Hiring and Terminating Employees

Established hiring guidelines exist for full-time faculty, adjunct faculty, staff and hourly employees. Listed below is a brief overview outlining the steps in the college’s hiring processes and related contact information. Questions regarding hiring practices may be directed to the Employment and Outreach Services Manager in Human Resources. Call 512.223.7015.

Steps in Hiring Benefits-Eligible (Staffing Table) Employees

***This is an electronic process that is completed in ACCeHire, ACC's Applicant Tracking and Employment Management System.

1. HR Records releases Requisition.
2. Supervisor receives email that Requisition is available online for completion
3. Supervisor submits Requisition
4. Level II Supervisor is notified by email to review Requisition. They must approve or decline Requisition for posting.
5. If Requisition is approved, HR Records releases Requisition to HR Compensation.
6. HR Compensation releases Requisition to HR Employment.
7. HR Employment advertises position.
8. Hiring Department a) creates a hiring committee, and b) Interview, Select, and Recommend hire.
9. HR Employment audit and process committee's application packet.
10. HR Compensation completes salary placement and offer of employment.

Contacts

HR Records, 512.223.7576
HR Employment, 512.223.7534/7573
HR Compensation, 512.223.7563

Requisition to Advertise Staffing Table Vacant Positions

To post/advertise a Non-Faculty Staffing Table position, an Employment Requisition Form needs to be submitted through the ACCeHire system. This form needs to be made available by the SR HR Specialist before the hiring supervisor can login and complete the form. The form will be generated through the ACCeHire system when one of the following happens:

A supervisor has submitted an Employee Separation form and the employee has confirmed their Employee Separation form.

OR

HR Records receives a Position Filled email notification from ACCeHire indicating a change of status from one Staffing Table position to another is occuring.

OR

HR receives a request from a budget authority or hiring supervisor to fill an existing position vacancy. (kimberm@austincc.edu or 223-7576)

An email will be sent automatically to the hiring supervisor when the Employment Requisition is available online.

HR Records will release the paperwork to HR Compensation for posting review after all parties have completed and approved the Requisition, which must be received by 5 p.m. on the Tuesday preceding the desired week of posting. HR Employment creates the postings after HR Compensation has approved the job description posting.

ACCeHire Link:http://www5.austincc.edu/ehire/mod1/login.php.

Hiring Adjunct Faculty and Hourly Employees

• To advertise adjunct faculty and hourly positions, contact Employment at 512.223.7573 or 223.7534.
• Locate the procedure for hiring Hourly Employees at www.austincc.edu/hr/employment/.
• Rates and titles for ACC hourly employees can be found in the Employment and Compensation Information Manual located at www.austincc.edu/hr/compensation/.
• Administrative assistants may use the Personnel Assignment System located at www3.austincc.edu/it/pas/ to assign positions to current and new hourly employees. Supervisors are responsible for approving the assignments after they’ve been made.

Supervisors must assign who will input PA's for the department.

• Log in at http://www5.austincc.edu/pas/index.php with your ACCeID and password.
• Click on Administration.
• Click on Add User.
• In #1 Select User, type the employee's name and it should pop up on the list. The supervisors will only have the ability to assign their staff members input access.
• Hourly employees are at will and may be terminated at any time, without notice, without cause. Generally an hourly employee is one who works fewer than 19 hours per week and may not be hired for more than 900 hours per academic year. If an Hourly employee works 20 hours per week, the employee may not work for more than 4.5 months. Hourly employees are not eligible for benefits. For more information about hourly employees, see the Employee Handbook at www.austincc.edu/hr/employeehandbook.

Resignations

• Supervisors should complete an electronic Employee Separation Form for Staffing Table employees who resign. The electronic form is located at www3.austincc.edu/it/ehire and should be submitted prior to the employee’s final work day and electronically verified by the employee. If the employee is unable to confirm the Form, the supervisor should send a copy of the resignation letter to HR Records to be placed in the personnel file.
• Information related to voluntary terminations is included in Guidelines for Termination on the HR website (www.austincc.edu/hr/) under the Records section. Call 512.223.7576.

Involuntary Terminations and Other Employee Separations

Supervisors must secure approval to terminate an employee. The supervisor should prepare a memo describing the situation and the recommendation and meet with the next level supervisor and the Vice President of Human Resources. The VP of Human Resources must approve the proposed termination.

The supervisor is expected to meet with the employee to discuss the circumstances and provide the letter of termination. In addition, the supervisor must complete and submit the electronic Employee Separation Form and the employee should verify it electronically.

Also the Supervisor’s Exit Checklist should be completed on the last day of employment to ensure all appropriate steps have been completed.

Timesheets and paychecks will continue to be generated until these forms are received in HR. If the employee is unavailable to confirm the electronic Separation Form, the supervisor should indicate this and submit form.

For information about other employee exits, please refer to the ACC Employee Handbook online at www.austincc.edu/hr/employeehandbook, then click on General Job Related Information to find Management of Progressive Discipline and Involuntary Terminations.