Appendix J
Staff Prioritization Process
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General
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Staff positions are requested through Program Enhancement Plan Updates (PEP-Ups)/Program Review Updates (PRUs) and can be funded by either unrestricted, categorical, and grant funds. Programs, departments, Schools and administrative units submit PEP-Ups/PRUs (for definitions, please refer to Section XII or Figure 1 of the CPC Handbook).
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Membership of Prioritization Committee (12):
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Leadership (6) including the Administrative Co-Chair as assigned by the President
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Faculty (4) including the Faculty Co-Chair as appointed by the Academic Senate
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Classified Staff (2) as appointed by CSEA
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Process for Staff Prioritization
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Each academic year, as part of the Program Enhancement Plan Update (PEP-Up)/Program Review Update (PRU) process, program areas will submit requests for classified staff positions.
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When possible, the Budget Sub-Committee will communicate potential resources.
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Each year, prior to the evaluation of the classified staff position requests, members of the Prioritization Committee will meet to clarify expectations and be trained (normed) in using the criteria. Data will be used as much as possible in evaluating the requests, but as every program is different, many factors must be considered. Not all criteria are hierarchal in nature.
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The Prioritization Committee will review the criteria and/or data from the classified staff requests and will evaluate each request on the basis of the specified criteria (see Criteria). Also, the Prioritization Committee will be reviewing PRUs as it relates to staff requests.
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In the event that the Prioritization Committee needs more information, the co-chairs of the committee may ask for a representative from the department in question to come forward to answer questions about the position; however, no presentations will be made.
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The initial ranking will be done by ballot as follows: each member will assign a ranking of high (5), medium (3), or low (1) to each position requested based on the criteria list for staff prioritization.
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Once the draft list has been completed, any member of the Staff Prioritization Committee can suggest an override of a ranking. Overrides are permitted when a supermajority (8/12 of the committee members are required) votes to re-rank a single position so that it is placed in the high list.
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Once a prioritization/replacement list is completed, it will be presented to the following committees as information items:
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Budget Sub-Committee – recommend available resources
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College Planning Council – responsible for reviewing the progress and accomplishments of the units and committees
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College Superintendent/President – the Superintendent/President makes the final decision. If he or she should override any of the ranked/replacement positions, he or she must present a written explanation of that decision to the College Planning Council within one month.
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Timeline:
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By March 15
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Program areas fill in staff requests as part of the Program Enhancement Plan Update/Program Review Update.
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Late March
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All classified staff requests are ranked in three (3) tiers (high, medium, low).
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All lists will move forward to the Staff Prioritization Committee. The committee will prioritize the high requests.
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April
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The Staff Prioritization Committee will rank the requests from the high lists.
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All lists (the ranked high list from the Staff Prioritization Committee and the medium and low lists) will be forwarded to the President.
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May through September
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President announces funded staff position(s).
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Funded equipment or staff positions will be announced.
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Staff and equipment will be purchased as funds are identified beginning the fiscal year July 1st.
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Both the equipment and staff positions will remain as living lists throughout the fiscal year and can be funded as funds become available or identified.
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*The PEP-Up/PRU should be discussed in a department meeting with staff, faculty, and the respective leadership representative.
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When Not to Use the Prioritization Process
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Classified staff positions identified below do not need prioritization ranking. For classified staff positions identified above, the Vice President of the area must complete a Request for Recruitment Form (Appendix K) to be submitted and considered for approval at Executive Cabinet.
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Replacement
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If there is a vacancy in a classified staff position, the position can be filled as soon as possible with the understanding that management has the right to determine staffing patterns and the kinds of personnel required.
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If the replacement is set aside temporarily (due to fiscal constraints or other institutional needs as determined by the president/superintendent) that position shall be hired in the next hiring cycle unless extenuating circumstances exist. (See Process, step 8)
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Categorical
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Categorical funded classified staff positions that are identified in a Plan (e.g., Student Equity, SSSP, etc.) that has been approved by the District does not need to be ranked through the prioritization process as the institution has already determined, via the approved Plan, the need for such position.
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Grant Funded
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Grant-funded classified staff positions that are identified in a grant application that has been approved by the District does not need to be ranked through the prioritization process as the institution has already determined, via the approved Grant Proposal Concept Form, the need for such positions.
