Human Resources Policy #1
STAFFING PROCESS FOR NON FACULTY EMPLOYEES
Joseph Trella - Director of Human Resources 10/17/2010
This policy details the talent acquisition process for identifying, interviewing and selecting individuals to fill non-faculty Professional/Administrative and Support Staff positions within the DeSales University organization.
The Staffing Process for Non-Faculty Employees
POLICY STATEMENT: DeSales University commits to employ the most qualified candidates for open positions while engaging in recruitment and selection procedures that are in compliance with all applicable employment laws.
1. Scope - This policy details the talent acquisition process for identifying, interviewing and selecting individuals to fill non-faculty Professional/Administrative and Support Staff positions within the DeSales University organization. Hiring managers are responsible for complying with the procedures detailed in this policy. The Office of Human Resources is responsible for the contents of our non-faculty staffing process.
2. General Principles - The recruitment, selection and hiring of employees is a basic function in all areas of an organization. It is a process that consists of multiple steps which are necessary to be completed before a candidate becomes a new employee:
a. Positions must be authorized and approved to be filled
b. An applicant pool needs to be developed and tracked
c. Interviews are to be conducted in a non-discriminatory manner
d. Offers of employment are made by the Hiring Manager after appropriate background checks and salary deliberations are completed between the Hiring Manager and the Director of Human Resources
e. Appropriate documentation is completed by the successful applicant, the Hiring Manager and the Human Resources department.
f. On-boarding discussions are planned and conducted effectively.
3. Personnel Requisition – A completed Staff Requisition Form is the official organizational
document which authorizes a hiring manager to commence the staffing process in order to fill an open position. All requisitions require appropriate approvals depending upon whether the position to be filled is a replacement, changed or new position.
• Replacement position – This is a position that is already in the budget and has been vacated by the transfer or termination of a current, regular employee. A replacement position is initiated by a department hiring manager and requires management approval through the Director of Human Resources and the Chief Financial Officer (CFO).
• Changed position – Indicates a current position is being changed within a department such that the position responsibilities are significantly different from the current position. A new position description is required to be completed by the Hiring Manager so that it can be evaluated by Human Resources on the merits of the changed responsibilities. In addition, a Staff Requisition Form will be initiated by the Hiring Manager and requires management approval through the Director of Human Resources, the CFO and the President of the University.
• New positions – Indicates a new position is being created either as the result of current year budget deliberations, or because an unanticipated requirement has arisen and needs to be considered. Requisitions for new positions will be initiated by Hiring Managers and requires management approval through the Director of Human Resources to the University President.
4. Job Postings – All regular full and part time positions for Professional/Administrative and Support Staff openings will be posted internally for a minimum of five (5) working days.
a. Hiring managers will provide to the Office of Human Resources information relevant to the position so that an appropriate posting notice is completed.
b. The Human Resources Assistant will ensure the job posting is distributed internally in a timely manner.
c. Hiring managers will advise HR whether or when to post job openings for external candidate consideration. At a minimum, when external postings are authorized by hiring managers, these postings will be made on the DeSales University website under the heading ‘Employment Opportunities’. Hiring managers will advise and approve other sources of advertising to be employed in a staffing situation.
5. Interview Procedures –
a. Applicant Consideration and Tracking
i. Internal applicants – Current employees interested in nominating themselves for an open position will notify the Office of Human Resources of their intent to be considered as an applicant for an open position. Internal applicants are required to be in their current position for at least one (1) year before they can apply for another position within the university. Exceptions to these internal requirements may be granted by the employee’s current manager and communicated to the Office of Human Resources. Internal applicants, who have nominated for an open position but are not selected to be interviewed, will be contacted by the hiring manager and told of this decision.
ii. External applicants – All external candidates must identify a position in the “Employment Opportunities” section of the DeSales website (www.desales.edu} for which they what to be considered and submit their interest on line to email@example.com. Anyone not currently an employee, who sends a resume to a Hiring Manager or the Office of Human Resources, will be directed to apply through the DeSales website. In the rare event that a potential applicant does not have internet access available to them, the Office of Human Resources will assist them in applying.
iii. Resumes submitted expressing a general interest in employment will not be considered if the sender has not identified a specific position which is open for staffing. Any such resume not immediately discarded will be kept on file for no more than 6 months.
iv. All resumes received in response to an open position will be forwarded electronically to the Hiring Manager for consideration. Hiring Managers should develop a ‘short list’ of no more than 5 or 6 applicants who will be interviewed in some manner by the Hiring Manager and other designated university or department personnel.
b. Conduct of the Interview
i. When applicants are brought in for individual or panel interviews, interviewers should complete an Interview Summary Form on each applicant interviewed and send these completed interview forms to the Office of Human Resources with other applicant paperwork.
ii. Interviews should always be conducted in a respectful, Salesian manner so that the best exchange of information is achieved.
iii. Any interviewer who might be concerned about what to ask or what not to ask in an interview situation should contact a member of the Office of Human Resources for guidance on “interviewing Dos and Don’ts”.
c. Selecting the Successful Applicant –
i. Hiring Managers will ensure they use nondiscriminatory criteria to select the most qualified applicant for any open position. Especially important in this decision is adherence to the qualifications identified in the position description and the job posting.
ii. Personnel from the Office of Human Resource, who will not always be involved in the interview process, are responsible for confirming that hiring decisions are being made based upon bona fide, legitimate, non discriminatory job factors and criteria.
6. Documentation and Background Checks –
a. Completing the applicant file
i. All applicants brought in for individual interviews will be provided by the Hiring Manager an Application for Employment and an Employment Inquiry Release form to complete and sign. These along with other background material should be sent to the Office of Human Resources at the completion of the interviews for any open position.
ii. The Office of Human Resources will maintain applicant files for those interviewed. They will send for those background checks to be completed based upon the agreement between the Office of Human Resources and the hiring manager when the position was approved to be filled. Background checks will be conducted on the leading candidate for the open position.
iii. All newly hired employees will have a criminal record check completed during the hiring process. Other background checks will be accomplished, e.g. education verification, motor vehicle driving check, retail credit check, etc depending upon the nature of the position for which they are hired. The Hiring Manager and the Director of Human Resources or other HR designee will confirm what background checks will be completed for the successful candidate. This discussion and agreement will take place when the requisition is approved.
7. Job Offer Procedures –
a. Determining the Successful candidate and Making the Job Offer
i. The Hiring Manager will recommend to the University President for approval, the applicant who will be offered an open position.
ii. All applicants being considered for full time non-faculty positions will be interviewed and approved by the University President prior to an official offer being made.
iii. The Hiring Manager, in conjunction with and counsel from the Director of Human Resources, will determine the initial salary or wage offer to be made to the applicant chosen to fill an open position.
iv. After approval from the University President, the Hiring Manager will make a verbal offer of employment to the successful candidate. If the background check results have not been completed and received, the offer must be made “contingent upon the successful completion of the background checks”. I
v. The Office of Human Resources will prepare the appropriate appointment letter and/or benefits summary sheet for all new non-faculty employees.
8. Initial Start Date & Orientation –
a. Responsibilities of the Hiring Manager
i. Confirm the start date of each new employee according to the start dates established by the Office of Human Resources for each calendar year. This notification must be done prior to the first day of employment.
ii. Require the new employee to contact Human Resources if they have specific benefit questions and to establish a date and time for their on boarding discussion. The on boarding discussion, conducted by personnel from the Office of Human Resources should be scheduled and held prior to the start date of the new employee.
iii. Complete the Technology Request Form and send it to the IT Helpdesk prior to the start date of the new employee.
iv. Provide the completed original application for employment and all interview notes, resumes, etc for each new employee to the Office of Human Resources so that the official personnel file can be created.
b. Responsibilities of the Office of Human Resources
i. Upon confirmation from the Hiring Manager, complete the appropriate paperwork, i.e. appointment letter, benefits summary sheet, Personal Data Sheet, etc and secure appropriate signatures as required.
ii. Enter the new non-faculty employee into the Datatel/HRIS system and provide the Datatel ID# to the new employee.
iii. Schedule an on-boarding meeting with the new employee prior to their start date.
iv. Annotate the requisition as having filled the open position, secure all new hire paperwork, and establish a personnel file for the new employee.
v. Establish and publish annually a list of dates which will be the start dates for non faculty new hires.
c. New Employee responsibilities
i. Contact the Office of Human Resources when directed by the hiring manager to set up an on-boarding meeting.
ii. Notify your department supervisor of your Datatel ID# so that they can request technical support and access for you.
iii. Complete all required new hire paperwork to include the Employment Application, the Personal Data Sheet, the Employment Inquiry Release and those forms identified during the on-boarding meeting.