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Notice of Vacancy

HROG Section:
Employment
Document Title:
Notice of Vacancy
Initial Date Posted:
Sept. 13, 2010
Board Approval:
Sept. 13, 2010
Applies To:
Source:
District Human Resources
Related TASB Policy:
Last Date Revised:

Purpose

This HROG contains information for posting of DCCCD vacancies internally prior to release for external candidate application.

Background

Definitions

Eligibility

Procedures

  1. Location identifies position(s) to be filled and indicates if the position will be open “Internally” or “Externally”.  Positions eligible for internal-only posting include most administrator and Professional Support Staff vacancies.  The location CEO may identify administrative and PSS positions to be exempted from the internal-only posting process on a job-by-job basis, as necessary, as determined by location need.  Part-time positions, Faculty and College Police positions are also exempt from the internal-only posting process, unless the internal-only posting option is specifically requested by the location.

  2. For internal-only postings, the location completes the Notice of Vacancy form as usual and will indicate the deadline date for the internal search  (Note:  Positions posted internally are posted for a minimum duration of two weeks and are not eligible for open-until filled status). 

    Obtains appropriate signatures and forwards the completed NOV/CBC form to District Human Resources (DHR) for posting of the position.   NOTE:  Positions for Internal posting follow standard NOV deadlines (receipt in DHR by 5 p.m. the Tuesday before the Friday posting.)

  3. Each Friday, DCCCD vacancies, internal and external are released District-wide via email.  Positions are also posted on the DCCCD Web Site (External vacancies) and the DCCCD Intranet (Internal vacancies).    All DCCCD vacancies will be posted a minimum of two weeks, whether internal or external. 
      • Full-time faculty positions while posted externally are subject to the provisions of the Internal Faculty Transfer Process. This process supersedes the application process for full-time faculty positions. In the event that no full-time faculty opts for transfer into the posted vacancy, these positions will then be filled via the Faculty Hiring process.


        NOTE Regarding Visiting Scholars and Special Administrative Appointments-Only those Visiting Scholars/Special Administrative Appointments who were hired into their role through official Notice of Vacancy and DCCCD Search/Hiring processes are eligible to apply for positions designated as open solely to internal candidates. Please be aware that Visiting Scholars, and/or other temporary faculty, are not eligible to participate in the Internal Faculty Transfer Process.

  4. Using the appropriate hiring processes, the location Human Resources (HR) will receive and screen applications from qualified internal candidates.   All full-time PSS applicants who meet the minimum qualifications for internally posted positions must be interviewed for the position prior to the position moving to external status. 

    • Full-time faculty positions while posted externally are subject to the provisions of the Internal Faculty Transfer Process.  This process supersedes the application process for full-time faculty positions.  In the event that no full-time faculty opts for transfer into the posted vacancy, these positions will then be filled via the Faculty Hiring

Internal-only searches will typically not produce a significant number of candidates and pools will not be large.  Professional Support Staff employees who meet the minimum position qualifications must be interviewed.  Subject to the conditions of Board Policy, Professional Support Staff employees who have been notified of position elimination in accordance with Board Policy DI (Regulation) will be provided the opportunity to transfer into any internal only vacancy in which they are qualified. 

Eligibility of Internal Candidates will be checked by location HR offices.  CBC Status will be determined at this time and if required, a new CBC may be conducted. 

Upon final decision, internal applicants will be notified of next actions (i.e., hire or no hire).   In the event of an unsuccessful internal search, candidates will be notified by the location HR department.

DHR will be notified of the status of the search and the decision to repost externally or of other action.

 

Making the Switch from Internal to External Posting

In the event that the location opts to post the position externally, the location HR office will:

  • Email the request for external posting to DHR, indicating the external positing opening and closing date. 

  • DHR will note the position status in log and will process the request. 

Reopening a position that is or has been already posted externally

  • For currently posted positions or recently (August) closed vacancies that, the location may email the request for continued external posting to DHR, indicating the revised external posting closing date.
  • At the start of each new academic year, positions that have previously closed (Fall/Spring) and are being reopened should be reinstated as new positions and a new NOV and supporting materials generated.

Employee Responsibility

HR Responsibility

Exceptions To Policy

Other Notes

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