Chapter 3354:1-40 Policy on Hiring

3354:1-40-01 Hiring policy.

(A) The college shall maintain a hiring process that is committed to supporting academic and administrative excellence through recruitment, selection, and appointment of qualified employees.

(B) The college embraces human diversity and is committed to affirmative action and equal employment opportunity. College hiring activities will reflect these values and commitments.

(C) Except as provided for in an applicable collective bargaining agreement, the applicant who best meets the needs and goals of the college will be the one selected.

(D) Employment contracts for the college president must be authorized by the board.

(E) The president or the president's designee is hereby directed to take all steps necessary and appropriate for the effective implementation of this policy.

Replace: 3354:1-40-01

Effective: 12/15/2005
Promulgated Under: 111.15
Statutory Authority: 3354.09
Rule Amplifies: 3354.09
Prior Effective Dates: 12/15/05

3354:1-40-01.1 Recruitment and selection procedure.

(A) This procedure covers all college positions other than adjunct faculty positions.

(B) The college shall implement and maintain written hiring guidelines that govern the hiring process for all College positions. Hiring guidelines will be available on the office of human resources web page. Hiring guidelines for bargaining unit positions will be subject to the appropriate bargaining unit contract.

(C) Positions must be approved and funded prior to the start of the recruitment and selection process.

(D) Staffing advisory committees, and interview teams

(1) In order to ensure appropriate participation in the selection process, the college will utilize staffing advisory committees ("SACs") or interview teams for open positions, as required in applicable hiring guidelines.

(2) The primary function of SACs shall be to recommend candidates for consideration at the next level where two level interviews are included in the hiring process, or for hire where only one level of interview applies. Membership of the SAC should be forwarded to the affirmative action, diversity and vendor relations department for approval to ensure that the membership of the SAC is diverse.

(3) Interviews for temporary full-time or part-time non-faculty positions may be conducted by the hiring manager only or by an interview team comprised of two to three members, at least one of whom is knowledgeable about the position prior to appointment. It is preferred that the hiring manager serve on the interview team. Names of interview team members do not have to be submitted and approved by the affirmative action, diversity and vendor relations department.

(4) Members of SACs and interview teams should be selected on the basis of their expertise, knowledge of the college's hiring policies and procedures, knowledge of the duties of the vacant position, and diversity.

(5) The following additional requirements apply to individual SAC makeup, depending on the nature of the open position:

(a) SACs for tenure track faculty will consist of three or four members:

(i) An administrator or professional chair will be appointed by the appropriate dean; and

(ii) Two or three district-wide faculty members from the discipline of the open position will be appointed by the joint faculty senate council.

(b) SACs for lecturer positions will consist of two to four members:

(i) An administrator or professional chair appointed by the appropriate dean; and

(ii) Up to three campus-based faculty representatives from the discipline of the open position.

(c) SACs for full-time administrator, professional or non-bargaining support staff positions will consist of three or four members appointed by the Hiring manager, at least one of whom is knowledgeable of the position prior to appointment.

(E) Offers of employment

(1) The human resources staffing department will make all written and verbal offers of employment for full-time positions. Such offers will be contingent upon the completion of a satisfactory background check.

(2) The appropriate hiring manager will make offers of employment for part-time non-faculty positions.

(F) Retirees may apply for post-retirement employment within the college. Retirees will be subject to the same hiring policies and procedures as other applicants. However, retirees are solely responsible for ensuring that their employment at the college does not jeopardize their retirement benefits.

(G) The president or the president's designee is hereby directed to take all steps necessary and appropriate for the effective implementation of this procedure.

Replaces: part of 3354:1-40-01

Effective: 12/15/2005
Promulgated Under: 111.15
Statutory Authority: 3354.09
Rule Amplifies: 3354.09
Prior Effective Dates: 12/15/05

3354:1-40-01.2 Adjunct faculty hiring and employment procedure.

(A) Description of role

(1) "Adjunct faculty" means any instructional, counselor, or librarian employee hired on a temporary and part-time basis.

(2) Adjunct faculty will be employed only on a limited, non-continuing basis for any one or two semesters or assignments during one academic year.

(3) Adjunct faculty are not eligible for advancement in rank, professional improvement leave, tenure, seniority, any special consideration or credit toward subsequent employment, or any other privilege or benefit related to college employment unless expressly granted in a contract or in (E) of this paragraph rule.

(4) Adjunct faculty are responsible for instructing and/or rendering other noninstructional services to the college and the activities directly related to instruction or other non-instructional services including, but not limited to, classroom instruction, customized course development, course preparation and evaluation, serving as college librarian, counseling students and attending conferences called by the college, including departmental meetings.

(B) Recruitment of adjunct faculty

As faculty recruitment needs are identified, administrators responsible for hiring adjunct faculty will follow the adjunct faculty employment protocol including use of internal electronic website, newspaper advertisements, and related postings to realize attract a diverse pool of adjunct faculty applicants. Applicant file information is to be shared among college units responsible for hiring adjunct faculty by both print and electronic means for the purpose of improving the recruitment process.

(C) Hiring criteria

(1) Adjunct faculty whose assignments are primarily in the teaching of the general education curriculum must hold a master's degree in the subject matter discipline, and must also show evidence of professional development.

(2) Adjunct faculty whose assignments are primarily in the technical areas must evidence competency based upon formal education appropriate to the specialization, usually including the bachelor's or master's degrees or their equivalent, practical experience demonstrated by full-time employment for approximately five years in the career area or a related field, and evidence of professional development.

(D) Appointment considerations

(1) Employed full-time by another employer

An individual employed full-time (defined as employment for thirty seven and one-half hours a week) may be appointed to perform direct instruction or other non-instructional assignments or services as a counselor or librarian for compensation equivalent to the dollars earned by rendering professional services for a maximum of 7.65 equated semester units or one course in a standard semester, or the dollar equivalent, or 15.3 equated semester units, or the dollar equivalent, within any one standard academic year (fall, spring) through a combination of instructional sections or non-instructional assignments.

(2) Employed full-time with the college in the classifications of , administrator, professional and/or staff

(a) Based on the need of the academic area, and with the written approval of his/her immediate supervisor and the local academic dean or director, a full time College employee (defined as employment for thirty seven and one-half hours a week) may teach no more than one (1) course in any given semester. However, if the academic area must offer a course to fulfill students' needs that a full-time faculty member or external adjunct is not available to teach, that employee may be approved for more than one course during a semester with detailed justification for the exception and campus president's approval. However, at no time shall a full-time college employee teach more than 7.65 ESU's in a particular term or 15.3 ESU's in a given academic year (fall, spring).

(b) During the summer session, the college, full-time administrator/professional or staff employee shall be limited to one course in each non-overlapping term.

(c) Such teaching assignment(s) shall be completed outside the full-time employee's work assignment with the college.

(3) Not employed full-time by the college or by another employer

An individual not employed full-time (defined as employment for thirty seven and one-half hours a week) at the college or elsewhere may be appointed to perform direct instruction or other non-instructional assignments or services as a counselor or librarian equivalent to the dollars earned by rendering professional services for a maximum of 12.6 equated semester units in a standard semester, or the dollar equivalent, or 25.2 Equated Semester Units, or the dollar equivalent, within any one standard academic year (fall, spring) through a combination of instructional sections or non-instructional assignments.

(4) The administrator responsible for employing adjunct faculty at each campus is responsible for determining that the maximum number of per academic semester and year (fall, spring) or the equivalent dollar amount is not exceeded. The office of academic and student affairs has the responsibility of accurately reporting to campus administrators responsible for hiring full-time faculty and adjunct faculty the cumulative credit and non-credit teaching or other professional assignments of adjunct faculty prior to the end of each semester within an academic year.

(E) Compensation

Compensation of adjunct faculty members will be at the salary rate designated by the board. Adjunct faculty members who teach part of a term will be compensated on a pro rata basis.

(1) No fringe benefits or any other supplementary employment benefits shall be provided to adjunct faculty unless expressly granted by the board.

(2) Contribution to the "State Teachers Retirement System" is required by the state of Ohio for all adjunct faculty.

(3) Adjunct faculty and their dependents may be eligible for additional benefits under the college's remission of fees procedure.

(F) Absence reporting obligations

(1) Adjunct faculty members must report to the appropriate administrator any necessity to be absent from a scheduled class time, prior to the absence (when possible).

(2) Alternative arrangements (i.e. out of class assignment, online assignment, substitute) are to be approved by the appropriate supervising administrator.

(3) Absence from a scheduled class period, may result in a deduction from the adjunct faculty member's compensation.

(G) Needs of the college

(1) Appointments may be terminated at any time by the college without any liability to the employee, except for payment for services rendered, in the event the college finds:

(a) Insufficient enrollment for the class section(s).

(b) Insufficient enrollment of class section(s) assigned to full-time instructors (full-time continuing faculty). In the event a full-time instructor does not have sufficient class section assignments to fulfill the full-time contract, class section(s) assigned to an adjunct faculty may be reassigned to a full-time faculty member.

(c) Insufficient need for instructional or non-instructional services, as determined by the appropriate administrator.

(2) A payment of fifty dollars per person per semester will be made to each adjunct faculty who is conditionally employed but whose employment is not required because of cancellation of an assignment and who is not otherwise employed by the college.

(H) Responsibility

The president or the president's designee is hereby directed to take all steps necessary and appropriate for the implementation of this procedure.

Effective: 4/18/2016
Promulgated Under: 111.15
Statutory Authority: 3354.09
Rule Amplifies: 3354.09
Prior Effective Dates: 12/15/05

3354:1-40-01.3 Re-employment procedure.

(A) The college has the sole discretion to determine whether re-employment is the best solution to sustain and advance the college's goals. There is no guarantee of future employment for any former cuyahoga community college employee.

(B) The college may, at the discretion and approval of the college's president, hire or rehire a retired former Cuyahoga community college employee to a full-time position who is determined to be essential to the college's ability to achieve its mission. If the hiring or rehiring of a retired former Cuyahoga community college employee is essential to achieving the college's mission, the department chair/head must make the hire or rehire request to the college's VP of human resources. The VP of human resources shall review the request and send it along with his or her recommendation to the president. The president will make the final hiring decision. If the president does not concur with the decision, the retiree will not be offered employment.

(C) Retirees seeking re-employment are solely responsible for ensuring that their employment at the college does not jeopardize any of their retirement or health care benefits.

(D) Employees who voluntarily end their employment or who are involuntarily separated may be eligible to be rehired in accordance with hiring rule 3354:1-40-01 of the administrative code and the recruitment and selection procedure in rule 3354:1-40-01.1 of the administrative code, unless deemed ineligible for rehire upon separation by the department from which they terminated and/or the office of human resources.

(E) A full time assignment includes those employees who were hired into a full-time assignment or classified as part time but who worked more than thirty hours during the college defined measurement period and are considered full time for purposes of the patient protection and affordable care act (PPACA).

(F) A twenty six week break in employment is required in order to be treated as a new employee for the purposes of PPACA. Retirees who do not have a twenty six week break in employment will be offered a minimum, essential coverage medical plan with one hundred per cent of the cost charged to the employee.

(G) The college president or the president's designee, is hereby authorized and directed to take all actions necessary and appropriate to implement this procedure.

Effective: 2/8/2016
Promulgated Under: 111.15
Statutory Authority: 3354.09
Rule Amplifies: 3354.09

3354:1-40-02 Employment of relatives policy.

(A) The college may hire and retain employees who are relatives of other employees. However, an individual may not be assigned or accept employment in a position in which supervisory authority or responsibility directly affecting that position is provided by a relative of the individual.

(B) Should a relative relationship that violates paragraph (A) of this policy arise after employment has begun, that situation must be promptly remedied.

(C) An employee will neither initiate nor participate in decisions involving a direct benefit to relatives including without limitation decisions about initial employment, termination, evaluation, promotion, compensation, benefits, and leaves of absence.

(D) For the purposes of this policy, "relative" includes anyone related to an employee as a spouse, parent, grandparent, grandchild, child, brother, sister, uncle, aunt, first cousin, nephew, niece, father-in-law, mother-in-law, brother-in-law, sister-in-law, son-in-law, daughter-in-law, half-brother, half-sister, legal guardian or anyone who resides at the same address as an employee.

(E) The president or the president's designee is hereby directed to take all steps necessary and appropriate for the effective implementation of this policy.

Replaces: 3354:1-40-02

Effective: 12/15/2005
Promulgated Under: 111.15
Statutory Authority: 3354.09
Rule Amplifies: 3354.09
Prior Effective Dates: 12/15/05