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AP 3-10 Employment Selection Procedure

Arapahoe Community College
Series 3 – College Personnel
AP 3-10 Employment Selection Procedure

Originated: August 1995

Revised: August 2006; July 2016; November 2017; November 2018; February 2020; February 2022; July 2024

Effective: August 2006; July 2016; January 2018; November 2018; February 2020; February 2022; July 2024

References: BP 3-10; BP 3-120; SP 3-10a; SP 3-120a; AP 3-10a; AP 3-10b, State Classified Personnel Board Rules, Chapter 4

Approved:

Stephanie J. Fujii, Ph.D.
President, Arapahoe Community College

PURPOSE

This Procedure contains pertinent information affecting employees, current through the date of its issuance. To the extent that any provision of this Procedure is inconsistent with State or Federal law, State Board for Community Colleges and Occupational Education Policies (BPs) or Colorado Community College System Procedures (SPs), the law, BPs and SPs shall supersede and control. BPs and SPs are subject to change throughout the year and are effective immediately upon adoption by the Board or Chancellor, respectively. Employees are expected to be familiar with and adhere to the BPs, SPs as well as College directives, including but not limited to this Procedure.

Nothing in this Procedure is intended to create (nor shall be construed as creating) an express or implied contract or to guarantee employment for any term. The College reserves the right to modify, change, delete or add to this Procedure as it deems appropriate.

SCOPE

This procedure applies to all employees or employment categories of Arapahoe Community College.

DEFINITIONS

Refer to BP 3-10 for definitions of employment categories. Definitions in addition to BP 3-10 are listed below.

Temporary Hourly Staff

Those employees hired to work on a temporary basis to fill a temporary need. Temporary appointments shall not exceed 9 months, then must be followed by a 3- or 4-month vacancy of the temporary appointment.

Following a 4-month vacancy the temporary can return to the same temporary position for another 9 months. If a temporary has filled a 9-month temporary position but plans to return to a substantially different temporary position, there must be a three-month break in service. The 9-month limitation shall be inclusive of all temporary appointments and departments.

Temporary staff shall not work more than 28 hours in a workweek, except those working as a PERA retiree which can work up to 110 days or 140 days by approval per calendar year.

Students

FICA regulations provide that an employee whose services are incident to and for the purpose of pursuing a course of study has the status of a student. If an employee is a full-time employee, then the employee’s services are not incident to and for the purpose of pursuing a course of study. Students must maintain a minimum of 6 credit hours and shall not work more than 20 hours in a work week during an actively enrolled semester.

Volunteers/Interns

Volunteers are those individuals who volunteer their time without expectation of payment or permanent employment. Volunteers are subject to the terms of their assignment. Per the Fair Labor Standards Act, current non-exempt employees may not waive their right to compensation by volunteering their time. Contact Human Resources for additional information on volunteers and interns.

PROCEDURE

  1. Equal Employment Opportunity / Affirmative Action

    All announcements and searches shall adhere to the letter and spirit of the CCCS Equal Employment Opportunity / Affirmative Action Program.

    The Equal Employment Opportunity Officer or designee oversees ACC’s Plan for an Inclusive and Diverse Campus/Affirmative Action Plan for Women, People of Color, Veterans, and Individuals with Disabilities, which is updated and evaluated on an annual basis. Refer to SP 3-120a additional information.

  2. Recruitment
    1. Employment Categories
       
      1. Administrative and Faculty

        The hiring manager partners with HR during the recruitment process to identify classification, salary, internal equity, job description updates, recruitment plan, and any other information important to the recruitment process. Refer to the Recruitment & Selection Guide for a step-by-step process.

      2. Classified

        The hiring manager partners with HR for recruitment of classified positions. Refer to State Personnel Board Rules, Chapter 4.

      3. Instructor

        The hiring manager partners with HR for recruitment of part-time Instructor positions. Refer to BP 3-10, SP 3-10a, AP 3-10a, AP 3-10b, and the Recruitment & Selection Guide.
         
      4. Temporary Hourly

        Student work-study openings are managed by the Financial Aid office. Refer to the Recruitment & Selection Guide for all other temporary hourly recruitments.
         
    2. Job Announcements for Administrative & Faculty Positions
       
      1. It is the philosophy of the College that all job recruitments are to remain open and competitive.
         
      2. When an internal search is approved by the President in writing, the job posting is announced to all ACC employees and posted to ACC's career website.
         
      3. Vacancies may be filled by an interim appointment for up to 9 months.

  3. Selection Process for Administrative & Faculty Positions

    Refer to the Recruitment & Selection Guide for a step-by-step process. 

    1. For administrative positions at the individual contributor level, all candidates are forwarded to the hiring manager for review.
       
    2. For all other administrative and faculty position, the position goes through the search committee process.
       
    3. Composition of the Search Committee
       
      1. Hiring manager shall make reasonable efforts to include representation from faculty, administrative, and classified employment groups on the search committee. Search committee members should have a working knowledge of the responsibilities for the position and/or interact with the position on a regular basis. Search committee members will complete any applicable required training prior to serving as a committee member. 
         
      2. Make reasonable efforts to include a diverse group of individuals, including a various mix of genders, race / ethnicity and any other forms of diversity. 
         
      3. May include the hiring manager as a non-voting member.
         
      4. May include resource persons available within or external to the College community, including students, board members, community members, etc. 
         
    4. Search Committee Process
       
      1. HR partners with the hiring manager and search committee during the search process. The hiring manager or search committee with select a voting member to serve as Chair or Co-Chair of the committee.
         
      2. In partnership with HR, the hiring manager may be involved in the discussion and creation of both the screening criteria to review applicant materials and the interview questions. It is the responsibility of the search committee and/or hiring manager to identify qualified candidates in the process.
         
      3. All search committee members must maintain confidentiality to ensure integrity of the search process. All search committee members will conduct themselves in an ethical manner. During the review and interview process, search committee members will only evaluate information provided by the candidate within their application materials and during their interview. Outside knowledge of candidates will not be discussed during this stage of the process. Search committee members will discuss any concerns regarding outside knowledge with HR. Additionally, search committee members will evaluate each candidate against the established criteria and not against one another. 
         
      4. Applicable search documentation related to the screening criteria, summary of strengths and limitations, and notes may be retained to meet retention guidelines.
         
      5. If a search committee member is unable to attend any aspect during the committee process, the committee moves forward. The absent member may still participate in discussions and voting meetings and interviews attended.