1. REQUEST FOR PERSONNEL ACTION PACKET SHOULD INCLUDE THE FOLLOWING: 

1. New Hire

• Online application form - fully completed and signed

• Resume optional

• SACS Review Form for Full-time and Part-time faculty, signed by Academic Dean

• Official transcripts from all Colleges and/or Universities attended or 2 letters of competency (for specialized areas not requiring a degree, but where a certificate may be granted, i.e. Correction Officers, Firefighters)  (see item #7).   All Colleges must be accredited by a regionally accredited institution or a foreign equivalent university 

• Foreign transcripts: New employees must submit an official transcript with an original or a notarized copy of a certified translation and evaluation from a designated NACES (National Association of Credential Evaluation Services) list of evaluators.  The evaluation must be a course-by-course translation in the English language

• Three (3) current letters of work-related reference (fax and email acceptable) (Reference Verification form). No personal letters of reference will be accepted.

• Resident card or On-Campus work permit and I-20, if applicable 

• FT Salary as approved by HR or PT rate recommendations from hiring supervisors - these recommendations will be reviewed by HR in an effort to maintain compensation equity college-wide

• Start Date - If temporary position, must include end date
• Direct deposit form

2. Promotion

• Official transcript/s from Colleges/Universities attended (same as above, if it is not already in the employee's file)

2. ALL FULL-TIME REQUESTS FOR PERSONNEL ACTION MUST BE SIGNED AS FOLLOWS: 

• Signature from originating department

• Signature from Dean/Division Director/School Director (as appropriate)

• Signature from Campus President/District Area Head or designee

( Part-time Requests for Personnel Actions - require two of the above signatures)

3. TIMELY PROCESSING OF REQUEUSTS FOR PERSONNEL ACTION:

• To ensure prompt action, please verify the following information in Section A, B, C, D, & E of the Request for Personnel Action.
• To ensure timely processing of Requests for Personnel Action, please refer to MDC's annual Request for Personnel Action deadline schedule. 

4. Requests for Rate Changes - REQUESTS FOR PERSONNEL ACTION must include:

• Written explanation from hiring supervisor outlining the rationale for the request, e.g. job content changes, additional degrees/certifications

• A bullet summary detailing added responsibilities and job content changes is required with the supervisor's rationale for the rate change request

• If request is based on education criteria, an official transcript identifying conferral of a degree must be on file or submitted to Human Resources in an envelope sealed by the institution granting the degree.

• If approved, Clerical/Technical (Staff)/Hourly Non-Instructional (HRLY-NIE) rate adjustment will be effective with the next payroll period following the date of receipt of rate change request in HR

• The point limitation for part-time instructors teaching credit/non-credit courses is a maximum of 108 points per academic year (Limitation of 45 administrative task points is included)

• The point limitation for Staff/Non-Contractual personnel (PENC/SNE), grades 1 - 15 teaching credit/non-credit courses is a maximum of 60 points per academic year.  Non-instructional administrative task points are limited to 45 points for exempt employees only.

• Professional/Contractual personnel (PEC) teaching credit/non-credit courses are limited to a maximum of 36 points per academic year (Levels 18-25 are limited to a maximum of 24 instructional credit/non-credit points and administrative task points are not allowed)

5. Restricted (Fund 2) REQUESTS FOR PERSONNEL ACTION:

• For new grants (Fund 2), attach a copy of the approved Account Assignment Document verifying funding, account #, and grant dates (See Finance Procedure #3092).
• In case of an existing grant, indicate name of previous employee and social security number in Section F of the Request for Personnel Action.
• Grant (Fund 2) accounts will be verified with Special Accounts Management Department  

6. Incomplete File Status:

• A Part-Time employee terminated due to an incomplete file is not eligible for rehire until the individual's file has been completed. A Request for Personnel Action received to rehire a part-time employee with an incomplete file will be returned to the originating department. After completion of the employee's file, the department may re-submit the original Request for Personnel Action for processing.

7. Guidelines for Preparation of Letters of Competency:

• A written letter/statement by a manager serving in a supervisory role over the individual 
• Prepared on employer's letterhead
• Addressed to Miami Dade College
• Be an original document
• Attest in a specific and detailed manner as to the individual's skill level and competency in field
• Contain dates of employment and relationship of writer to individual

When letters of competency are required, they must be accompanied by standard reference forms/letters. Reference letters and reference forms are general in nature. They address, reliability, dependability, punctuality, attendance, character, skills and ability.

8. Request for Task Assignments - RPA must include: (This applies only to the Professional (PEC), Instructional (J1) and Staff (PENC) pay calendars identified in the salary schedules as "Exempt" FLSA status (not eligible for overtime compensation). Employees on the Classified (SNE) pay calendar (non-exempt) are not eligible for task assignment, and must be paid at the overtime rate for hours greater than 40.

The following information must be on the RPA:

• Start and end date of Task Assignment*
• Total points awarded for Task Assignment
• Brief Summary of Task Assignment*
• Must follow signature process described under Item #2*
• Task points are limited to a maximum of 45 points or $4,500 per Academic Year; Professional Positions, Levels 18-25, are not eligible for Task Assignments

9. FOR CURRENT EMPLOYEES -  Request for payment of Additional Days during Non-Scheduled Work Days/Work Hours: RPA MUST INCLUDE THE FOLLOWING: (This applies only to the Professional (PEC), Instructional (J1) and Staff (PENC) pay calendars identified in the salary schedules as "Exempt" FLSA status (not eligible for overtime compensation).

• Date of additional non-scheduled work days/work hours*
• Start and End time of hours worked during non-scheduled days*
• Total hours worked per day/period*

NOTE:

• Request for Personnel Action will be used as a payroll document for payment of additional non-scheduled days worked
• Must follow signature process described under Item #2
• Payment for non-scheduled days of work is limited to 7.5 hours (PEC/PENC) and 7.0 hours (J1).

On the Request for Personnel Action, use sections D & E to record the information in reference to 8 and 9 above, or attach an additional sheet to the Request for Personnel Action in cases of extended periods of non-scheduled work. Additional non-scheduled days of work shall not conflict with regularly scheduled contractual workdays. Omission of the above information may delay the payment process. No payment will be made for additional hours worked during a regularly scheduled workday.

For additional information concerning Request for Personnel Action processing guidelines and instructions, please contact employment@mdc.edu.

• Go to Request for Personnel Action Form
• Click Here to view Request for Personnel Action Presentation