Decisions regarding staffing positions

The college uses Program Review as evidence for justifying new and replacement positions.  Faculty, staff and administrators are able to use Program Review and other evidence to propose positions, however it is not mandatory that new positions be identified in program review in order to be considered within the following processes. Three distinct processes exist: (1) for new positions, (2) for vacancy replacements , and (3) for externally funded and other temporary positions. All three process involve consultation with participatory governance bodies and culminate in recommendations to the President. 

Each fall semester the PBC creates a master list of all new, non-temporary, position proposals. The list is not ranked or prioritized but the strengths and weaknesses of each position are documented in order to inform prioritization decisions by the President. The President consults this master list whenever funding becomes available for new positions. 


Process for New (non-temporary) Positions

Process for Vacancy Replacements

Process for Externally-funded and other Temporary Positions


Frequently Asked Questions

How will the master list of proposed positions be prioritized if funding becomes available during the fiscal year to add additional positions?

The President retains the master list of positions that were proposed and analyzed each fall semester.  The list is not ranked or prioritized but the president refers to the analysis of strengths and weaknesses to inform his/her decision.  When new funding becomes available, s/he returns to this list and the analysis to make additional approvals. There is no need to go back to PBC except to inform the group of the decision. 

It was brought up during the meeting that an agreement needs to be made with CSEA about the permanence of previously hired grant or categorical funded classified positions. Is there a process for that?

Grant-funded positions are currently advertised as temporary for the duration of the grant. At that time, the position is no longer funded and the college is under no obligation to continue to employ the person in that position. However, the college may strive to find other positions within the organization to which the unfunded person may apply.

Prior to current practices, if a grant-funded position was not advertised as temporary, then when the grant expired, the position was eliminated but the person in that position continued to be an employee and must be treated in accordance with the contract.

With temporary faculty positions the situation is more complex and regulated by Education Code. If there is the possibility that the person hired into such a position may continue longer term, then it is advisable to follow the regular hiring procedures and use tenure-track evaluation procedures. Always consult with HR for advice on the specific instance.

Who makes recommendations for replacement positions - PBC or Cabinet?

Both Cabinet and PBC make recommendations to the President.

How are CSEA and Academic Senate notified of vacancies?

The managing administrator and/or HR notifies CSEA and/or Academic Senate.

Do detail positions fall under the process for temporary/grant funded positions?

Detail positions are not included in this process. A detail is a temporary reassignment from an existing position and has defined start and end dates.

Must all new positions be first proposed in Program Review? 

Program review does not require the inclusion of new position proposals; it is not mandatory that a new position proposal be accompanied by a program review with the position identified. However, it is always beneficial to use program review to identify staffing needs. Program review data, analysis and planning objectives from Program Review should be considered when justifying a new position proposal.

Is there a plan to institutionalize grant or categorically funded positions that have been around a long time?

Grant- and categorically-funded positions must go through the new position process if they are to be permanent.

Are decisions about administrator vacancies treated differently than staff and faculty vacancies?

The vacancy process applies to administrator, faculty and staff positions.

What is the process for deciding to place an “interim” employee in a vacant position?

PBC is not involved with the decision to place an interim in a vacant position. However, if the vacancy is to be permanently filled, that decision must follow the approved vacancy process.

Why do PBC co-chairs review proposals to create temporary positions?

It is helpful to have multiple perspectives when committing college resources to any position, even temporary positions. When a fund 1 position is temporary, it reduces the number of permanent positions that can be filled. Faculty and staff ought to understand why a position is to be temporary rather than permanent.