Utah Valley University
Policies and Procedures
| Title | Hiring of Hourly and Contract Positions, Career Promotions, and Employee Reassignment | Number | 303 |
| Section | Human Resources | Approval Date | Oct 19,1995 |
| Subsection | Hiring Practices | Effective Date | Oct 19,1995 |
I. Policy
POLICY
- POLICY
This policy is intended to ensure that all employment decisions are made on the basis of an individual's qualifications without regard to race, color, religion, age, sex, national origin, pregnancy-related condition, disability, or status as disabled veterans or veterans of the Vietnam era; that all vacant positions are filled with the most qualified applicants; and that employees are provided opportunity to compete for advancement.
The policy applies to all professional, administrative, classified and executive (PACE) positions as follows:
NOTE: Faculty positions are addressed in C-5.5.- Hourly Positions
Hourly positions may be filled:- Informally, without a formal screening/interview committee.
When this option is exercised, the position must be posted and competition ensured. To ensure compliance, the administrator will provide documentation of the hiring process to the Personnel Services Office upon request.
In the event that the administrator converts the hourly position to a contract position, the hourly employee hired under this option must compete with the general public in order to move into the full-time contract position.
The Cooperative Education Center (CEC) shall serve as the central recruiting point for all PACE hourly positions to be filled informally. Priority will be given to all on-campus positions, and job openings will be immediately posted when received. Applicants will be referred to the requesting department for interviewing and hiring. Procedural guidelines are available in the CEC.
- Formally, according to the screening/interviewing procedures.
Should the hourly position be converted to a contract position, the hourly employee hired through the formal screening process may be moved into the full-time contract position without further competition.
An hourly employee hired through the formal screening process is also eligible to compete for other contract positions advertised in-house.
The Personnel Services Office shall serve as the central recruiting point for all hourly positions to be filled formally.
- Informally, without a formal screening/interview committee.
- Contract Positions
The Personnel Services Office shall serve as the central recruiting point for all full-time contract positions. Contract positions will be filled on the basis of merit consistent with the formal employment, screening, and placement procedures of that office.
- Hourly Positions
- CAREER PROMOTIONS
- Career Ladder Position
Formal procedures need not be applied to a previously screened employee who was hired with the intent that the employee would be prepared/trained for a higher-level position. Established "career ladders" must be documented in the job announcement and on the hiring Personnel Action Form (PAF).
Promotion of an employee under this provision will be made only after documented performance and qualification data indicate that the employee is performing the higher-level duties and responsibilities successfully. Certification that the requirements of the higher-level position have been met must be documented fully on the promotion PAF.
- Reclassification of Incumbent Position
A career promotion may be made when an incumbent position is reclassified to a higher grade as a result of added duties and responsibilities. Both the incumbent's supervisor and the Personnel Services Office will certify that:- There are no other employees supervised by the incumbent's supervisor who are performing the same duties as those performed by the incumbent employees prior to addition of new duties and responsibilities.
- The addition of the new duties and responsibilities does not result in an adverse impact on another employee, and
- The incumbent employee meets all qualifications for the new position.
- There are no other employees supervised by the incumbent's supervisor who are performing the same duties as those performed by the incumbent employees prior to addition of new duties and responsibilities.
- Job Family Promotion
There may be instances when it is advantageous to automatically consider employees for promotion in a job family. An administrator may request the names of employees in a particular job family at grades lower than the position being filled when experience in the job family has provided the knowledge, skills, and abilities required by the position to be filled. In this case, no job announcement will be made. Records will be maintained in the Personnel Services Office to support the automatic consideration decision and to reflect the employees who were considered and interviewed for the promotion. If fewer than 10 employees in the job family are interested in the promotion, screening will not be required.
- Career Ladder Position
- EMPLOYEE REASSIGMENT
In some instances, such as to avoid termination of an employee whose position has been eliminated or to implement a more effective organizational structure, it may be necessary to reassign an employee to a position having no known promotion potential or no higher promotion potential than the employee's current position.
If an employee fails to consent to such reassignment, a notice setting forth the reasons prompting the action must be given to that employee prior to the reassignment. The notice will include any grievance/appeal rights to which the employee is entitled.
- Reinstatement of Former Employees
Formal procedures need not apply when a department desires to reinstate a former employee who was selected through the formal screening/interviewing process, to a full-time contract position. To be eligible for reinstatement, a former employee must have terminated in good standing within the previous three years and may be reinstated only in a position in the same job family and with no higher promotion potential than the position formerly held.
Normally, an employee will be reinstated at a salary not exceeding the grade/step (classified) or level/quartile (professional/ administrative) held at the time of termination. In the event of funding constraints, the employee will be reinstated at the entry step/quartile of the grade/level.
- Complaints and Grievances
The Director of Personnel Services will be fully responsive to applicants' questions or complaints regarding employment decisions. Every effort will be made to resolve questions/complaints on an informal basis.
If a matter cannot be resolved on an informal basis and an applicant wishes to pursue it on a formal basis, the complaint will be processed under the appropriate UVU procedure.
Nonselection from a properly developed list of "most qualified" applicant is not a grievable matter. A properly developed list is one that meets UVU policy and procedural requirements.
- Reinstatement of Former Employees
II. Procedures
PROCEDURE
- Responsibilities of Administrators
- Anticipate personnel requirements and initiate appropriate action to establish and recruit as soon as it becomes known that a new position is required or an existing position becomes vacant.
- Establish realistic qualification requirements in terms of the kind and quality of work to be performed.
- Designate a chairperson and members of the screening/interview committee.
- Interview all applicants referred by the committee, if desired, and notify the committee chairperson of the decision.
- Select or not select any applicant referred by the screening/interview committee. A selection must be based on job-related factors only, including the applicant's potential for the target level if the position has known promotion potential. Although not required to provide written documentation at the time of selection, the administrator must be prepared to provide the reason(s) for selection at a later date.
- An administrator's decision not to select after receiving a referral of at least three applicants must be reviewed by the Coordinator of Affirmative Action and Equal Opportunity before additional applicants will be referred.
- Anticipate personnel requirements and initiate appropriate action to establish and recruit as soon as it becomes known that a new position is required or an existing position becomes vacant.
- Responsibilities of Applicants
- Carefully read job announcements/listings for information regarding position vacancies.
- Apply to the Personnel Services Office for positions for which they are interested and qualified.
- Provide all application materials, including proof of required degree/education, by the closing date of the specific job announcement.
- Submit verification of employment eligibility and sign an I-9 Form at the time of employment.
- Carefully read job announcements/listings for information regarding position vacancies.