Policies and Procedures Manual

Chapter 5: Personnel

05:07:02   Employee Affirmative Action

Northeast State Community College undertakes a vigorous program of affirmative action recruitment for minority group members and women in all job categories in which they are found to have been underutilized. In all positions, regardless of whether or not such underutilization currently exists, Northeast State Community College pursues a program of open recruitment to avoid the possible discriminatory effects of informal job networks and similar systems.

Northeast State Community College has designed its Affirmative Action Manual to ensure equal treatment to all. All decisions regarding recruitment, employment, educational programs, and other related services are made without discrimination on grounds of race, color, creed or religion, sex, national origin, age, physical disability, or any other factor which cannot be lawfully justified.

Northeast State Community College has taken an in-depth look into the employment procedure to assure that the recruitment, hiring, training, and promotion of persons in all job classifications is performed without discrimination. Northeast State Community College encourages employees to participate in institution sponsored training, training provided by other institutions, tuition assistance programs, and other related programs. Benefits such as retirement, credit union, life insurance, and health insurance are made available to all employees without discrimination.

The affirmative action officer reports directly to the president and is responsible for implementation of the affirmative action plan. He/She reviews all records at least annually to assure compliance with all aspects of the plan and prepares periodic reports for the president regarding compliance with the plan and progress toward its objectives. The periodic reports as may be deemed appropriate include recommendations for any changes the affirmative action officer believes are necessary for the program to better achieve its purposes.

Through the policies and programs set forth in this plan, Northeast State Community College undertakes to comply fully with all federal, state, and local laws relating to equal opportunity, affirmative action, and equal educational opportunity.

This plan specifically addresses the obligations of Northeast State Community College under the following laws and regulations:

  1. Titles VI and VII, Civil Rights Act of 1964, as amended;
  2. Executive Order 11246, as amended;
  3. Revised Order No. 4;
  4. The Equal Pay Act of 1963, as amended;
  5. The Age Discrimination in Employment Act of 1967 and 1975; The Rehabilitation Act of 1973;
  6. Civil Rights Act of 1991;
  7. The Americans with Disabilities Act of 1990;
  8. The Vietnam Era Veterans Rehabilitation Act of 1974;
  9. Titles VII and VIII of the Public Health Service Act;
  10. Title IX of the Educational Amendments of 1972;
  11. Pregnancy Discrimination Act;
  12. TBR Policy 5:01:02:00 Subject: Equal Employment Opportunity and Affirmative Action;
  13. TBR Guideline P-010;
  14. The Immigration Reform and Control Act of 1986

Employment of staff and faculty at Northeast State Community College is administered through the director of Human Resources in accordance with the College's affirmative action plan. The following procedures are followed by the office of Human Resources staff in carrying out the College's employment services.

  1. To fill a vacancy created by a resignation or the creation of a new position, the appropriate administrator completes a Personnel Requisition, obtains appropriate organizational level clearance, and delivers the form to the office of Human Resources.
  2. The form is taken to the Business Office where budget information and position availability is documented.
  3. The office of Human Resources, with the assistance of the appropriate administrator, develops and submits a Position Announcement and the Personnel Requisition to the affirmative action officer for his/her approval.
  4. Following approval by the affirmative action officer, the office of Human Resources shall advertise or announce the position in a manner consistent with the College affirmative action plan. The Position Announcement is posted on the College’s Web Page, and announcements for administrative and faculty positions are sent to selected institutions historically serving African-Americans.
  5. The Position Announcement contains an application review date. No formal interviews are set up prior to this date. Applications continue to be accepted until the position is filled.
  6. Following the application review date and a screening review by the affirmative action officer, the application files will be released to the appropriate administrator for review. The appropriate administrator ranks the applications and notes the best-qualified candidates to be recommended for a personal interview. Reference checks are completed on candidates recommended for interview. An Applicant Ranking Sheet is completed and signed.
  7. The appropriate administrator or staff assistant will contact selected candidates for the purpose of scheduling personal interviews. The office of Human Resources staff will assist in scheduling candidates for interview upon request.
  8. Selected candidates for professional, administrative, faculty, and support positions are interviewed by the appropriate administrator(s) and president.
  9. After all interviews, the decision is made as to which candidate should be offered the position. A President’s Interview Form is completed, and approval by the president is required prior to offering a position.
  10. All candidates for appointment as faculty members require the validation of official transcripts by the vice president for Academic Affairs, a determination that the appointee meets the current SACSCOC professional and scholarly preparation criteria, and a certification that the appointee can communicate effectively with students in the English language.
  11. The appropriate administrator then informs the director of Human Resources of the choice and the necessary paperwork is completed. At this point all documentation of interview forms should be turned in for file in the office of Human Resources.
  12. The director of Human Resources is responsible for ensuring the accomplishment of the eligibility/identification certification, prior to completion of the hiring process, as required by the Immigration Reform and Control Act of 1986.
  13. The contract is signed by the president and then the new employee.
  14. All paperwork is forwarded to the office of Human Resources to be kept in the employee's personnel file. Copies will be distributed as indicated. Upon hiring, all personnel information, including the application, is kept in the office of Human Resources.
  15. The staff in the office of Human Resources will be responsible for ensuring that all unsuccessful candidates are notified and that all files of unsuccessful candidates are kept for reference in future needs.
  16. All new faculty and staff employees shall report to the office of Human Resources on their first day of employment. At this time, the necessary employment documents are completed and signed. An orientation briefing is also conducted which includes information on employee benefits and policies and procedures of the College. Employment processing for full-time employees includes:
    1. Completion and signing of Employment Eligibility Verification (Form I-9) as required by the Immigration Control and Reform Act of 1986. Also see Northeast State Policy 05:07:04.
    2. Signing of employment contract.
    3. Completion and signing of Employee's Withholding Allowance Certificate (Form W-4).
    4. Completion and signing of enrollment form for membership in the Tennessee Consolidated Retirement System (TCRS) or the Optional Retirement Program, as appropriate.
    5. Completion and signing of State Insurance Plan Enrollment Card electing or refusing group health/life insurance coverage.
    6. Completion of other employment documents as required, i.e., Transcript Request Form, Certification of Faculty Proficiency in Oral English, optional insurance enrollment forms, etc.

Search Procedure To Ensure a Representative Applicant Pool

The goal in every search is to create a pool of qualified candidates in which African-Americans are represented and each administrator is charged with the responsibility for ensuring a representative pool. In the employment process, extraordinary effort” to ensure a representative applicant pool must be made. This entails such techniques as advertising in both traditional and nontraditional publications, communicating with persons in institutions and agencies through which potential candidates may be identified, making direct personal contact by calling and writing to potential candidates or referral sources or by personal contact at professional meetings, and networking” through leads for these sources and others.

In addition to the requirement that traditional and nontraditional means of identifying potential candidates be made, extraordinary effort” means that each step of the recruitment process must be thoroughly documented, reviewed, and approved to ensure that aggressive measures have been taken. This review/approval process serves as a measure to assess compliance with the stipulation and provides an opportunity to identify additional sources through which qualified candidates may be identified.

The college recognizes extraordinary effort” is a time-consuming requirement which necessitates substantial commitment. The college is fully committed to aggressive efforts not only as a matter of compliance with externally imposed requirements but also as a legitimate and necessary institutional emphasis.

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Divisional Review Responsibilities Checklist: Human Resources

Revision History: June 2009