Hiring Process

The following outlines the steps for hiring a classified staff position:

1. The supervisor must create or revise a position description using the classified staff position description template or classified staff IT position description template available on the HR website. For refilling a position, contact human resources for the latest position description on file.
2. The supervisor sends the position description to human resources to review and make sure it is in the correct state human resource job classification and approved.
3. The supervisor must create a personal action for (PAF), available on the HR website>Resources, sign and forward to the appropriate president's cabinet member to take to cabinet for approval.
4. Once approved by the president's cabinet, the PAF must be signed by the appropriate administrator(s), budget and sent to human resources.
5. Human resources will work with the supervisor to create/modify a position announcement.
6. Human resources will send an email to current WVC classified and exempt staff to see if anyone that meets the qualifications of the position is interested in being considered. Interested staff that meet the minimum qualifications, will have their resumes and cover letters forwarded to the supervisor. If the supervisor is interested, they will interview and let human resources know if they wish to offer the position internally.
7. If the position is not filled internally, human resources will advertise externally.
8. Human resources works with the supervisor to put an interview committee together and decide on an interview date. All committee members must complete the DEI inclusive hiring training.
9. Human resources works with the supervisor to put together interview questions.
10. Once the position closes, human resources screens the applicants for minimum qualifications and opens up the remaining applicants to the interview committee for scoring.
11. Human resources sends the names of the applicants that passed to the supervisor and asks who they wish to interview.
12. Human resources sets an interview schedule and notifies the applicants.
13. Once interviews have concluded and a selection is made, human resources conducts reference checks, if favorable, the candidate is offered the position and arranges a start date (beginning of a pay period, usually the 1st or 16th).
14. Human resources conducts a background check and if favorable, starts the onboarding process.
15. All these processes must be done prior to the person being entered into ctcLink. Entry into ctcLink will trigger an Employee Resource System email that is sent to the supervisor which includes the person’s WVC email address and temporary computer password for activation.
16. Human resources will mail the employee a hire letter which outlines the terms of their employment.
17. Human resources will send the employee and copy the supervisor an email on their first day of work that includes steps on how to set up their ctcLink account, email address, direct deposit, W-4, electronic W-2 and entering hours in their timesheet.
18. The supervisor ensures the employee reports hours worked in their timesheet in ctcLink and continues the onboarding process.

The following outlines the steps for hiring an exempt staff position:

1. The supervisor must create or revise a position description using the exempt position description template available on the HR website. For refilling a position, contact human resources for the latest position description on file.
2. The supervisor must create a personal action for (PAF), available on the HR website>Resources, sign and forward to the appropriate president's cabinet member to take to cabinet for approval.
3. Once approved by the president's cabinet, the PAF must be signed by the appropriate administrator(s), budget and sent to human resources.
4. Human resources will work with the supervisor to create/modify a position announcement.
5. Human resources will send an email to current WVC classified and exempt staff to see if anyone that meets the qualifications of the position is interested in being considered. Interested staff that meet the minimum qualifications, will have their resumes and cover letters forwarded to the supervisor. If the supervisor is interested, they will interview and let human resources know if they wish to offer the position internally.
6. If the position is not filled internally, human resources will advertise externally.
7. Human resources works with the supervisor to put an interview committee together and decide on an interview date. All committee members must complete the DEI inclusive hiring training.
8. Human resources works with the supervisor to put together interview questions.
9. Once the position closes, human resources screens the applicants for minimum qualifications and opens up the remaining applicants to the interview committee for scoring.
10. Human resources sends the names of the applicants that passed to the supervisor and asks who they wish to interview.
11. Human resources sets an interview schedule and notifies the applicants.
12. Once interviews have concluded and a selection is made, human resources conducts reference checks, if favorable, the candidate is offered the position and arranges a start date (beginning of a pay period, usually the 1st or 16th).
13. Human resources conducts a background check and if favorable, starts the onboarding process.
14. All these processes must be done prior to the person being entered into ctcLink. Entry into ctcLink will trigger an Employee Resource System email that is sent to the supervisor which includes the person’s WVC email address and temporary computer password for activation.
15. Human resources will mail the employee an employment agreement which outlines the terms of their employment.
16. Human resources will send the employee and copy the supervisor an email on their first day of work that includes steps on how to set up their ctcLink account, email address, direct deposit, W-4, electronic W-2 and entering hours in their timesheet, if applicable.
17. The supervisor ensures the employee reports hours worked in their timesheet in ctcLink (if overtime eligible) and continues the onboarding process.

The following outlines the steps for hiring a full time faculty position (see AHE contract Appendix C, Section B):

1. The supervisor must create a personal action for (PAF), available on the HR website>Resources, sign and forward to the appropriate president's cabinet member to take to cabinet for approval.
2. Once approved by the president's cabinet, the PAF must be signed by the appropriate administrator(s), budget and sent to human resources.
3. Human resources, with input from the departmental faculty and the vice president of instruction, shall prepare a position announcement. If departmental faculty are not available, a faculty member from the division will have an opportunity to provide input. Any subsequent changes made to the position announcement will be determined by the appropriate administrator with input from departmental faculty. The AHE President will be notified of pending position announcement within 10 days.
4. The position announcement for all full-time faculty positions shall be officially posted internally for five days. Should a full-time tenured faculty member, probationary faculty member, or a full-time non-tenure track faculty member that has received at least three annual reviews desire the position being announced, they shall be given the opportunity to meet with the district president to discuss the position or transfer. If a qualified faculty member has expressed an interest, the district president has five days to decide whether or not to make an appointment. The district president will make the final decision.
5. If the district president does not appoint a current full-time tenured faculty member, probationary faculty member, or a full-time non-tenure track faculty member that has received at least three annual reviews within five days of the close of the internal posting, the position will be advertised externally by the human resources office in accordance with District procedures.
6. Each applicant must submit a complete application file as defined in the announcement by the announced closing date.
7. The screening committee will consist of the appropriate administrator; three faculty members, tenured when available, including one member from the teaching area of the division being recruited, if available, and two other faculty members; and the Vice President of Instruction. The vice president of instruction is an ex-officio member and has the right to participate in the screening committee or meet separately with the candidates. A human resource representative will also be present in addition to the voting members. Faculty members will be appointed by the AHE President per Article 6.
8. Members of the screening committee are responsible for sharing supplemental information with the committee that is relevant to the hiring decision. Such information will be shared as soon as it is available.
9. If a member of the committee has reason to believe that a violation of the hiring procedure has occurred, they shall immediately notify the executive director of human resources or designee and the Association. Upon such notification, the hiring process will be suspended until the question of the violation has been resolved to the satisfaction of the committee.
10. The appropriate administrator will call and lead the initial face-to-face meeting of the committee to determine the specifics of the interview process, including the following:
    1. Review and discuss the hiring Appendix to inform and re-familiarize faculty to the hiring process.
    2. Choose a faculty lead, preferably in the teaching area being hired for.
    3. Discuss screening criteria based on the job posting.
    4. Discuss interview questions.
    5. Create additional questions that are position specific to be used for the reference checks.
    6. Discuss the teach/presentation including topic(s) and criteria.
11. The appropriate administrator will screen the candidates for minimum qualifications. Members of the department, or division if department faculty are not available, will be consulted if needed. The human resources office will make the final application pool available to the committee electronically, including the following information:
    1. Job posting.
    2. Instructions for accessing the applications that meet the minimum qualifications.
    3. A draft of the interview questions.
    4. Screening criteria.
    5. Deadline for application review.
    6. Confidentiality statement.
12. Each voting member of the committee will rate the candidates based on the screening criteria.
13. Human resources will call the face-to-face meeting of the committee to discuss the top rated candidates; decide on the final list of candidates to be interviewed; and finalize interview and reference questions and teach/demonstration topic.
14. The committee will be notified when the interview schedule is finalized. The committee will also be notified of any scheduling conflicts, including candidates who need to interview from off-campus. n. The human resources representative will facilitate the interviews. The faculty lead will provide an introduction to the department.
15. At the conclusion of the interviews, the committee, including the vice president of instruction, will debrief to discuss the candidates. The committee will determine which candidate(s) is (are) the preferred candidate(s).
16. The faculty lead and the vice president of instruction will inform the district president of the committee’s top choice(s) for the position. At this time the district president may share relevant information with the committee. The district president may meet with the committee for further discussion. The district president may decline the recommendation of the hiring committee. If the committee’s recommendation is countermanded by the district president, the vice president of instruction, as a member of the committee, will provide feedback.
17. The executive director of human resources shall conduct a reference check on behalf of the hiring committee and the District President and report detailed findings to the committee and the district president.
18. If a recommended candidate declines the position, the district president may reconvene the committee to discuss the matter. The district president will either direct the committee to recommend a different candidate, continue its search, or dismiss the committee and start the search at a later date with a new committee. This decision shall be communicated in writing to the committee members and the AHE President.
19. After selection has been made and the candidate has accepted, the members of the committee will be notified of the choice, prior to the rest of the college staff or members of the community. The committee is dismissed.
20. Human resources conducts a background check and if favorable, starts the onboarding process.
21. All these processes must be done prior to the person being entered into ctcLink. Entry into ctcLink will trigger an Employee Resource System email that is sent to the supervisor which includes the person’s WVC email address and temporary computer password for activation.
22. Human resources will mail the employee an employment agreement which outlines the terms of their employment.
23. Human resources will send the employee and copy the supervisor an email on their first day of work that includes steps on how to set up their ctcLink account, email address, direct deposit, W-4, electronic W-2 and entering hours in their timesheet.
24. The supervisor continues the onboarding process.

The following outlines the steps for hiring a part time coach or a stipend position:

1. The supervisor may create or revise a position description. For refilling a position, contact human resources for the latest position description on file.
2. If the position is being advertised externally, human resources will work with the supervisor to create/modify a position announcement and advertise as necessary.
3. The supervisor is responsible for accepting and reviewing cover letters and resumes, interviewing, checking references, offering the position and arranging a start date, pending a favorable background check.
4. The supervisor must have the applicant complete a part time coaching or stipend application packet (available on the HR website) and submit the completed packet to human resources.
5. The supervisor must create a special assignment employment agreement (available on the HR website). The agreement must be signed by the supervisor, budget manager and human resources.
6. Human resources conducts a background check.
7. All these processes must be done prior to the person being entered into ctcLink. Entry into ctcLink will trigger an Employee Resource System email that is sent to the supervisor which includes the person’s WVC email address and temporary computer password for activation.
8. Human resources will send the person and copy the supervisor that they are now in the system and can start to work. The email will include steps on how to set up their ctcLink account, email address, direct deposit, W-4, electronic W-2 and entering hours in their timesheet (if needed).
9. Human resources will send the special assignment employment agreement to the employee for their signature.

The following outlines the steps for hiring a part time faculty position:

1. The supervisor may create or revise a position description. For refilling a position, contact human resources for the latest position description on file.
2. If the position is being advertised externally, human resources will work with the supervisor to create/modify a position announcement and advertise as necessary.
3. The supervisor is responsible for accepting and reviewing  cover letters and resumes, interviewing, checking references, offering the position and arranging a start date, pending a favorable background check.
4. The supervisor must have the applicant completed a part time faculty application packet (available on the HR website) and submit the completed packet to human resources.
5. Human resources conducts a background check and notifies the supervisor when it is completed.
6. Once human resources receives the job specific information (employee name, effective date, start date, department, supervisor, type [PTF, Moonlight] combo code) we will enter a new job instance.
7. All these processes must be done prior to the the person starting work.

The following outlines the steps for hiring a part time nonpermanent hourly position:

1. The supervisor checks with human resources (HR) to see if the person has worked as a temporary hourly after July 1, 2022. Human resources will determine if they qualify to be hired as a part time nonpermanent employee or if they need to be hired as a temporary hourly employee.
2. The supervisor must have the person complete a part time nonpermanent application packet (available on the HR website) and submit the completed packet to human resources.
3. The supervisor must create a part time nonpermanent employment agreement (available on the HR website) with the appropriate job category and rate of pay (available on the HR website>Resources>Links>Hourly Salary Schedule). Unless the end date is sooner, we ask that you make the end date for part time nonpermanent positions 6/27 so there is at least a one-day break in service. The agreement must be signed for approval by the supervisor, budget manager and human resources.
4. Human resources conducts a background check.
5. Human resources will mail the employment agreement to the person for signature along with a "hire letter" outlining the details of being a part time nonpermanent employee.
6. All these processes must be done prior to the the person starting work.
7. The supervisor ensures the employee reports hours worked in their timesheet in ctcLink with the correct Time Reporting Code, e.g., HRY.

All non-student hourly employees must start as temporary hourly before being converted or hired as part time nonpermanent. It is the policy of Wenatchee Valley College that part time nonpermanent employees do not exceed 69 hours of work per month without the prior approval of the director of human resources or designee.

There are two types of part time nonpermanent employees (WVC only has #2, non-fixed weekly schedules):

1. Part time nonpermanent employee who meets the requirements of WAC 357-01-2290 (1) who is assigned a schedule with a fixed number of working hours in a workweek that is less than full-time equivalent. This employee will accrue sick, vacation, personal holiday and holiday leave at a prorated rate based on their schedule.
2. Part time nonpermanent employee that meets the requirements of WAC 357-01-2290 (2) who is not assigned a fixed schedule or amount of working time in a workweek. This employee will accrue sick, vacation, personal holiday leave and holiday credit* at a prorated rate based on the number of hours they work in a month.

Appointments can be made to fill in for the absence of a permanent employee, during a workload peak, or while recruitment is being conducted, or when the nature of the work is sporadic and does not fit a particular pattern. A non-permanent appointee must have the skills and abilities required for the position and assigned to an official Washington state human resources job classification and paid on the general services salary schedule. Employees in nonpermanent positions accrue sick and vacation leave and may be eligible for paid holidays or holiday credit and personal holiday leave. Time off accruals are prorated based on whether the position is regularly scheduled or nonscheduled. The college may choose to fill the position with a competitive process or by appointment. WACs 351-19-360 through 430.

For a nonemployee, e.g., auditor, intern, AmeriCorps, etc., needing access to ctcLink, email, computer, etc., the following outlines the steps needed:

1. The supervisor must have the person complete a person of interest application packet (available on the HR website) and submit the completed packet to human resources. We need at least a date of birth or social security number so we can run a search/match to see if they are already in ctcLink.
2. The supervisor must create a temporary hourly employment agreement (available on the HR website) with a job category of Person of Interest. The agreement must be signed for approval by the supervisor and sent to human resources.
3. Human resources conducts a background check.
4. All these processes must be done prior to the person being entered into ctcLink. Entry into ctcLink will trigger an Employee Resource System email that is sent to the supervisor which includes the person’s WVC email address and temporary computer password for activation.
5. HR will email the person of interest and copy the supervisor that they are now in the system and can start to volunteer. The email will include how-to instructions to set up their ctcLink account, email address and entering hours in their timesheet.
6. Human resources will mail the employment agreement to the person for signature.

For special interest people, e.g., financial consultant help, that need access to multiple colleges for ctcLink, in addition to the steps above, a ticket needs to be put into the WVC Technology Helpdesk so they can work with the SBCTC to create another ctcLink profile for WVC.

The following outlines the steps for "hiring" a community assistant (CA) receiving a reduced room rate:

1. The supervisor works with the student employment coordinator in financial aid to get a student application packet and work authorization form.
2. The student employment coordinator conducts a background check and sends a copy of the completed work authorization to human resources.
3. Human resources enters the CA in ctcLink as a volunteer.
4. The supervisor ensures the CA reports hours in their timesheet in ctcLink, so they are covered under L&I in the unlikely event that they get injured.
5. If a new employee, HR sends email to employee and copy the supervisor that they are active in ctcLink and can start work. The email will include instructions on how to set up ctcLink account (as employee, not as a student), email (work email, not student email address) and how to enter hours on timesheet.

The following outlines the steps for "hiring" a resident assistant (RA) position:

1. The supervisor must have the person complete a volunteer application packet (available on the HR website) and submit the completed packet to human resources (along with I-9 documents).
2. The supervisor must create a temporary hourly employment agreement (available on the HR website) with the employee category of volunteer. The agreement must be signed for approval by the supervisor and budget manager before it is submitted to human resources for final approval.
3. Human resources conducts a background check and notifies the supervisor when it is completed.
4. Human resources will mail the employment agreement to the person for signature.
5. Human resources will send the student an email with steps on how to set up their ctcLink account. (what else??)
6. All these processes must be done prior to the person being entered into ctcLink. Entry into ctcLink will trigger an Employee Resource System email that is sent to the supervisor which includes the person’s WVC email address and temporary computer password for activation.
7. Since a volunteer is covered by Labor & Industries in case of an accident, they must submit their volunteer hours into ctcLink by the end of each pay period.

The following outlines the steps for hiring a temporary hourly position:

1. The supervisor checks with human resources to see if the person has worked as a temporary hourly after July 1, 2022. Human resources will determine if they qualify to be hired as a temporary hourly employee or if they need to be hired as a part time nonpermanent employee.
2. The supervisor must have the person complete a temporary hourly application packet (available on the HR website) and submit the completed packet to human resources.
3. The supervisor must create a temporary hourly employment agreement (available on the HR website) with the appropriate job category and rate of pay (available on the HR website>Resources>Links>Hourly Salary Schedule). The end date cannot be later than the end of the fiscal year (6/30). The agreement must be signed for approval by the supervisor, budget manager, and human resources.
4. Human resources conducts a background check.
5. All these processes must be done prior to the person being entered into ctcLink. Entry into ctcLink will trigger an Employee Resource System email that is sent to the supervisor which includes the person’s WVC email address and temporary computer password for activation.
6. Human resources will send the person and copy the supervisor that they are now in the system and can start to work. The email will include steps on how to set up their ctcLink account, email address, direct deposit, W-4, electronic W-2 and entering hours in their timesheet.
7. Human resources will mail the employment agreement to the person for signature.
8. The supervisor ensures the employee reports hours worked in their timesheet in ctcLink with the correct Time Reporting Code, e.g., HRY

Temporary hourly employees perform work which must not exceed 1050 hours or 12 consecutive months beginning July 1, 2022, or from their date-of-hire, whichever is later. When the 1050 hours maximum or the 12th consecutive month has been reached, whichever comes first, the employee cannot work in any temporary hourly appointment at the college again. ☹

A temporary hourly appointment is exempt from WAC 357 civil service rules governing employment in higher education except for the provisions of remedial action as provided in WAC 357-04-045 and WAC 357-19-450. Employment in this status does allow eligibility to accrue sick leave but not vacation or personal leave or paid holidays.

All non-student hourly employees must start as temporary hourly before being converted or hired as part time nonpermanent. It is the policy of Wenatchee Valley College that temporary hourly employees do not exceed 79 hours of work per month without the prior approval of the director of human resources or designee.

If a person is to be paid by special assignment and they are not already an employee, follow the hiring process for part time coach or stipend.

If the person is already an employee, follow the following process:

1. The supervisor must create a special assignment employment agreement (available on the HR website). The agreement needs to be signed by the supervisor, budget and sent to human resources.
2. Human resources will send the special assignment employment agreement to the employee for their signature.
3. All these processes must be done prior to the person starting work.

The following outlines the steps for hiring a student employee:

1. The supervisor works with the student employment coordinator in financial aid to get a student application packet and work authorization form.
2. The student employment coordinator conducts a background check and sends a copy of the completed work authorization and application to human resources.
3. Human resources enters the student in ctcLink.
4. Human resources will let the supervisor know when the student is cleared to start working.
5. Human resources will send the student an email with steps on how to set up their ctcLink account, including email address as employee not student, W-4, electronic W-2, direct deposit and entering hours onto timesheet.
6. All these processes must be done prior to the person starting work.
7. The supervisor ensures the student reports hours worked in their timesheet in ctcLink with the correct Time Reporting Code, e.g., STU, WFS, FWS, ATH, etc.

Student hourly employees, depending on eligibility requirements, funding, etc., can be work study or hourly. A student hourly appointment is exempt from WAC 357 civil service rules governing employment in higher education. Employment in this status does allow eligibility to accrue sick leave but no other leave or holiday pay or credit. It is the policy of Wenatchee Valley College that student hourly employees do not exceed eight hours a day, 19 hours of work per week, excluding quarter and summer breaks, where they can, with supervisor permission, work up to 40 hours per week (as long as they are not taking a class(es) during the summer quarter). If a student is registered for fall quarter, they can stay in student status for summer quarter.

The following outlines the steps for "hiring" a volunteer position:

1. The supervisor must have the person fill out a volunteer application packet (available on the HR website) and submit the completed packet to human resources.
2. The supervisor must create a temporary hourly employment agreement (available on the HR website) with a job category of volunteer. The agreement must be signed by the supervisor, budget and sent to human resources.
3. Human resources conducts a background check and notifies the supervisor when completed.
4. All these processes must be done prior to the person being entered into ctcLink. Entry into ctcLink will trigger an Employee Resource System email that is sent to the supervisor which includes the person’s WVC email address and temporary computer password for activation.
5. HR will email the volunteer and copy the supervisor that they are now in the system and can start to volunteer. The email will include how-to instructions to set up their ctcLink account, email address and entering hours in their timesheet.
6. Human resources will mail the employment agreement to the person for signature.
7. Since a volunteer is covered by Labor & Industries in case of an accident, they must submit their volunteer hours into ctcLink by the end of each pay period.