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GROSSMONT-CUYAMACA COMMUNITY COLLEGE DISTRICT

NANCE ACTION FORM The employment of non–academic and non-classified employees (NANCE) at Grossmont-Cuyamaca

Community College District (GCCCD) is intended to support members of the GCCCD community who

need jobs performed. NANCE positions may be reoccurring from semester to semester, may be sporadic,

or also can be from Fall through end of Summer. These are dependent on student/program needs or

specific contractual obligations that may fluctuate. Managers/Supervisors are required to understand

employment eligibility and disqualifications, and follow all managers/supervisors responsibilities,

including submitting a NANCE Personnel Action Form.

This guideline includes information on how to complete the Personnel Action Form.

NANCE employees may not work more than 25 hours

per week and no more than 8 hours per day.

HOURS OF WORK

EMPLOYMENT ELIGIBILITY

Any employee working in the category of NANCE must

be selected for the position and complete all required

hiring documents prior to the start of work. NANCE

employees may be required to pass a Live Scan

background check and Tuberculosis (TB) assessment.

Live Scan Background Check

Live Scan results are required no later than 10 (ten) days

after approved hire. Live Scan forms can be found online

at Forms Depot. Waived for GCCCD enrolled students.

TB Assessment Clearance

TB assessment clearance is required no later than 10

(ten) days after approved hire. A copy of an approved

NANCE hire form with all required signatures must be

presented to Campus Health Services staff in order for

testing to be administered. Waived for GCCCD enrolled

PERSONNEL ACTION FORM (PAF)

Managers/Supervisors must familiarize themselves

with the Personnel Action Form (PAF) and follow all

hire guidelines. Failure to do so may delay the hiring

process and/or cause the applicant to no longer be

eligible for employment with the District.

The Initiator must complete the PAF at least three

weeks prior to the start date.

A NANCE may be hired for the full academic year.

Subsequent employment into the next academic year

will require a new and completed PAF.

After the PAF is completed, and all required signatures

affixed, forward with completed hire packet materials to

Human Resources.

This guide is advisory only and GCCCD reserves the right to modify, delete, or suspend any provision of this guide without notice.

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GROSSMONT-CUYAMACA COMMUNITY COLLEGE DISTRICT

SECTION A. ACTION REQUESTED

Select New Hire/Rehire when hiring NANCE applicants

who have never been employed by the District or when

rehiring former District employees.

(Refer to Appendix 1)

CHANGE SMARTKEY

Select Change Smartkey if the smartkey on the

employee’s current approved position needs to change

or to end existing smartkeys on the current position.

(Refer to Appendix 4)

NEW HIRE/REHIRE

Select End Position if the student employee is working in

multiple positions with the District and is ending their

employment in one of these positions.

(Refer to Appendix 5)

END POSITION

Select Term Employment if the NANCE employee will be

terminated from all positions with the District. Once the

employee is terminated, they must go through the hiring

process again if they wish to be employed with the

District. (Refer to Appendix 6)

TERM EMPLOYMENT

CONTINUING/RENEW

Available actions when selecting Continuing/Renew:

1. The employee’s position is ending at the conclusion

of the semester but will renew their employment with

the District in the same position the following

semester. (Refer to Appendix 2)

2. The employee is ending their employment in one

position but continuing their employment with the

District in a different position or department.

(Refer to Appendix 3 and 5)

3. A current NANCE employee is hired for an additional

new position. (Refer to Appendix 3)

SECTION B. EMPLOYEE INFORMATION

With the introduction of Workday Onboarding, the accuracy of Section B is crucial to a speedy hiring process.

Section B information will be used to send the employee important hiring information once the hire form has been

approved. Without the correct contact information, Colleague ID number, and units there may be a delay in the

approval and hiring process.

SECTION D. INITIATOR

The person initiating the hiring process is the initiator. It is common for the NANCE employee’s manager/supervisor

to also be the initiator, however initiators may be administrative assistants, and/or other office support staff. In the

event further action is required in the hiring process, the initiator will be contacted.

SECTION C. EDUCATION

Certain positions require a Certificate, AA or BA degree. If the position the employee is hired for has an education

requirement, Section C must be completed. All new hire forms in which the job requires a Certificate, AA, or BA

degree must provide a copy of a resume or the Education Verification form. Please refer to the Salary Schedule for

education requirements.

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GROSSMONT-CUYAMACA COMMUNITY COLLEGE DISTRICT

SECTION E. POSITION INFORMATION

If the PAF is submitted prior to the start of the semester

the start date should be the first day of the semester.

If the semester is already in session, the start date is the

applicant’s projected first day of employment. Please

allow at least three weeks for processing. Although

initiators estimate the start date, the applicant’s first

day of employment may not take place before obtaining

an approval from Human Resources.

START DATE

NANCE employees are limited to a maximum 25hours

per week (0.625 FTE). If an employee is working in more

than one position, it is the department’s responsibility

to track hours worked in each position. A combination

of hours cannot exceed 25 hours per week.

To calculate FTE: Divide average hours worked by 40.

Example: 15 hrs per week divided by 40 hrs = 0.375 FTE

FTE (0.625 MAX)

If applicable, the Timekeeper Reviewer is the person

who will be responsible for reviewing the employee’s

time entry.

Indicate the date the assignment ends, such as the last

day of the semester, intersession or academic year.

TIMEKEEPER REVIEWER END DATE

Hourly pay rates must correspond to the position titles

on the approved Salary Schedule.

Used only when an employee is being terminated from

employment with the District.

TERM DATE HOURLY PAY RATE

SECTION F. SMARTKEY

Up to three smartkeys are allowed per position. A selection must be made between New/Add or End. Both New/Add

and End may not be selected on the same line. An effective date must be included.

SECTION G. STIPEND EMPLOYEES

Section G is required for NANCE employees working as Assistant Coaches.

BUDGET REVIEWER

The Budget Reviewer requirement is dependent on the department requesting the hire process. Please speak to the

appropriate department leadership for guidance.

APPROVALS

Human Resources will only process hire forms that have been approved by the Dean or Director and the Vice

President of the corresponding department, if applicable. Without the appropriate approval signatures the hire form

will be returned to the initiator.

No work is to be performed prior to written approval from Human Resources. If a NANCE applicant is found to be

performing work prior to written approval from Human Resources they will no longer be eligible for employment

with the District.

GROSSMONT-CUYAMACA COMMUNITY COLLEGE DISTRICT

PERSONNEL ACTION FORM APPENDIX

APPENDIX 1

NEW HIRE/REHIRE

New Hire/Rehire should be selected

when hiring applicants who have never

been employed by the District or when

rehiring former employees.

All information in Section B is required.

If there is an education requirement

Section C must be completed.

Section D is always required.

At least one smartkey is required.

Please allow three weeks for processing.

The hire processing time is dependent on

the time it takes departments to route the

form for approvals and submit to HR.

The Start and End Dates are typically the

first and last days of the semester unless the

hire date occurs after the semester start

date.

When selecting a multi-level position,

a position and level must be selected.

A

B

C

D

E

F

!

This example shows when the employee’s position is ending at the end of the semester but will continue their employment in the same position the following semester.

All information in Section B is required.

If there is an education requirement

Section C must be completed.

Section D is always required.

At least one smartkey is required.

Please allow three weeks for processing.

The hire processing time is dependent on

the time it takes departments to route the

form for approvals and submit to HR.

The Start and End Dates are typically the

first and last days of the semester unless

the hire date occurs after the semester start

date.

When selecting a multi-level position,

a position and level must be selected.

APPENDIX 2

CONTINUING/RENEW

A

B

C

D

E

F

!

APPENDIX 3

CONTINUING/RENEW

This example shows when a current student employee is hired for a new position. This example may also apply when adding an additional position.

If a position is ending, a separate PAF is also required. (Refer to Appendix 5)

All information in Section B is required.

If there is an education requirement Section C

must be completed.

Section D is always required.

At least one smartkey is required.

Please allow three weeks for processing. The hire

processing time is dependent on the time it takes

departments to route the form for approvals and

submit to HR.

The Start and End Dates are typically the first and

last days of the semester unless the hire date

occurs after the semester start date.

When selecting a multi-level position, a position

and level must be selected.

A

B

C

D

E

F

!

APPENDIX 4

CHANGE SMARTKEY

Select Change Smartkey if the employee’s

position smartkey needs to change, end or

when adding additional smartkeys to the

current position.

Only highlighted fields are required.

Section D is always required.

When Changing smartkeys indicate the

effective start and end dates on separate

lines.

Please allow three weeks for processing.

The hire processing time is dependent on

the time it takes departments to route the

form for approvals and submit to HR.

Only highlighted fields are required.

When making a change to the position’s

smartkeys only the position information is

required.

A

B

D

E

F

!

APPENDIX 5

END POSITION

If the student employee is working in

multiple positions with the District and is

ending their employment in one of these

positions, End Position is selected.

Only highlighted fields are required.

Section D is always required.

Indicate the date and all smartkeys that will

be ending with this position.

Please allow three weeks for processing.

The hire processing time is dependent on

the time it takes departments to route the

form for approvals and submit to HR.

Only highlighted fields are required.

The End Date is typically the last day of the

semester unless the end date occurs before

the semester end date. HR needs position

information to know which position to end.

When selecting a multi-level position,

a position and level must be selected.

A

B

D

E

F

!

APPENDIX 6

TERM EMPLOYMENT

If Term Employment is selected, the

employee will be terminated from all

positions.

Only highlighted fields are required.

Section D is always required.

Indicate the date and all smartkeys that

will be terminating with this position.

Please allow three weeks for processing.

The hire processing time is dependent on

the time it takes departments to route the

form for approvals and submit to HR.

Only highlighted fields are required.

When terminating employment only the

term date and the highlighted position

information is required.

A

B

D

E

F

!