Return to accessibility navigation at the top of the page.

Pima County Community College District Standard Practice Guide

SPG Title: Filling Authorized, Vacant Regular Positions
SPG Number: SPG-4201/BA
Effective Date: 7/1/97
Approval Date:  8/5/97
Review Date(s):  9/1/98, 10/19/00
Revision Date(s):  9/1/98, 11/9/00
Sponsoring Unit/Department:   VC Human Resources
Regulation Title & No.: Filling Authorized, Vacant Regular Positions, RG-4201/B
Board Policy Title & No.:     Personnel Policy Statement for College Employees, BP-4201
Legal Reference:             
Cross Reference:  
           


Before recruitment or an employment option is initiated, the position requires approval by designated personnel.  The Chancellor authorizes all new positions for filling. The Campus President (for campus positions), the Sr. Vice Chancellor, Vice Chancellor(s) or Chancellor (for appropriate central office positions), may authorize the vacant position for filling, and in consultation with Human Resources, determine which recruitment or employment option is to be used pursuant to mission objectives or needs of the College, including the effective management of the College's workforce. 

If the position is authorized for filling, the administrative supervisor forwards the Personnel Action Form (PAF) and any supporting documentation to the Human Resources Department, including notice of the approved recruitment or employment strategy to be conducted.  The office of the Vice Chancellor for Human Resources has the responsibility to monitor the processes based on established personnel practices and related policies and procedures and has the authority to delay or terminate processes that do not comply.

If the position is not authorized to be filled, the affected individuals are informed by the appropriate executive-level administrators.

Section I:  Voluntary Transfer

1.0   The vacancy may be filled through the voluntary transfer program.  Typically, the vacancy is advertised as an opportunity for voluntary transfer first.  If the position is filled through the voluntary transfer program, it shall be considered filled on a regular basis.

1.1   If the voluntary transfer program is utilized, the Human Resources Department, in consultation with designated personnel, develops and distributes internal notices of vacant positions.

1.1.1 Internal notices may be posted on officially designated bulletin boards throughout the College.  When possible, the notices are posted on Mondays and open for five work days, or for four days during the summer if the four-day workweek is observed.

1.1.2 Direct mailing or other method of announcement may be used in lieu of a posting when it is determined that a posting would not be effective.  For instance, a direct mailing may be used when only a small number of employees would be eligible.

1.2   Interested employees may submit a letter of interest and any other requested information to the Human Resources Department not later than the stated deadline.

1.2.1 To be eligible for a voluntary transfer, the employee must be a regular employee (as defined in the Personnel Policy Statement for College Employees), within the same employee group (such as non-exempt, exempt, etc.) and within the same salary range or higher. 

1.4   A variety of selection options may be used to determine if a selection may be made from this group.  Selection activities are scheduled by the hiring administrative supervisor.

1.5   Notification of the selected individual is submitted to the Human Resources Department for review and process approval before the offer of the assignment is made.

1.6   After receiving final approval, the hiring administrative supervisor offers the assignment.  The start date is agreed upon between the hiring administrative supervisor and the selectee's current administrative supervisor (if different).  If the two parties are unable to agree on a start date, the next level of administration has the authority to establish a start date.

The Human Resources Department notifies applicants who were not selected. Non-selection through this option is not grievable.

1.8   When practical, the hiring supervisor informs department personnel of the transfer.

1.9   The EEO Office is provided a list of applicants and the name of the candidate selected if a selection is made.

Section II: Internal Promotional Opportunity

2.0   The vacancy may be advertised as an internal promotional opportunity, which is more commonly known as an acting assignment.  If the position is filled through the internal promotional opportunity program, it shall be considered filled on a temporary basis.

2.1 Internal notices include appropriate information about the vacant position, including such information as job title, pay range, salary, description of duties, eligibility (current regular employee), and procedure for application.

2.1.1 Internal notices may be posted on officially designated bulletin boards throughout the College.  When possible, the notices are posted on Mondays and open for five work days, or for four days during the summer if the four-day workweek is observed.

2.1.2 Direct mailing or other method of announcement may be used in lieu of a posting when it is determined that a posting would not be effective.  For instance, a direct mailing may be used when only a small number of employees would be eligible.

2.2   Interested employees may submit a letter of interest and any other requested information to the Human Resources Department not later than the stated deadline.

2.2.1 To be eligible for an internal promotional opportunity, the employee must be a current regular employee as defined in the Personnel Policy Statement for College Employees.  (Internal promotional opportunities may occur across all employee groups.)

2.3   The Human Resources Department screens submissions based on timeliness, completeness and eligibility requirements as set forth in the internal notice.  If requirements are met, requests are forwarded to the hiring administrative supervisor.  Individuals not meeting the requirements are so informed by the Human Resources Department.

2.4   A variety of selection options may be used to determine if a selection may be made from this group.  Selection activities are scheduled by the hiring administrative supervisor.

2.5   Notification of the selected individual is submitted to the Human Resources Department for review and process approval before the offer of the assignment is made.

2.6   After receiving final approval, the hiring administrative supervisor offers the assignment.  The start date is agreed upon between the hiring administrative supervisor and the selectee's current administrative supervisor (if different).  If the two parties are unable to agree on a start date, the next level of administration has the authority to establish a start date.

2.7   The Human Resources Department notifies applicants who were not selected.  Non-selection through this option is not grievable.

2.8   The EEO Office is provided a list of applicants and the name of the candidate selected if a selection is made.

Section III:      Direct Appointment or Reassignment

3.0   In accordance with Board policy, a vacancy may be filled through a direct appointment or reassignment.  A direct appointment or reassignment is made when the Administration, in its sole discretion, determines that it is in the best interest of the College to do so.  The direct appointment may be made through the reassignment and/or relocation of current personnel, or it may be made to a position with an individual who is not a current, regular College employee.

3.1   The Administration considers this approach based on a variety of factors, including, but not limited to, the nature of the position, programmatic needs and the knowledge, skills, ability and talent of the individual(s).

3.2   Non-selection through this option is not grievable.

3.3   The EEO Office is provided the name of the direct appointment or reassignment.

Section IV: Temporary Appointment, Interim Appointment, Administrative Appointment

4.0   Temporary Appointment, Interim Appointment or Administrative Appointment may be chosen as an option when it is determined that this method is in the best interest of the College. 

4.1   Temporary Appointment of individuals shall be in compliance with the College's regulations on temporary appointments.

4.1.1 Individuals employed in a temporary appointment capacity are subject to certain provisions as noted in the Personnel Policy Statement for College Employees.

4.2   Approval to fill the vacancy through an interim appointment requires the approval of the Chancellor or designee.

4.2.1 Interim appointments are normally for one year. 

4.2.2 Interim appointments are generally contract personnel, and are subject to the provisions of the Personnel Policy Statement for College Employees and the related employee group policy statement, except for certain provisions as outlined in the employment contract. 

4.2.3 The administration determines the appointee based on a variety of factors, including, but not limited to, the nature of the position, programmatic needs and employee knowledge, skills and ability.

4.2.4 The employment of interim appointments may be terminated at any time, with or without cause and with or without notice.

4.3   Administrative Appointments are used to fill a faculty position vacancy on a full-time temporary basis.  Approval to fill the vacancy through an administrative appointment requires approval of the Campus President.

4.3.1 Administrative Appointments are normally for one semester or one year.

4.3.2 Administrative Appointments are subject to the provisions of the Personnel Policy Statement for College Employees and the Faculty Personnel Policy Statement, except for certain provisions as outlined in that policy statement.

 4.3.3 The administration determines the appointee based on a variety of factors including, but not limited to, the nature of the position, programmatic needs and employee credentials, knowledge, skills and ability.

Section V:  Previous and On-going Recruitment Processes

5.0   The vacancy may be filled by an individual who was named as an alternate or by an individual who was named as a finalist from a previous recruitment process. The previous recruitment process may have been an internal process or an external process.   In addition, a selection may be made from a recruitment process for a position from within the same job family, but recruited at a higher pay range. The Vice Chancellor for Human Resources has the responsibility to define the job family and ensure the selection process complies with College procedures and Board policy. A new vacancy that occurs after a job is posted can be included with an on-going recruitment process when the qualifications and essential duties are the same for the original and subsequent vacancy.

5.1   The Human Resources Department provides information to the hiring administrative supervisor about previous recruitment processes and about processes that recruited for a position within the same job family. 

5.2   A variety of selection options may be used to help determine a selection, such as further interviewing, testing, etc.

5.3   The hiring administrative supervisor may select from the alternate(s) listed.  After consultation with Human Resources, the hiring administrative supervisor makes the offer of employment.

Section VI: External Competitive Employment Processes

6.0  The vacancy may be filled by utilizing the competitive employment process as outlined in the Personnel Policy Statement for College Employees.  (Also see the Human Resources Department for more detailed procedures.) The competitive process may be used to recruit for one or more open positions, for positions within the same job family, or to establish eligibility lists or applicant pools for open or expected openings.

6.1   The external competitive employment process for faculty positions shall be in accordance with relevant sections of the Faculty Personnel Policy Statement.