LAST UPDATE:                         MAY 2002                      

RATIONALE:     The following are procedures for departments to follow for filling staff positions                          

POLICY: 

PERSONNEL REQUISITION FORM

The department head must complete the "Personnel Requisition" form (see Appendix):

POSITION TITLE: Insert title which the University Human Resources Department has approved.

DEPARTMENT NAME: Insert department name and number assigned to the department.

EMPLOYEE GROUP/GRADE: Insert classification group code and grade (e.g., AP/IC BAND: M, C-7) if applicable.

DATE REQUIRED: Insert date the department wants the employee to begin. Avoid terms such as "as soon as possible" and "no later than".

WORK SCHEDULE: Place an X in front of the appropriate work schedule description. FT/Reg = full time regular - an employee working 40 hours per week (37.5 for Food Service) and in a position without an end date. FT/Temp = full time temporary - an employee working 40 hours per week in a temporary position with an end date. PT/Reg = part time regular - an employee working between 20 and 39 hours per week in a position without an end date. PT/Temp = part time temporary - an employee working less than 40 hours per week in a temporary position with an end date. Casual - an employee working 19 or less hours per week in a position without an end date.

SHIFT

FROM: Start time of shift.

TO: End time of shift.

NUMBER OF HRS/WK: Number of hours per week employee will be scheduled to work.

PAY RATE: Rate of pay associated with the position. Circle how often to be paid. Hour = hourly rate, month = monthly rate, year = annual rate, period = total amount for a specified time period (to be explained in remarks area). The salary or hourly rate must be reviewed and approved by University Human Resources and the Budget Office prior to posting, offer or advertisement. If pay rate is not known, contact the Benefit and Compensation office or leave blank.

BUDGET AMOUNT: Amount budgeted for the position.

SOURCE OF FUNDING: List the org number and pooled account, if sufficient dollars for this individual are not available from a funded vacant position.

POSITION/LOCATION - BUILDING & ROOM:  Room number and building where employee will be working.

PHONE:  Telephone number where employee will be working.

HIRING SUPERVISOR:  Person the employee will report to for interviewing.

PHONE: Telephone number of hiring supervisor.

LABOR DISTRIBUTION/ List each org, its respective account, ACCOUNT PERCENTAGE: and the percentage of pay to be charged to that org. All percents are to be listed as whole numbers (no decimals).

REASON FOR RECRUITING

REPLACING: Name of person employee will be replacing. If another employee is being replaced, identify the individual and insert applicable information next to these headings: "resigned effective", "transferred effective", "retired effective", and "other" (some other reason why the individual is unavailable for work and the effective date).

NEW POSITION: Date new position was approved and by whom.

TEMP. REQMT: Date temporary position will expire.

WILL EXPIRE ON: Required for all temporary positions.

QUALIFICATIONS FOR POSITION: Description of position to be filled and any specific requirements (Indicate training, abilities, special qualifications, education requirements, skills, and testing needed to fill).

REMARKS: If position is temporary or casual and will not be posted, please enter name of candidate to be hired.

Explanation of period pay if applicable.

Explanation of any other information supplied on form.

Any additional information regarding candidate or position.

APPROVALS: The department head must sign and date the requisition and see that the other "approval" signatures, including the following are obtained prior to the requisition being approved by University Human Resources.

DEPARTMENT HEAD (Chairperson, department head, unit manager),

ADMINISTRATIVE HEAD (Dean, director).

VICE PRESIDENT, GRANT OFFICER

(only if on a grant account).

ESTABLISHING JOB SPECIFICATIONS :  The department head and/or hiring supervisor and the Benefit and Compensation Services will develop job specifications.

JOB POSTING:  Employment Services is responsible for preparing the job posting.

ADVERTISEMENTS:  The department is to work with Employment Services on developing job advertisements. University Human Resources must review, approve, and place all ads for staff positions.

CRITERIA FOR SELECTION:  The department provides University Human Resources with written selection criteria that will be used for evaluating applicants. (University Human Resources will provide assistance upon request.) When appropriate, University Human Resources will review the written criteria with the Office of University Diversity & Compliance. Criteria must be received prior to departmental screening of applicants.

APPLICATIONS:  All job applicants must submit applications to University Human Resources. University Human Resources maintains applicant records and does an initial screening of applicants. University Human Resources provides the hiring department with copies of the applications of all qualified applicants.

DEPARTMENT SCREENING OF APPLICANTS:  The department is to review the applications of all applicants who meet the minimum qualifications and select a reasonable number of applicants for interview.

It is the department's responsibility to inform Employment Services of the basis (standards) on which the department selected applicants for interview.

INTERVIEWING APPLICANTS: Interviews are arranged through, or in conjunction with, Employment Services.

Interviews for administrative and professional positions are scheduled by the department. For each interview the department creates a written record of the interview including ratings on selection criteria, and reason for salary.

SELECTION:  Before any applicant is notified of the results of the selection process, the department is to inform Employment Services  of its recommended applicant and provide University Human Resources with appropriate supporting documentation that the selected applicant is best qualified according to the pre-established criteria.

Employment Services evaluates the selection and supporting documentation and forwards to University Diversity & Compliance for approval. Employment Services makes the official job offer to the applicant. All proposed salaries and/or hourly rates are reviewed and approved by the Benefit and Compensation office prior to an offer. The department does not make the job or salary offer or commitment to the applicant.

PHYSICAL EXAMINATION:  All candidates for university staff and most temporary positions are required to pass the University approved physical examination before employment.

EMPLOYMENT FORMS:  New employees must complete their employment forms (I-9, Employment Application, etc.) prior to the start date. These forms are to be completed in Employment Services of University Human Resources. Official transcripts are required of applicants who have received a college degree.

TRANSFER DATE:  When an employee accepts a promotion or transfer within the University, the exact date of transfer should be mutually arranged between the employee's current and future supervisor. When transferring, the amount of notice a staff member gives should be based on the type of position the staff member is leaving. Administrative/Professional employees are expected to provide from two (2) to four (4) weeks notice. For other regular positions, employees are expected to give at least two (2) weeks notice to the employee's current department, unless an earlier move is agreeable to both departments.

PERSONNEL FILES:  University Human Resources is charged with the maintenance of official employment records of all staff employees. An employee may inspect the contents of her/his personnel file during the University's normal business hours by filing a written request for reviewing the file. Requests are generally honored within twenty-four (24) hours.

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