1. RECRUITMENT OF NEW STAFF

 

Procedure and Process

Requirement

Duration

Action By

I

Director puts request for recruitment of staff to DVC (Admin)

Staff needs analysis

Staff establishment

 

Director

II

DVC (Admin) examines and authorizes/ declines recruitment

Staff establishment

2days

DVC (Admin)

III

Advertisement is prepared as per basic requirement for eligibility

Job description for position to be advertised

1week

Human Resource Manager

IV

Advertisement is placed in local dailies or internally (Where applicable)

Budgetary provision to support advert

2days after approval

Human Resource Manager

V

Applications received, filed and summarized

Copies of applications

2weeks

Human Resource Manager

VI

Applications taken to Director for Short listing

Summarized list & original folder

3 days after closing date

Human Resource Manager

VII

Shortlist returned to Administration

Minutes of meeting & Original folder

1 week after receipt

Director

VIII

Appraisal by relevant committee

Minutes of meeting & Original folder

1week after returns

Registrar Admin

IX

Appraisal report submitted to the VC/ DVC (Admin) for approval and setting of interview date

Committee Report

1 day after receipt of report

Registrar Admin

X

Short listed candidates invited for interviews

Letter of Invitation

1day after approval of date

Human Resource Manager

XI

Interview of Short listed

Interview Panel

 

DVC (Admin)/ Reg (Admin) & HRM

XII

Appointment letters prepared & dispatched to successful candidates and unsuccessful candidates informed accordingly

APC Minutes

3 days after signing of minutes

Human Resource Manager

XIII

New staff report to take up appointment

Induction

Within 3 months of Appointment

DVC (Admin)/ Reg. (Admin), Director

 

2. INDUCTION OF EMPLOYEES

 

Procedure and Process

Requirement

Duration

Action By

I

New employees report to the Campus Director

Show an authentic letter of appointment

Within 3months of appointment

Responsible officer

II

New employees given relevant induction material and staff movement advice form

Program of induction

Action within 30 minutes

Director

IV

Signing of staff movement advice and forwarding the same to finance officer

Program of induction

Action within 1 hour

Director

V

Orientation at departmental level as per plan

Program of induction

Not more than one week

Director

VI

Drawing and signing of job description

Program of induction

Within the first week

Director

3.PROMOTIONS

 

Procedure and Process

Requirement

Duration

Action By

I

Applications received from staff wishing to be considered

Applications, CVs and Copies of certificates and publications (where applicable)

Continuous

Candidates

II

Applications compiled, summarized and acknowledged

Promotion Criteria

Continuous

Director

III

Appraisal by Campus Staff Promotion Committee

Approval by Director

Twice a year

Staff Promotion Committee

IV

Processing of appraisal reports and reply to staff who do not meet promotion criteria

Promotion Committee minutes

1 week after PAC meeting

Director

V

Appraisal report submitted to Registrar Admin for further action

 

Within 2 days after committee meeting

Director

V

Interviews conducted as per minutes

Minutes from Campus Committee reports

2 weeks after approval by VC

DVC (Admin) R.(Admin)/ HRM

VI

Appointment on Promotion/ Regret letters

 

3 Days after signing of Minutes

 

4.RENEWAL OF CONTRACT

 

Procedure and Process

Requirement

Duration

Action By

I

Application for renewal of Contract to DVC (Admin) through Director

Application, CV & Certificates

6 months before expiry

Candidate

Director

II

Compilation, summary in readiness for renewal meeting

Application, CV & Certificates

Continuous

Registrar Admin

III

Setting of date for renewal of contracts

Approval by VC

Twice a year

DVC (Admin)

IV

Presentation of case to Contract Renewal Committee for interview or consideration

Approval by VC

2 weeks after approval

Human Resource Manager

V

Dispatch of letters of renewal/ regrets

Committee Minutes

3 days after signing of minutes

Human Resource Manager

5.TRAINING

 

Procedure and Process

Requirement

Duration

Action By

I

Training needs proposals

Justification and budgetary provision

At least 3 months before date of commencement of training

Director

II

Training needs analysis

Candidates credentials

Within 2 months of receiving training proposals

Director

III

Training budget proposals

Budget proposals

At least 3 months before the start of financial year

Director

IV

Training proposal/budget harmonization

Budget proposals

At least 2 months before start of financial year

Director

V

Training budget approval

Budget

Atleast one month before start of financial year

MB

VI

Identification of training providers

Atleast 3 bidders per module/course

At least 3weeks before course commences

Selection Committee & MB

VII

Selection of potential trainees

Must meet the basic requirements on need basis

Atleast 1 month before course commences

HRM/HOD

VIII

Training Report

Do a summary of course achievement

Within a week after course

Trainees