When the Project Director begins to spend grant funds for hiring personnel, they must follow District Board Policies and Administrative Procedures. Forms and additional information can be found at the Human Resources link in the Downloads in the SMCCCD Portal.

Faculty 

Board Policy 3.15

Employment Requirements  
Administrative Procedure 3.05.1 Minimum Qualifications and Equivalencies to Minimum Qualifications  
Administrative Procedure 3.15.3

Faculty Hiring  

Frequently Used Forms

Academic/Administrator Personnel Action Form  

Short/Temporary Personnel Action Form  
   


Classified Staff 

Board
Policy 4.05		 The Classified Service  
Administrative 
Procedure 4.15		 Employment Requirements  
Administrative
Procedure 4.15.1		 4.15.1 Employment Requirements: Identity Documentation, Freedom from Tuberculosis, and Fingerprinting  
Commonly Used Forms Classified Staff Personnel Action Form  

 

Other Employees: Student Assistants, Classified Staff Substitutes, Short Term, and Non-Continuing

Board Policy 4.25 Employees Not Members of the Classified Service  
Administrative Procedure 4.25.1 Employees Not Members of the Classified Service  ;
Administrative Procedure 4.25.2

Student Workers  

Student Assistant Employment Rules  

Student Assistant Employment Training Presentation  
Commonly Used Forms

Classified Short Term Temporary Personnel Requisition Form  

Student Assistant Personnel Action Form  

 

Effort Certification

Effort certification is the process in which the Project Director or other resonsible person attests that salaries and wages charged to a grant or contract source reflect actual work performed in service of the aims of a given project. It assures a funding agency that the agency is being charged only for amounts of effort that directly benefit the project, and that employee compensation being certified satisfies a contributor's effort commitment to the project. Effort certification is also required for certifying personnel expenses that are being used to meet a match/cost share requirement (§200.430). Please contact Nancy Argarin to learn more about how to certify effort.

 

Stipend vs. Salary

Stipend vs. Salary Guidelines  

If you believe that a stipend may be the appropriate method to issue payment, please contact Paul, Judy, or Nancy in Administrative Services for additional guidance and requirements. Please review and obtain email persmission to proceed well in advance of assigning or initiating work, or making any indications of payment, either verbally or in writing.  

Labor Distribution

Any changes in effort that require adjustments in labor distribution must be processed with a Personnel Action Form (PAF).

Labor distribution on permanent personnel is reviewed at least three times per year. It is reviewed during budget development in the spring, fall and spring semester after census by the Grant Administrator. If assignments change at any other time during the year, a PAF must be submitted ASAP to indicate that effort change.