Employment Procedures

Share Share
 |   E-mail  |   Print  |   Text Size
TOPIC: Employment Procedures
EFFECTIVE DATE: 1 November 2000
UPDATED:
 23 May 2011
Approved By: Senior Staff
Policy Number: 203

POLICY

The recruitment, selection and hiring of new employees is a joint responsibility of the department in which the vacant position exists and the Human Resources department. The recruitment, selection and hiring of new employees shall be conducted in accordance with the University’s Equal Employment Opportunity Policy.

FORMS/RELATED POLICIES

Personnel Requisition Form (.pdf)
Background Check Release and Authorization Forms (Credit Release)(Criminal Release)(.pdf's)
Position Vacancy Notice Form
Payroll Change Form (.doc)
Termination Report
100 Equal Employment Opportunity
202 Employment of Relatives

PROCEDURE

  1. Personnel Requisition Form: When seeking to fill a newly created or vacant position within a department, the hiring manager of that department must complete and submit a Personnel Requisition Form signed by the VP/Provost to Human Resources.

    1. When seeking to fill newly created positions, a preliminary job description must be attached to the Requisition Form.

    2. When seeking to fill existing vacant positions, a Termination Report and, if applicable, an employee resignation letter should accompany or precede the Personnel Requisition Form.

  2. All executive and management positions shall be filled through a search conducted by a search committee. All other administrative or professional positions may be filled through an abbreviated search to expedite the process.

    1. Search committee: minimally includes hiring manager and individuals from both within and outside of the department.

    2. Abbreviated search: includes hiring manager and individuals from within the department.

  3. Human Resources will prepare the Position Vacancy Notice listing the title, essential job functions and responsibilities, and minimum qualifications. It will be distributed via email to the campus community, posted on the university web site and may be advertised externally, including notification to agencies as needed.

  4. Human Resources will determine the timing and placement of advertisements in consultation with the hiring manager.

  5. All resumes, employment applications and other materials submitted as part of the application process will be submitted to Human Resources and will be accepted in either electronic or “hard copy” form. Human Resources will perform an initial screen of all applications received and will acknowledge receipt of resumes/applications. Applicants who possess the minimum qualifications for the position sought will be forwarded to the hiring manager for review and consideration. The hiring manager will determine which candidates will be selected for an interview.

  6. Reference checks will be performed by Human Resources and/or the hiring manager to assist in the hiring decision. Job history will be checked by contacting Human Resources at each employer for the lesser of the past seven years or applicant’s employment history as listed on the employment application or resume.

  7. Once a final candidate is selected by the hiring manager, the hiring manager will complete a Payroll Change Form for the President’s approval. This approval must be obtained prior to a final offer being extended.

  8. When an offer has been made and accepted, Human Resources will create a letter of appointment for the President’s signature. The appointment letter will include the Background Check Release and Authorization form.

  9. The Background Check Release and Authorization form must be returned to Human Resources along with the signed appointment letter. No employee may begin employment until the criminal background check has been completed, except as authorized by the jurisdictional Senior Officer.

  10. All interview and selection forms and interview notes must be forwarded to Human Resources along with copies of resumes, applications and other materials submitted by the applicant and considered or reviewed.

  11. Human Resources will notify unsuccessful candidates after the vacancy has been filled.

  12. The hiring manager will schedule an appointment for the new employee to meet with Human Resources on the first or second day of work to review benefits, and to complete necessary paperwork, including the I-9 form.

  13. Human Resources will coordinate a meeting between the new employee and their New Employee Mentor. The Mentor is an individual from another area of the University who acts as a mentor, guide and resource during the new employee’s first year of employment.

Questions regarding this policy should be directed to Human Resources.