then automatically assigned to Employment team member. Step 4 Day 21-22 Step 17 (Candidate is able, if necessary to provide a 2-weeks notice to current employer.) New Hires 1st day of work Onboarding Process takes place. Home Day 28-30 Day 31-37 Day 38-40