Section 1100: Recruitment of Personnel

Procedures to be used in determining and filling vacancies in a position (except work-study or adjunct faculty):

1. If a new position is desired or an existing vacant position is desired to be filled, the supervisor involve, through his/her appropriate vice President, shall complete section one of the Position Authorization form and forward one copy to the President’s Office and one copy to the Vice President for Administrative Services.
2. The Vice President for Administrative Services shall review and recommend the Broadbanding classification. Requests for filling existing vacancies are forwarded to the President’s Office. Requests for new positions are analyzed by the Vice President for Administrative Services to determine full budget impact and then forwarded to the President.
3. The President shall ensure that all options are discussed, including position modification. A decision will be made by the President, after consultation with the Administrative Council. If a new position is to be approved or an existing position is to be modified and if no modification is to take place, the President may decide to fill the position or leave it vacant. The completed Position Authorization form for new or existing positions will be distributed appropriately by the President’s Office.
4. If approved for filling, either as requested or as modified, the Vice President for Administrative Services Office will prepare an announcement of position opening.
5. The advertisement shall state job description, time frame, starting salary range, and statement of affirmative action. The job description on file shall be reviewed and updated as needed to be available to candidates upon request.

History

1. Office/Service Staff positions
   
   1. All applications will submit a written Application for Employment from supplied by the Vice President of Administrative Services to be reviewed for general qualifications. The Administrative Services Office will also include in its review any applications it may have “on file”.
   2. A matrix of qualifications will be created by the Vice President/President based on the job descriptions. The Administrative Services Office will complete the qualification matrix to assist the search committee in the screening process.
   3. Copies of application of position candidates and the completed matrix will be sent to the search committee to be appointed by the respective divisional Vice President. This Vice President will also serve on the Search Committee. The Committee will screen the applications and will inform the Vice President for Administrative Services Office of the applicants to be notified for personal interviews.
   4. The committee and the Vice President for Administrative Services will jointly schedule interviews, keeping the President’s Office informed.
   5. The committee will recommend the top ranked prioritized candidates to be hired to the respective divisional Vice President.
   6. In consultation with the President, the Vice President will select the candidate. A Salary Determination Broadbanding Staff Form will be completed by the Administrative Services Office. Information will be provided to the Vice President. The Vice President will determine a fair salary from that information. If none of the priority candidates accepts the position, the Vice President will reconvene the search committee to decide if the position should be re-opened or if a candidate of lower ranking should be offered the position.
   7. The Vice-President will finish completing the Salary Determination Broadbanding Staff Form with the agreed-upon salary, start date, and his/her signature.
2. Full-Time Faculty, Administrative, and Professional Staff
   
   1. All applicants will submit written applications and resumes to the Administrative Services Office. The Administrative Services Officer will also include in its review any appropriate applications that it may have “on file”. At least three (3) letters of recommendation and college transcripts must be submitted by each applicant.
   2. Candidates for Vice President positions will be screened by a search committee appointed by the President who will also serve on the committee. Candidates for mid-management or full-time faculty positions will be screened by a search committee appointed by the respective divisional Vice President who will also serve on the search committee.
   3. A matrix of qualifications will be created Vice President/President based on the job descriptions. Administrative Services Office will complete the qualification matrix to assist the search committee in the screening process.
   4. Copies of applications of position candidates and the completed matrix will be sent to the search committee to be appointed by the respective divisional Vice President. This Vice President will also serve on the search committee. The President may also serve on the search committee. The committee will screen the applications and will inform the Vice President of the Administrative Services Office of the applicants to be notified for personal interviews.
   5. The search committee’s purpose is to screen applications, invite finalists, interview them and make a recommendation to the President. The recommendation may be one of the following alternatives:
      
      1. A list of candidates in priority ranking by the committee.
      2. A listing of candidates without priority.
      3. A rejection of all applicants with the recommendation to continue the screening process.
   6. The search committee is reminded that its recommendation is not a final selection but an advisory recommendation which may be used in the final decision by the President.
   7. The President in consultation with the respective divisional Vice President and/or the Administrative Council shall make the final selection and determine the appropriate salary.
   8. The President will set the conditions of employment, including salary in accordance with College Policy. The President will complete the Salary Determination form and forward it to the Administrative Services Office.

History

Part-time and adjunct faculty are recruited on an as-needed basis for On-Campus, Outreach Programs/Community Education, and Grand Forks Air Force Base courses. The procedures are as follows:

1. Advertisements are made periodically for part-time and adjunct faculty pools with the areas of need listed. The pool of candidates is maintained by the appropriate supervisor. Applications are reviewed and interviews are conducted by the applicable supervisor.
2. Upon selection of a part-time or adjunct faculty member, he/she is given the necessary payroll forms. The supervisor initiates a contract and following established procedures for part-time compensation forwards it to the Administrative Services Office for processing.

History

Procedures to be followed after the search process is completed for all new appointments:

1. The new employee will complete all necessary payroll forms. Employees eligible for fringe benefits will also be given appropriate forms for this purpose. The new employee is than placed on the payroll system.
2. The Administrative Services Office will open a Personnel File on the employee incorporating the application materials, appointment materials, completed contract form, and any other payroll/personnel forms. Personnel files are kept and maintained by the Administrative Services Office.
3. The Administrative Services Office sends letters to the non-interviewed candidates informing the search has been completed. The respective divisional Vice President call the unsuccessful interviewees and informs them the search has been completed.

History

Administrative Council Approved 04/25/00

A Lake Region State College volunteer who is required by policy to undergo a criminal background check shall also be trained in fraud prevention, sexual harassment, and/or other topics as directed by human resources. Employees utilizing a volunteer on a regular basis shall (1) complete the volunteer application form, (2) obtain approval from the supervising Vice President, and (3) secure workers compensation insurance by notifying human resources.

History

Administrative Council Approved 12/20/12

1. Lake Region State College is committed to providing a safe and secure environment for all students, faculty, staff, and visitors and to protecting its funds, property, and other assets. Well-informed hiring decisions contribute to this effort. To assist in this endeavor, Lake Region State College will conduct a criminal history check on new hires for faculty, staff, students hired for positions, and volunteers as indicated in this policy.
       a.    New hires include:
               i.    Individuals never before employed by the institution.
               ii.    Rehires, if the individual’s break in service exceeds 12 months or unless the new position or newly assigned duties indicate that different checks or verifications are required.
               iii.    Transfers from another NDUS institution.
               iv.    Transfers and promotions within the same institution if an individual has never completed criminal history records check or criminal history check and sex offender registry check.

2. This policy has been adopted to implement SBHE Policy 602.3 and NDUS Procedure 602.3 for job applicants and current employees at Lake Region State College.
       a.    A nationwide FBI criminal history record check is required before the beginning of work for the following positions:
               i.     Police Officer
               ii.   Security Guard
               iii.  College police dispatchers and call center operators
       b.    A criminal history check and sex offender registry check are required before beginning work for the following:
               i.    All benefitted positions; and
               ii.    Non-benefitted positions, including volunteers who:
                        1.    have access to confidential or proprietary information;
                        2.    have master keys;
                        3.    have assess to cash, credit, debit or other financial transactions;
                        4.    are resident hall and/or apartment managers, directors or assistants;
                        5.    are childcare employees and other employees who have unsupervised contact with minor children;
                        6.    are responsible for, or with access to, controlled substances and other drugs, explosives or potentially dangerous chemicals and other substances;
                        7.    are instructional faculty and staff, including graduate teaching assistants; and
                        8.    are counselors and coaches.

3. Criminal history checks and sex offender registration checks are required every 24 months for volunteers and temporary hires for camps and other activities that involve minors.

4. The criminal history check shall, at the minimum include:
       a.    All names/aliases for the past seven (7) years;
       b.    All addresses for the past seven (7) years;
       c.    Federal criminal background check using primary source;
       d.    County criminal background check using primary source; and
       e.    Nationwide sex offender registry check

5. The criminal history check and sex offender registry checks must be completed before beginning employment. If there is an urgent documented need to start employment; within seven working  days of selection and prior to the completion of the check, the employee may begin work as scheduled, under proper supervision; however, continued employment is subject to successful completion of the checks.

6.  Procedure:
       a.    Position Announcements: Position announcements for positions requiring a check will include this statement: “LRSC does require a successful background check for the selected candidate prior to beginning employment.” 
       b.    Offer of Employment: An offer to the finalist, for which a criminal history check and sex offender registry check is required or requested, may be made “contingent upon successfully completing a criminal history check and sex offender registry check.” Employment will not begin until results of the required or requested checks are received. 
       c.    Upon approval for hire, HR will email a criminal history check link to the finalist for processing with a licensed vendor. The fee for the background check will be paid by Lake Region State College.

7.  Background Check Result Handling:
       a.    After all requested background investigation reports are received and reviewed, the HR Director will notify the supervisor of the results and begin processing the finalist for employment. 
       b.    If the record is not clear, a review will be conducted by the HR Director and the division vice president. A previous criminal conviction does not automatically disqualify an applicant for consideration. Candidates’ eligibility will depend on a variety of factors, such as the nature, severity, and frequency of the offense or offenses; the time elapsed since conviction and the rehabilitation including the individual’s subsequent work history; the truthfulness and completeness of the candidate’s disclosure of the conviction(s); whether a criminal conviction has a direct bearing on the individual’s ability to fulfill job duties and responsibilities; the risk to the safety and welfare of employees, student, the general public, or Lake Region State College property; and any other relevant information. 
       c.    A discovery of falsification will disqualify a candidate from employment consideration. If the candidate is a current employee, falsification may also subject the individual to disciplinary action, up to and including termination.
       d.    The criminal history check records will be maintained in accordance with North Dakota open records laws and records retention policies of Lake Region State College.

8. Denial of Employment
       a.    If employment is denied or an offer of employment is withdrawn based on the criminal history check, the finalist/employee has no right of appeal. A letter of adverse action will be processed by the licensed vendor that performed the criminal history check. The individual has the right to challenge any of the information on the criminal history record. The challenge must be made directly to the licensed vendor. If the finalist/employee challenges the information on his/her criminal history record, the decision by LRSC to deny or to withdraw an offer of employment is suspended for one week. If the challenge results in no changes in the background record or changes which do not cause the employment decision to be changed, the LRSC decision on employment for this individual is final.
       b.    Anyone denied employment based on the criminal history check made through a licensed vendor is afforded certain rights under the Fair Credit Reporting Act (FCRA). The HR Director will provide the appropriate notification to the finalist/employee.

   History
   Administrative Council Approved 12/20/12
   Administrative Council Approved 12/03/20

In exceptional circumstances, and with the approval from LRSC's President, vice presidents or their designee may negotiate reimbursement of:

1. Recruitment travel expenses for a prospective candidate for faculty or staff and their spouse.
2. Moving expenses for faculty or staff. The moving expenses of employees transferring to a new work location with the same institution shall be governed by N.D.C.C. 44-08-04.3.

Reimbursements will be reported as taxable income and included on the employee's W-2. The reimbursement will be subject to all tax liabilities at the time of payment.

History