Meet with a PC Coach via Zoom to get support in navigating Personnel Commission processes
related to hiring, promoting, position reviews, job descriptions, and more! Drop in
sessions are available every Tuesday from 11AM to 12PM on a first come, first served
basis. If you experience any difficulty connecting with a Coach, please call the Personnel
Commission Office for assistance at (310) 434-4410.
Our PC team specializes in the areas of employee recruitment, pre-employment testing,
job classification, and compensation analysis for all non-academic temporary and permanent
jobs throughout the College.
We have dedicated PC Coaches who are committed to supporting College leaders as you
navigate Commission processes to manage the College's workforce effectively. Here
you will find useful guides, resources and forms to facilitate your talent management
efforts. Additional resources are also available on the Human Resources website.
We recognize the challenges you are likely facing during this time.
We are only an email, Zoom Meeting, or phone call away, ready to brain storm with
you and help develop solutions. Contact us today.
How to Fill a Position
Depending on your operational needs, you may be considering either a temporary assignment
or a permanent position. Whether the position is temporary or permanent, you also
have the option of limiting your search to candidates from within SMC, or recruiting
from outside of the college. The hiring processes may differ, depending on whether
the position is permanent or temporary, and whether the candidates come from within
or outside of SMC. This decision will also impact the amount of budget augmentation
needed.
Decide on a temporary or permanent position. Different types of temporary assignments
are available, depending on the estimated time limits of the assignment, whether you
are hiring an external or internal candidate, if an eligibility list exists, and whether the position is intended to replace an employee on leave.
Time limits for temporary classified assignments are more restrictive than what is
allowed for temporary academic assignments. These time limits come directly from the
State Education Code, CalPERS, and the CSEA Bargaining Agreement.
Next Steps after PBAR Approval:
After the PBAR is approved, the hiring manager enters an Employment Request into WebISIS
(for hiring a temporary employee from outside of SMC) OR submits a Working out of Class Form for a permanent classified employee at SMC who is accepting a temporary assignment
in a higher-paying classification.
If there is an existing eligibility list, staff will need to poll this list first to determine if there is interest.
If there is no existing eligibility list, hiring managers may select someone directly,
conduct interviews within their own department, or ask us to post an advertisement
on our web site.
Once a selection is made, PC staff will check references (if this is an outside candidate)
and submit a signed Certification Form to Human Resources for processing.
Next Steps After PBAR Approval:
Is this a new position?
Contact the Personnel Commission to see if a new classification needs to be established, or if the position falls within
an existing classification.
New positions must be officially established by the Board of Trustees before we can
open recruitment or schedule final interviews. This information can be obtained by
contacting Human Resources.
Post a transfer bulletin on our web site for 10 working days
Poll the transfer and eligibility list, and set up final interviews with the hiring
manager.
If there is no active eligibility list, Personnel Commission staff will:
Set up a meeting with the hiring manager to discuss the upcoming recruitment
Post a recruitment bulletin (Minimum 15 day posting required) on our web site
Complete the selection process and establish an eligibility list of all qualified
candidates.
Post a transfer bulletin on our web site for 10 working days
Poll the transfer and eligibility list, and set up final interviews with the hiring
manager.
Hiring managers interview interested transfers, re-instatements, and top three ranks
on the eligibility list.
Hiring managers sign off on Certification Form, indicating final selection.
Personnel Commission staff conducts reference checks if candidate is from outside
of SMC.
Personnel Commission staff determines if candidate is eligible for advanced step placement
(permanent assignments only).
Personnel Commission staff contacts candidate and makes conditional offer. Forwards
signed certification form to Human Resources for processing.
Human Resources schedules TB test and fingerprinting, if candidate is not a current
SMC employee.
Human Resources completes processing and contacts hiring department to coordinate
a starting date.
Human Resources completes the final written offer.
Types of Temporary Assignments and Time Restrictions for Classified Non-Management
Jobs
There are time limits associated with temporary assignments. See the chart below for
a comparison of assignments and time limitations for non-management roles.
Note: Some extensions may be available with provisional working out of class assignments
for classified management and confidential positions, if a recruitment is in process,
or at the start of a new fiscal year.
Requirements
No current, active eligibility list
Must be a permanent, classified employee
Must meet minimum qualifications "in so far as possible"
Time Limits
Must exceed 5 working days within a 15 calendar day period
Cannot exceed 90 working days per fiscal year
Cannot exceed 90 working days within any 180 calendar day period
Requirements
Must come from a current eligibility or employment list; OR
Must have previously worked a limited term assignment for this classification
Time Limits
Cannot exceed 960 hours per fiscal year (equivalent to 120 days at full-time status)
Requirements
Can only be used to cover for an employee on leave
Should be selected from an eligibility or employment list
Time Limits
Employee can work in substitute limited term capacity until the absent employee returns
from leave or separates from the District
It is the immediate supervisor's responsibility to maintain the employee's duties
and responsibilities consistent with the employee's assigned classification. Managers
must report any substantial change in duties to the Personnel Commission prior to
assigning the work to an employee.
If there are any substantial changes in nature of work or level of responsibility
for a job you are managing, you will find the following sections helpful. Next steps
will depend on whether the change is temporary or permanent, and whether we have an
existing job that will meet your operational needs.
If an employee is assigned work that is at a higher level of responsibility for any
period of time that exceeds five working days within a fifteen-day calendar period,
the supervisor is required to submit a request for Working Out of Class (WOC) pay
for that employee.
This section covers description changes and reclassification requests.
Cyclical Reviews
The Personnel Commission is responsible for continuously updating job descriptions
for the classified management and non-management roles. Every fiscal year, the Commission
Office works with the District and employee organizations to prepare a calendar of reviews. The annual Cyclical Review calendar is presented for approval to
the Personnel Commission.
The following factors are considered when scheduling studies:
Major changes or inaccuracies in duties
Turnover rates or recruitment concerns
Previous applicable studies
Scope of resources required
The primary purpose of Cyclical Reviews is to determine if the job description is
an accurate reflection of the work assigned. Cyclical reviews are not reclassification
studies. However, both managers and employees can also request a reclassification
study of a position anytime.
As the assigned manager, we are counting on you as subject matter experts in identifying
duties you expect to be performed for the roles you supervise. It is also an opportunity
to share any classification description concerns you have. The Commission Office will
support you in updating the descriptions and ensuring that the work required is within
the employee’s assigned classification.
In partnership with employee organizations, incumbents in permanent positions will
be invited to participate in Cyclical Review orientations, where Commission staff
will explain the process and address any questions. These orientations are scheduled
based on the approved annual review calendar. Employees are strongly encouraged to
complete a Position Description Questionnaire (PDQ) during reviews. PDQs are guided
descriptions of the job completed by incumbents to help us understand the details
of their position. It is an opportunity to share their voice in the process. Employees
also have rights to review the final draft of the description and provide feedback.
The Commission Office will be responsible for sending proper notices for incumbent
reviews.
Currently, the District has requested salary studies to be completed with Cyclical
Reviews. The Commission Office uses a standardized list of comparable agencies to
collect salary data and determine percentile ranking for each classification under
review. If salary reallocation is warranted, the Commission Office presents salary
recommendations to the District and the employee organization for input. Once the
Personnel Commission approves salary recommendations, the Board of Trustees has final
authority and may approve, amend or reject the recommendations in accordance Education
Code provisions and negotiated agreements.
For more details, about the Cyclical Review process, click here.
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