PURPOSE: To hire the best qualified temporary employees in the most efficient and cost effective manner, providing the highest level of job satisfaction possible.

IDENTIFICATION OF NEED FOR TEMPORARY CLASSIFIED EMPLOYEES

1. The College provides two processes for filling a position with a temporary classified employee: (a) temporary classified contract, and (b) temporary employment agency.
   
2. The manager must first determine which of the two processes will better suit the needs of the department/division. If one or more of the following situations applies, using a temporary employment agency would likely be the better choice:

• The need is short term.
  
• The position needs to be filled quickly.
  
• Employee turnover would not create significant problems.
  
• Little or no training is required for the job.
  
• Specific skills commonly provided by agency personnel are required.
  
• No specific candidate has been identified for the short-term job.
  
• A known, competent individual is available through the agency.
  

On the other hand, if one or more of the following situations applies, a temporary classified contract would likely be the better choice:

• The assignment is likely to be of some duration--i.e., months rather than weeks.
  
• There is adequate time to advertise and interview.
  
• The position requires specialized skills not commonly available through agencies.
  
• The position requires substantial training/orientation.
  
• The continuity of the person placed in the position is important.
  
• The manager has identified a well-qualified non-agency prospect.
  

Note: Other criteria being equal, temporary contract employees are generally slightly less expensive to hire than agency personnel.

PROCESS FOR FILLING A POSITION THROUGH TEMPORARY CONTRACT

The Human Resources office is prepared to assist in the recruitment and selection of a suitable temporary contract employee. If the manager desires Human Resources' assistance, he/she should notify the personnel assistant of the temporary contract position to be filled. The message should specify qualifications desired, necessary hours per day, hourly rate of pay, starting date, and approximate length of assignment.

Once the manager has identified an appropriate candidate for the temporary employment contract, the following processes are required:

1. Complete Temporary Employment Agreement (T-3-20).
   
2. Have temporary contract employee complete the following forms: I-9, W-4, Grievance Procedure Receipt Acknowledgment (available from personnel assistant), Emergency Notification Card, and either the South Carolina State Retirement System Enrollment or the South Carolina State Retirement System Non-Election form.
   
3. Have the new employee's supervisor complete the OSHA Compliance form, and provide the employee with a "Safe and Sound" brochure.
   
4. Refer to back side of Temporary Employment Agreement to provide temporary employee detail on the schedule for issuing paychecks.
   
5. Obtain employee signature/date on all required documents.
   
6. Obtain manager/supervisor's and vice president's signatures/dates on Temporary Employment Agreement.
   
7. Forward package to Human Resources for processing.

PROCESS FOR FILLING A POSITION THROUGH USE OF A TEMPORARY EMPLOYMENT AGENCY

The Purchasing Department initiates a college-wide blanket purchase order with two temporary agencies, one primary and one secondary. The Purchasing Department sends a copy of the current State contract with these employment agencies to all budget administrators.

• The manager first contacts the primary employment agency directly to make arrangements for temporary personnel. If the primary employment agency can provide a temporary worker, the manager enters a requisition which includes the following information:
  
  - Name of temporary employee to be hired
  
  - Period of time employee will be hired
  
  - Total number of hours
  
  - Pay rate and position title
  
  - Name of supervisor
  
• Location where temporary employee will be working If the primary contractor cannot provide a temporary employee, the manager contacts the secondary employment agency. The manager includes reasons that the primary contractor could not be used (including name of primary contractor's representative spoken to and date of call) on any requisition for alternate vendors.
  
• If neither the primary nor the secondary agency can provide a temporary employee, the manager enters a requisition for specific requirements and contacts the Purchasing Department. The Purchasing Department then makes the procurement in accordance with the South Carolina Procurement Code.
  
• Purchasing then transfers requisitions for temporary services to the blanket purchase order for the state contract vendor(s). If at any point during the contractual process there is a need to change the purchase order, the manager notifies the Purchasing Department via electronic mail. Changes may include, but are not limited to, the following: period of time to be worked, the individual chosen, and last date to be worked by the previous temporary employee.
  
• The Accounts Payable Department compares the temporary employee time cards with the purchase order and pays appropriate invoices. If there are discrepancies between the purchase order and the invoice, the Accounts Payable Department contacts the manager to discuss resolution of discrepancies prior to payment to the agency.