| Procedure Number: 101 | Effective Date: 08/01/73 |
| Title: Classified Staff Recruitment and Selection | Revised: 07/01/97; 03/15/05 |
| Approval Date:04/19/06 | President’s Signature: |
I. NOTICE OF VACANCY
A. In all instances, a “New Employee Requisition Form” shall be completed by the requesting department head/supervisor and forwarded to their respective division Vice President for the purposes of obtaining an authorization review by the President’s Council. All positions must obtain an authorization review prior to being filled. Positions will not be approved, posted, or advertised without a properly completed requisition. The requesting party is to check the job description block on the requisition form if duties have changed since last position description was completed. Requisitions should be submitted early as approval and review of the position does take time to properly complete.
II. REVIEW OF JOB DESCRIPTION AND/OR “PIQ” FORM
If the most recent position description form on file is inaccurate, a revised “PIQ” shall be outlined by the Supervisor or Department Head. Human Resources then will review the position for proper classification and title prior to posting or advertising the position.
III. SOLICITATION OF APPLICANTS
In general, all approved job vacancies shall first be posted campus-wide. The posting shall correlate to the state-approved Classified job data line and the most recent position description in terms of job functions and duties. Any deviations from the state-approved data line or PIQ shall be listed in the form of “preferences” rather than requirements. The posting shall be displayed on various campus bulletin boards for a period of 10 consecutive work days. A campus “E-mail” distribution shall also be made. A record of all employees expressing in-house interest shall be kept in the job file for each vacancy notice posted. Notification of interest shall consist of an employee completing a Job Posting Application (cover letters and resumes may accompany the application although this is not a requirement).
B. After the campus-wide posting period and/or, if no qualified internal job candidates have been identified by the campus-wide posting period, then the job vacancy will be advertised external to the campus. External advertising may be conducted simultaneously with internal posting, so long as qualified, in-house applicants receive first consideration for all non-exempt positions. External advertising shall be directed at complying with EEO/AA commitments and directed at market areas providing maximum yield. Rules of thumb for external advertising are: non-professional positions shall be advertised locally only; professional positions shall be advertised locally and in a reasonable recruiting area. All external advertising other than local usually will include at least one minority publication source (but not necessarily a newspaper source) depending upon internal utilization of specific job groups.
IV. PRELIMINARY SCREENING BY HUMAN RESOURCES DEPARTMENT
A. The Human Resources Department shall initially divide applications received into qualified and non-qualified categories. Non-qualified applications shall be retained in a “N-Q” sub-section for the particular job file.
B. The Human Resources Department shall determine each applicant’s years of experience in a specific job title or general field and the applicant’s formal or practical training in a specific job title or general field from information provided on the applications and, in the case of internal employees, also from their employment file. (The same standard shall be applied to all applicants for the vacancy.) The Human Resources Department likewise shall determine the applicant’s equivalencies to education and experience where this is necessary to determine a candidate’s qualifications. Whether the University will consider equivalencies must be stated in the position advertisement / posting.
C. The Human Resources Department shall determine if specific job duty competencies exist for each applicant. The major duties of the position shall be identified. Levels of competency are: 1) actual performance in a previous, paid position; 2) actual performance of similar duties in a previous, paid position; 3) evidence that competencies in the major job duties could be achieved quickly and with reasonable direction; 4) no evidence that the applicant could perform the job duty competently.
Competency shall include experience, education, and demonstrated ability through a variety of means and shall be defined as being able to perform properly the position’s duties and responsibilities.
D. The Human Resources Department shall rank the top five (5) qualified applicants in terms of training, experience, education, and evaluated competence from highest to lowest.
E. Certain positions may require a qualified job candidate to supply a certified transcript, either prior to or in conjunction with, a job interview. If credentials have been misrepresented the applicant shall be disqualified from further consideration.
V. INTERVIEWING
A. The employment interview is designed to determine applicant suitability for the position based on applicant responses to interview questions. The University defines suitability in this context as: displays proper knowledge and skills necessary to do assigned work effectively; demonstrates sufficient capability to work cooperatively with others; exhibits satisfactory personal appearance; displays reliable work habits and work attitudes to attend work regularly; represents receptivity to new job requirements; and uses sound judgment in making work decisions common to the position.
The Human Resources Department shall identify a list of qualified applicants. Each candidate will be ranked in terms of training, experience, and ability. If any of the applicants selected for interviews are internal applicants and the position is classified non-exempt, those applicants must be interviewed prior to interviews for external candidates. Interviews shall be scheduled for supervisors and department heads by the Human Resources Department. The supervisor or department head shall interview the candidates for the position in conjunction with a representative from the Human Resources Department.
B. In cases where very few or no qualified applicants exist, the University may re-advertise the position. When determined necessary or otherwise desirable, the position shall be re-advertised both internally and externally as if the process were starting over.
C. As necessary, the Human Resources Department shall mail all external interview candidates a parking/visitors permit and parking instructions, a campus map, a current description for the position, and the name(s), title(s) and locations of the person(s) who will be conducting the interview. All internal interview candidates shall receive personal notice of the time, location, name(s), title(s) of person(s) conducting the interview and a description of the duties for the position.
D. After the job interview, a representative of the Human Resources Department will meet with external applicants to review benefit and compensation questions the candidates may have, consistent with the outcome of the interview and suitability of the candidate.
E. Incomplete, inaccurate, or untimely applications shall be disqualified from further consideration. applicants are solely responsible for submitting complete, accurate, and timely applications.
F. The preferred type of interview is the committee interview. This format provides for a group of individuals selected by and including the supervisor or department head to interview candidates. The committee shall typically be no larger than three to five, and members shall have knowledge of, or working relationship to, the position for which the applicant is being interviewed. The supervisor or department head of the area typically chairs the interview committee.
1. Second interviews for candidates who already have been interviewed once may be requested by the search committee chair. Second interviews shall be scheduled through the Human Resources Department.
2. In any event, the interviewer(s) must complete an “Interview Analysis Form” for each candidate interviewed and return the form to the Human Resources Department for the job file (see attached form).
VI. SELECTION
The supervisor/department head or the interview committee shall recommend the hiring of the candidate who is judged most suitable for the position, based on each candidate’s qualifications and responses to interview questions. A second most suitable candidate shall also be identified whenever possible. The Human Resources Department shall be notified of the recommendation(s) promptly in writing. The Human Resources Administrator will review all hiring recommendations with regard to ensuring the University’s Affirmative Action commitments have been met and will participate in the final approval of all offers of employment.
VII. REFERENCE CHECKING
The Human Resources Department shall check at least two of three references for the primary candidate identified. The Human Resources Department shall also contact the most recent employer as well as one other previous employer, where the candidate has had previous employers. If adverse comments are received, all references and all previous employers shall be contacted. If satisfactory references are received, the primary candidate shall be offered the position. If the primary candidate’s references raise concerns for the selection process, a meeting shall be arranged expeditiously between the Human Resources Administrator and the supervisor, department head, or committee. Subsequent to discussion, a decision shall be made either to move to the second candidate and commence his or her reference checking process or to afford the primary candidate a forum to rebut or explain the matter which is presenting the concern. All reference checks shall be conducted by phone with written documentation. A credit report and/or criminal background check may be required for certain positions with the University such as those which handle cash or are required to be in contact with minors. In the event a candidate is not selected for the position as a result of an unsatisfactory credit reference/report, said candidate shall be notified in writing as required by law.
VIII. OFFER AND ACCEPTANCE
When a candidate is extended an offer of employment, the Human Resources Department shall extend the offer. The offer shall contain all terms and conditions of employment, including an anticipated starting date. If the candidate rejects the offer, a counter offer shall be discussed with the supervisor or department head and other appropriate officials, or the second candidate will be extended the offer. When a candidate accepts a position, the supervisor, department head, and/or chair of the selection committee shall be notified promptly of the starting date of employment.
IX. RECORD OF THE RELATIONSHIP
When the candidate accepts the offer and all its terms and conditions, a letter confirming the acceptance shall be issued to external candidates. Such letter shall be issued by the Human Resources Department. Letters shall be sent with duplicate originals with instructions to sign and date each, retain one copy, and promptly mail the other back to the Human Resources Department in the self-addressed, stamped envelope. Once returned to the Human Resources Department, the signed duplicate original shall be placed in the new employee’s employment file. Successful internal candidates are notified by phone with a follow-up memorandum.
X. NOTIFICATION OF OTHER CANDIDATES
When the offer letter is returned to the Human Resources Department, letters shall be mailed to all other applicants informing them that another applicant was selected for the position and informing them of the file status of their applications. A file copy of these letters shall be placed in the job file. Unsuccessful internal candidates will be notified by internal memorandum.
XI. RETENTION OF APPLICATIONS
A. The University solicits applicants for specific job openings as they occur. New applications must be completed for each specific job opening. Applications will not be distributed unless a specific approved job vacancy exists. No applications will be accepted that specifies “anything” as a job preference. Only in very limited cases may the University consider applications previously submitted for a subsequent identical job vacancy. If the following special limited conditions exist, the University may reconsider applications previously submitted:
1. The previous job search was less than one (1) year old and the application was previously submitted for the same position.
2. The former applicant(s) being considered was (were) fully qualified and/or interviewed during the previous search.
B. In all cases where the University reviews previous applicants, as outlined above, qualified minority and female applicants from the previous search pool must be reviewed and afforded consideration consistent with the Affirmative Action Plan of the University.
