IS - 2010 Job Vacancies Human Resources
Release Date:  12/24/97
Revision 1:  11/8/00
Revision 2: 4/26/01
Revision 3:  9/26/01
Procedure

1. Recommendation for Hire

Hiring Supervisor

1.1 Complete Part I of the Recommendation for Job Posting/Employment (RJPE) form to post a vacant position, and submit it to Human Resources for review and posting.

Obtain all approval signatures on the RJPE before Human Resources posts the announcement (dean, director, manager, associative vice president when appropriate, appropriate, budget office, and appropriate vice president).

1.2 Attach a memo to the attention of the Human Resources Representative requesting advertising in the newspaper or other media, if deemed appropriate, and cost account number. Attach the memo to the RJPE form.

1.3 Route to Budget Office.

Budget Office

1.4 Ensure that the position is included in the budget.

1.5 Verify the account number.

1.6 Assign the position number and enter on the RJPE form.

1.7 Route the packet to the appropriate vice president.

Vice President

1.8 Review the packet and approve, if appropriate.

1.9 Route the packet to the Human Resources Department.

Human Resources Department/Front Lobby Position

1.10 Date and time stamp the RJPE form.

1.11 Place the RJPE form packet in the appropriate HR team in-box or hand-deliver it to the appropriate Human Resources Technician.

Human Resources Technician

1.12 Review the RJPE for completeness, accuracy and conformance. All new positions must be properly classified by the HR Department.

1.13 Assign a job announcement number and the EEO-6 job code, identifying the position as exempt or non-exempt, and assign the posting dates.

1.14 Develop the draft job announcement so that the Human Resources Representative can review the draft and approve by signing the announcement.

Human Resources Representative

1.15 Review the draft job announcement for accuracy. Benchmark the draft with valid job descriptions to ensure job duties, minimum requirements, preferences, and other employment statements are consistent with employment practices and procedures.

1.16 Sign off on the job announcement , or contact the hiring official to discuss recommended changes to the job announcement.

1.17 Forward to the appropriate Human Resources Technician for posting process.

Human Resources Support

1.18 Enter the application data into applicant tracking database.

1.19 Enter applicant names and numbers onto a transmittal memo and forward the referral application packet to the hiring supervisor.

Hiring Supervisor

1.20 Identify the screening committee, which screens all applications, conducts interviews, and recommends finalists to the hiring supervisor.

1.21 Identify the finalists, obtain the names of at least two supervisory references, and obtain and document the finalists/ references on the Reference Check Guide. 

1.22 Identify the successful candidate.  Extend a tentative offer of employment, and explain to the candidate that the offer is tentative pending approval and is not a final offer of employment.

Dean/Supervisor

1.23 Organize and/or complete the following referral packet contents in preparation to hire the recommended candidate:

  • All applications, resumes, transcripts (where appropriate) and letter of interest

  • Transmittal Memo

  • Documented references

  • Interview forms/notes

  • Screening matrices (where applicable)

  • Justification Memo (required if candidate is brought in above the minimum of rate of pay, Employee Handbook, Section 5, Wage and Salary Policies)

1.24 Complete the bottom section of the RJPE form (Part II), and fill in:

  •  Job number

  • Selected candidate name

  • Employee status

  • Applicable annual or hourly hire-in salary

  • Hiring official's signature

1.25 Route hiring packet with pertinent aforementioned information to the following signatories:

  • Dean, director, manager (associate vice president where appropriate)

  •  Human Resources Representative or designee

  • Budget Office

  • Appropriate vice president

 Human Resources Representative 

1.26  Review the referral/hire packet for the following:

  •   Transmittal memo

  •  All applications have been returned

  •  Interview forms/notes

  •  Documented references on finalists

  •  Copy of job announcement

  •  Screening matrices (where applicable)

  •  Completed RJPE form (part II)

  •  Salary Offer within Wage and Salary Policy 

1.27 Route to Budget Office

Budget Office 

1.28 Review for compliance with budgetary guidelines.

1.29 Approve and route to appropriate vice president for review and signature approval.

Human Resources Technician

1.30 Receive the approved hiring packet and notify the department of an approved recommendation for hire. Extend an official offer of employment to the recommended candidate.

1.30.1 If the candidate declines the offer of employment, obtain and document references of the next top candidate. A tentative offer may then be extended to the next top candidate.  Submit the revised hiring package for review and signature approval (initials only).

1.30.2 If the department prefers, the position may be re-announced by contacting Human Resources. The department may go back into the pool if the selected candidate leaves the position within 90 days of hire.

Hiring Department

1.31 Notify the candidate of the official offer and document this offer in a letter.  It is recommended that this letter include the following information where appropriate:

  • Position Title

  •  Regular full-time and part-time, temporary full-time and part-time, or casual status

  • Hourly/annual, per credit hour/per contact hour, exempt/non-exempt

  • Starting Date

  • Scheduled date for New Employee Orientation (NEO)

  • Trial Period (Six months/Twenty-eight months)

  • Other information pertinent to the position 

  • Signature line for the new employee with instructions to return the correspondence

1.32 Send the original, signed employment letter to Human Resources (HR) to be filed in the new employee's official personnel file.

1.33 Notify all unsuccessful applicants that the position has been filled.

 Human Resources Technician

1.34 Create an official personnel file and conduct a New Employee Orientation (NEO). In addition,  prepare and process the Personnel Data Form.

2. Waiver of Announcement

Hiring Supervisor

2.1 Complete only Part II (Employment Recommendation) of the RJPE form and attach a memo providing justification for the emergency request, an application, a resume for the candidate recommended, beginning and ending dates, and any other information required of a regularly posted position, including a statement verifying that the candidate meets minimum requirements.

2.2 Route for review and signature the following paperwork to recommend a candidate for employment:

  • Application, resume, transcript (where appropriate), documented references

  • RJPE form (Part II) with the following signatures:

Dean, director, manager (associate vice president where appropriate)
Human Resources Representative or designee
Budget Office
Appropriate vice president

Forms:      Personal Data Form (PDF)
Recommendation for Job Posting/Employment (RJPE)
Support Materials:      Transmittal Memo
Reference Check Guide
Reference Materials:      Employee Handbook 3.03, Employment