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Adjunct Hiring Guidelines

INTRODUCTION

This guideline outlines the necessary steps used in the hiring process for adjunct faculty to ensure compliance with state and federal employment regulations.

HIRING ADJUNCT FACULTY EMPLOYEES

The following steps should be followed in the order listed:

  1. A completed and signed application will be required before interviewing the candidate. The candidate will complete this process utilizing the online SOAR system.
  2. When the hiring leader selects a candidate for the position, the leader will notify the candidate and inform him/her that they are a finalist for the position.
  3. The hiring leader will send the candidate to the Evening Division/Campus Services office to complete additional information. This will include the Department of Public Safety Computerized Criminal History (CCH) Verification and a San Jacinto College Record Release Authorization form. The Evening Division/Campus Services office can email the candidate the two background release forms. The candidate will sign and return these forms to the Evening Division/Campus Services office.
  4. The Evening Division/Campus Services office will send a scanned copy of the signed application and the record release forms to Human Resources via email in order to expedite the background check. In addition, originals should be sent to Human Resources via interoffice mail the same day the forms are completed.
  5. Human Resources will begin the background check no earlier than 45 days before the estimated start date and will notify the hiring leader if additional information is needed.
  6. Once the candidate has successfully completed a background check, Human Resources will email the hiring leader, DOC, Department Chair, and the Evening Division/Campus Services office that the next steps in the hiring process can take place. This email will include the employee’s G#.
  7. The hiring leader will contact the candidate to extend an offer. The rate of pay offered must adhere to the Board approved rates for that position. Adjunct salaries are located on the San Jacinto College website.
  8. When the offer has been accepted, the hiring leader or designee must submit a new hire EPAF via SOS.
  9. The Evening Division/Campus Services office will work with the new employee to complete the new hire packet and submit the completed paperwork to Human Resources (see Section 3).
  10. Human Resources will only apply a new hire EPAF once new hire paperwork has been received. Once the EPAF has been applied, the originator will receive an email stating that the EPAF has been applied. This email serves as confirmation that the new employee can begin working.

FORMS FOR ADJUNCT FACULTY EMPLOYEES

The forms listed below can be emailed to the candidate in a New Hire Packet PDF from the Evening Division/Campus Services once the offer of employment has been extended and accepted by the candidate.

  • Drug Free Workplace Policy form
  • Sexual Harassment Certificate
  • Payroll Information form
  • W-4 form
  • Copy of Social Security Card (for payroll purposes)
  • Authorization Agreement for Direct Deposit form
  • Cash Pay Enrollment Form (if applicable)
  • Board of Regents Policy Manual
  • Property Issued Acknowledgement
  • Disclosure of Personal information
  • Transcript Policy
  • Texas Hazard Communication Act (if applicable)
  • VALIC form (if applicable)
  • List of Acceptable Documents to complete Form I-9
  • Form I-9 with a copy of verified document(s)
    • The employee completes Section 1 of Form I-9 no later than the first day of work for pay. The Evening Division/Campus Services office completes Section 2 of Form I-9 no later than the third business day after the employee starts work for pay. For instructions on completing Form I-9, please visit www.uscis.gov.

The candidate MUST return the completed new hire packet listed above to the Evening Division/Campus Services office no later than the first day of work for pay .

ASSISTANCE WITH THE HIRING PROCESS

For additional information or questions, please contact Human Resources at 281-991-6115 to be routed to the appropriate person who can assist you.

* Please note: If an adjunct faculty has been inactive for one full year and/or has not taught for two consecutive semesters, they will be considered a rehire and will need to complete the above hiring process again.