POSTING JOBS AND STAFF RECRUITMENT

It is the policy of the College that positions available for application by outside applicants or current staff will be posted on campus by Personnel Services. This policy extends to positions funded by outside sources in addition to any College-funded positions.

Exceptions to this policy may occur from time to time, and an open position may be filled without posting or advertising. A department may promote a current employee to another position within the department without posting. The College also reserves the right to reassign employees as needed, for example, because of functional reorganization of a department or in the event of a layoff of staff. Prior to such a placement, Personnel Services will discuss the reassignment and the need for it with supervisors and departments heads involved as well as with the employee(s) affected.

Recruitment Procedures

Jobs available for application are normally listed in For Your Information (FYI) the employee newsletter, posted on bulletin boards and the College's web site (Employment Opportunities). Posted listings include a description of the job duties and overall responsibilities, qualifications sought, and application procedures. Additional copies of the job listings are available from Personnel Services.

Available positions may be advertised simultaneously with the campus posting, particularly if the need to fill the position is immediate. According to the scope and responsibility level of the position and overall qualifications sought, advertisements may be placed in local or regional newspapers. When the scope of the search is fairly broad, as it will be for most administrative staff positions, at least two weeks normally is allowed for the submission of applications.

Staff members are encouraged to apply for transfer and/or promotion opportunities that may be of interest to them and should call Personnel Services to discuss their interest or to obtain more information on the available position. Colby does, however, reserve the right to hire outside the College for any position.

EMPLOYMENT LETTERS AND ORIENTATION

Employment offers at Colby are provided in writing and state the type of appointment being offered, position title, starting date of employment, wage or salary payable, eligibility for benefits, and any other terms of employment. Starting pay rates are determined consistent with the College's wage and salary system. New staff normally are appointed at the hiring rate for the classification. Appointments above the minimum hiring rate may be made depending on relevant work experience.

The President, the Vice President for Academic Affairs, the Vice President for Administration, and the Director of Personnel are the only administrators authorized to make employment offers on behalf of the College for continuing and temporary positions.

The normal work year for staff is the fiscal year beginning July 1, or the remainder of a fiscal year if the starting date is after July 1. New appointments usually include an initial probationary period and may be contingent upon the verification of certain job-required licenses, certification of appropriate immunizations, and successful completion of a post-employment, pre-placement physical examination at the Colby Health Center or a local medical provider selected by the College.

On the first day of an appointment, or as soon thereafter as practical, Personnel Services will explain to new staff members the conditions of the appointment as well as Colby's personnel policies and benefits and will inform staff of the on-line availability of the Staff Handbook. The immediate supervisor will introduce new staff to other members of the department, explain details of the job, and provide information about work hours, breaks, and schedules.

TYPES OF APPOINTMENTS

Colby employees are appointed in one of three categories: faculty (who are governed by a separate handbook), administrative staff, or support staff. Some members of the administrative staff also hold faculty status, and most "administrators" are exempt from the provisions of the Fair Labor Standards Act. Employees who are subject to the provisions of the Fair Labor Standards Act, primarily support staff, are eligible for overtime pay for hours worked in excess of 40 in one work week. Hours worked include actual hours worked and College holidays. Sick leave, vacation time and floating holidays are not considered hours worked. All appointments are either continuing or temporary.

Continuing Staff (Full Time and Part Time)

A staff member employed in a continuing position works on a regularly scheduled basis, either full or part time, either 12 months or academic year, and such employment may be continued from year to year according to the needs of the College.

Continuing staff members scheduled for at least one-half time for either an academic or a fiscal year are eligible for participation in the benefit programs insurance programs offered by the College, paid leave privileges, and other staff programs according to the eligibility requirements of each specific program or policy.

Temporary Staff (Term and Casual)

Two categories of temporary employment for support staff have been established: Term and Casual.

1) Term employees are hired for a fiscal year or a portion of a fiscal year, usually with an anticipated separation date established at the time of the temporary employment arrangement. Staff appointed to term employment positions of six months or more and at least half time are classified as temporary with benefits employees. They are eligible for paid vacation, holidays, and insurance benefits, according to the eligibility requirements of each specific program and legally required benefits. If a department anticipates the need for employment beyond the maximum 12 months, continuing employment status approval must be obtained or the term status re-authorized.

2) Casual employees work on an irregular, project, or seasonal basis, with a work schedule based on departmental need. They may be hired for a period up to but not exceeding six months of employment on a project or up to six months for a single department. Employment may be full or part time during this time frame, with an anticipated separation date provided at the time of the temporary employment arrangement. Casual temporary employees are not generally eligible for participation in the benefits program.

EMPLOYMENT CLASSIFICATIONS

Two employment classifications have been established for staff positions: Administrative Staff and Support Staff.

Administrative Staff

The administrative staff includes the officers as defined in the Bylaws (the President, Vice President for Academic Affairs, Vice President for Administration, Treasurer, Vice President for College Relations, Vice President for Student Affairs, Secretary of the College and Dean of Admissions and Financial Aid), department heads, and other professional staff. Some administrative staff members hold faculty status (e.g., the officers and the professional library staff). Members of the administrative staff assume the management and supervisory responsibilities for Colby and carry out a variety of specialized and professional tasks.

Support Staff

Support staff are grouped by function as secretarial and clerical, service and trades, other staff, and student employees.

Secretarial and Clerical: Staff members within this employment classification serve in academic and administrative offices and departments. Positions within this category are assigned to pay grades according to the level of skills and responsibility required.

Service and Trades: Staff members within this general employment classification are employed in skilled, maintenance, or general staff positions in the departments of Physical Plant, Dining Services, and Security. Position titles within this classification vary in nature and reflect the work performed by the staff member in the department: first or second cook, cook's helper, etc., in Dining Services; carpenter, electrician, painter, HVAC mechanic, groundskeeper, custodian, etc., in Physical Plant.

Other Staff: Staff members employed in areas outside the secretarial and clerical classification, or service and trades, are considered to be in this job grouping. Grades in pay are not normally assigned, due to the unusual work performed or singular position for the College.

Student Employees: The College maintains an active on-campus employment program for students. Students are regularly employed in part-time positions throughout the campus in a wide range of duties and responsibilities. Students employed during the academic year are subject to the campus employment policies administered by the Office of Student Financial Services. A number of students are also employed during the summer as temporary staff.

PROBATIONARY EMPLOYMENT PERIODS

Probationary Employment Period: New Employees

A continuing staff member serves an initial probationary employment period, usually six months, when first employed and is evaluated by his/her supervisor during this period. The purpose of the evaluation is to determine if the staff member successfully performs the work required. While evaluations normally result in recommendations for continued regular employment, extensions of the probationary period or termination may also be the result, at the College's sole discretion.

Probationary Employment Period: Promotions, Lateral
Transfers, or Reclassifications

Staff members who are promoted to a new position within a department or are hired for a promotion opportunity in another department may serve a probationary period of up to six months, depending on the nature of the position.

Staff members whose positions are reclassified (when current duties and responsibilities are upgraded in pay range) may be provided a promotion pay increase but are not required to serve a probationary period following the reclassification.

Other Probationary Periods

If at any time after the completion of the initial probationary period, a staff member fails to perform assigned duties satisfactorily, his or her supervisor may recommend a probationary period or immediate termination of employment. Failure to attain adequate standards of performance during that period may result in termination of employment.

Employees placed on probation will be provided written notice of the reasons by the College for probation and the period of time provided to correct the problem. Supervisors must review such action with the Director of Personnel, the Vice President for Administration, or the President prior to placing an employee on probation.

PROMOTIONS AND TRANSFERS

Continuing employees within a department who possess the necessary qualifications are given first consideration for transfer openings and promotion opportunities. Colby does, however, reserve the right to transfer, reassign, or hire outside the College for any position in its sole discretion.

Promotions will be made on the basis of qualifications, job performance, past employment record, and length of service.

Normally, benefits will remain unchanged with a promotion or transfer; however, if the type of appointment changes, eligibility for benefits may also change.

SEPARATION FROM EMPLOYMENT

Voluntary Separation

When a staff member has decided to resign or retire from College service, Colby expects reasonable notice of at least two weeks. In the case of retirement, the decision to retire is usually made and carefully planned for a considerably longer period, and therefore, the College expects longer notice. Ample notice is required so that the operations of a department can continue smoothly and so that a replacement can be recruited before the employee leaves.

For both resignation and retirement, employees should notify their supervisor in writing of their intention to leave and should provide a specific date for the last day of work. Copies of this letter of resignation should be provided to the department head and Personnel Services by the employee's supervisor.

Involuntary Separation

If separation from College employment is involuntary, the employee will be provided appropriate notice. Involuntary separation for disciplinary reasons is outlined in the "Standards of Conduct" section. Supervisors must review such action with the Director of Personnel, the Vice President for Administration, or the President prior to initiating an involuntary separation of employment.

While Colby endeavors to offer steady employment, should separation from employment occur because of lack of work, functional reorganization, or other reasons, the employee will be given as much notice as practicable. The College may, upon application, consider the employee for other suitable, available positions.

Employees separated from College employment under this policy will be entitled to pay for any earned and unused vacation leave.