You are here

Part-time Hiring Guidelines

INTRODUCTION

This guideline outlines the necessary steps used in the hiring process for part-time employees to ensure compliance with state and federal employment regulations.

HIRING PART-TIME EMPLOYEES

The following steps should be followed in the order listed:

  1. The hiring leader should contact the Career and Employment Center for a posting request. The leader should email the completed request to the Career and Employment Center to post and advertise the vacancy.
  2. Once the hiring leader has a pool of applicants, a completed and signed application will be required before interviewing any candidate. Only the approved part-time application is to be used. The candidate will complete this process utilizing the online CSO database; the part-time application is available at www.myinterfase.com/sjcd/student. For assistance in completing the application, an applicant can contact the Career and Employment Center. Applications will be routed to the hiring leader by the Career and Employment Center via email.
  3. The hiring leader must review all information in the application including applicable work experience and background. This is the opportunity for the leader to interview the candidate and to verify the information provided in the application.
  4. 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.
  5. The hiring leader needs to print the application of the finalist and complete the Office Use section of the application, specify if the vacancy is to be filled by a federal or state work study candidate and indicate if the vacancy will be grant funded. The department ORG, Board approved rate of pay, and Board approved title should be listed in the appropriate sections, and the leader should print and sign their name. Completion of these sections lets the Career and Employment Center know they have approval for the finalist to complete background check release forms.
  6. After the hiring leader completes the Office Use section of the application, the leader sends the candidate to the Career and Employment Center 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.
  7. The Career and Employment Center will send a scanned copy of the completed and 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.
  8. Human Resources will begin the background check and will notify the hiring leader if any additional information is needed.
  9. Once the candidate has successfully completed a background check, Human Resources will email the hiring leader and the Career and Employment Center that the next steps in the hiring process can take place. This email will include the employee’s G#.
  10. 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. A list of part-time titles and correlating salaries is located on the San Jacinto College website.
  11. When the offer has been accepted, the hiring leader or designee must submit a new hire EPAF via SOS.  
  12. The employee must report to the Career and Employment Center for orientation on or before their first day of employment.
  13. The Career and Employment Center will submit a complete new hire packet via interoffice mail to Human Resources after orientation (see Section 3).
  14. 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 may now begin working.

Any leader hiring a part-time employee at District needs to contact one of the three Career and Employment Centers for posting.  Once the hiring leader has identified a finalist, they can work directly with the Human Resources part-time hiring contact to complete the remaining steps in the hiring process listed above.

FORMS FOR PART-TIME EMPLOYEES

The forms listed below should only be completed at the Career and Employment Center once the offer of employment has been extended and accepted by the candidate, but no later than the first day of work for pay.

  • Drug Free Workplace Policy form
  • Sexual Harassment Certificate
  • VALIC form
  • 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)
  • 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 Career and Employment Center 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.

ASSISTANCE WITH THE HIRING PROCESS

For additional information or questions, please contact Human Resources at (281)998-6115 to be routed to the appropriate person who can assist you.