Policies and Procedures
COVER SHEET
| Policy Title: | 302 - Hiring of Staff and Student Employees |
| Type of Policy: | Modification of an existing policy . |
| Draft Number and Date: | |||
| President's Council Sponsor: | Val Peterson | Ext. | 8424 |
| Policy Steward: | Mark Wiesenberg | Ext. |
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| Title | Hiring of Staff and Student Employees | Number | 302 |
| Section | Human Resources | Approval Date | |
| Subsection | Hiring Practices | Effective Date |
1.1 This policy addresses the recruitment and hiring process for staff and student positions only.
2.1 Civil Rights Act of 1964, Title VII
2.2 Immigration Reform and Control Act of 1986
2.3 UVU Policy 301 Equal Employment, Education Opportunity, and Affirmative Action
2.4 UVU Policy 304 Employment of Relatives (“Nepotism”)
2.5 UVU Policy 333 Criminal Backgrounds Checks
2.6 UVU Policy 352 Compensation for Non-Faculty Employees
3.1 Advertising: Promoting the job opening to applicants through UVU’s employment website and through media such as newspapers or websites including those that target a field or profession.
3.2 Administrative Transfer: Transfer of an employee initiated by the administration.
3.3Applicant: An individual who has submitted a formal application for a vacant position.
3.4 Candidate: An individual who is selected from the applicant pool.
3.5 Hiring Agent: Person with responsibility for hiring to fill the vacant position.
3.6 Internal Applicant: Current UVU employees who have met the length of service and other requirements listed in this policy.
3.7 Job Family: Grouping of positions with similar responsibilities that require similar types of training, skills, knowledge, and expertise. Job families are identified by Human Resources in collaboration with department leaders.
3.8 Job Family Promotion: Promotion of an employee from position to another position within a job family.
3.11 Staff, Full-time: Salaried, benefits-eligible employees not classified as faculty or executive.
3.12 Staff, Part-time: Non-salaried employees who are not eligible for medical and retirement benefits and who are not classified as faculty, executive, student, or work-study and who are paid hourly rates based on the exempt/nonexempt salary schedule.
3.13 Staff, Temporary: Staff employee positions are those: 1) That are classified as non-exempt or exempt; 2) In which the employee may work full-time or part-time (1.0 to .01 FTE); 3) That are not benefits-eligible; 4) That are at-will employment; and 5) That, in general, have a maximum duration of six (6) months.
3.14 Student: An individual enrolled in the current semester at Utah Valley University in at least one credit-bearing course.
3.15 Student Employee: A student who performs services in the employ of the University "incident" to and for the purpose of pursuing a course of study at the institution (U. S. Treasury Regulations Section 31.3131(b) (10)-2). A student may continue to be considered a student employee when not enrolled in the current semester, if enrolled in at least one course in each of the most recent previous two semesters.
3.16 Waiver of Advertising: Approval to fill a position without advertising or review of applicants.
4.1 Utah Valley University establishes and follows hiring practices in accordance with federal and state laws governing employment, equal opportunity, affirmative action, nepotism, and immigration.
4.2 Human Resources is the central recruiting office responsible for the establishment of hiring guidelines. Hiring agents shall conduct all recruitment activities including associated record keeping in accordance with hiring guidelines determined and provided by Human Resources.
4.3 To promote equal opportunity, all vacant positions shall be advertised pursuant to the hiring guideline for the position classification. Positions shall be advertised in appropriate publications according to the geographic scope of the search, affirmative action goals, and the needs and resources of the hiring department and the University. To be considered for employment, applicants must complete the university application and apply for a specific job opening.
4.4 Prior to making an offer of employment to a candidate, hiring agents must review the terms of the offer with Human Resources and have the terms approved in writing. Offers of employment are contingent upon verification of identity and employment eligibility of the candidate.
5.1 Advertising
5.1.1 Advertisements must be listed on the University’s employment website during the application period.
5.1.2 Advertisements for staff positions shall allow for applications to be submitted for a minimum of seven (7) calendar days. In consultation with Human Resources, hiring agents may extend the application period beyond seven (7) calendar days and/or may advertise the position as open until filled. Student employee and temporary positions may be advertised and provide for an application period of less than seven (7) calendar days.
5.1.3 Waiver of Advertising
5.2.1 In exceptional cases the advertising requirements may be waived if a formal request for a waiver of advertising is submitted to Human Resources and reviewed and approved by the appropriate vice president and/or President prior to filling the position. A formal request for a waiver includes a position description of the work to be performed, a resume or application demonstrating how the candidate meets the minimum qualifications of the position, and a written, signed cover memo rationale for the request for a waiver of advertising.
5.2.2 A waiver of advertising request may only be approved if the candidate meets the minimum qualifications of the position and one or more of the following Waiver of Advertising criteria are met:
1) Spousal hire—A candidate whose spouse has been newly hired in a position determined by the appropriate vice president to be key to the university.
2) Previous search—The candidate applied and was interviewed within the last 12 months for a vacant staff position at the same or higher grade, same minimum qualifications, and similar essential functions as the currently vacant position.
3) Internship—A candidate for whom the work assignments meet a formal educational program requirement or provide specific career-related experience. Internships may extend for no more than one year.
4) Acting/interim—A temporary appointment made to a position when there is an urgent need. An acting or interim appointment may not be changed to a regular appointment without advertising the position and going through a screening and interviewing process or by following promotion procedures where the incumbent qualifies as an internal applicant. Acting or interim appointments will normally be for less than one year in duration.
5) Reinstatement—An employee who terminated in good standing within the previous twelve months may be reinstated to a position in the same job family at the same or lower classification as compared to the position formerly held.
6) Other—A waiver may be approved if the offer of employment is made in order to settle a grievance or complaint or if the offer of employment is made in order to avoid a reduction in force.
7) Institution Best Interest— A waiver of advertising may be approved by the President if he or she determines in collaboration with the Associate Vice President for Human Resources that it is in the University’s best interest to place a candidate in a vacant position without a search.
5.3 Screening and Interviewing
5.3.1 Screening and interviewing shall be conducted in accordance with the appropriate staff, student, and temporary employee hiring procedures.
5.3.2 The hiring agent is responsible for leading the screening and interviewing processes and ensuring that all participants have received and adhere to the required training.
5.4 Promotions and Transfers
5.4.1 A hiring agent, in consultation with Human Resources, may choose to conduct an internal job family promotion if there are employees who have developed the necessary qualifications for a vacant position through their experience in the job family or department. To be considered for job family promotion, employees must meet the minimum requirements of the position and qualify as internal applicants by meeting at least one of the following criteria:
1) Adjunct faculty status for at least two full semesters, immediately prior to the position’s opening date.
2) Hourly staff employee status working an average of 20 hours per week for at least 12 consecutive months, immediately prior to the position’s opening date.
3) Salaried employee status working an average of 40 hours per week for at least 6 consecutive months, immediately prior to the position’s opening date.
Promotional pay increases will be determined in accordance with Policy 352 Compensation for Non-Faculty Employees.
5.4.2 Searches may be limited to internal applicants when there is a possibility of recruiting a current university employee with the appropriate skill set and qualifications. To be considered for internal only searches, employees must meet the minimum requirements of the position and qualify as internal applicants. Internal applicants must meet at least one of the following criteria:
1) Adjunct faculty status for at least two full semesters, immediately prior to the position’s opening date.
2) Hourly staff employee status working an average of 20 hours per week for at least 12 consecutive months, immediately prior to the position’s opening date.
3) Salaried employee status working an average of 40 hours per week for at least 6 consecutive months, immediately prior to the position’s opening date.
5.4.3 When a part-time staff position is converted to a full-time staff position with the same title, duties, and classification, the incumbent employee may be hired into the new full-time staff position without a search. If there are multiple, qualified part-time staff employees within the same job family, the position may be opened internally or may be filled through Job Family Promotion.
5.5 Verification of Employment Eligibility
5.5.1 Offers of employment are contingent upon the results of any background checks required by the position in accordance with Policy 333 Criminal Backgrounds Checks, as well as drug tests and any other pre-employment tests required by the position.
5.5.2 To ensure compliance with federal and state laws and regulations relating to immigration and the verification of employment eligibility, all new employees must submit acceptable documentation and sign a Form I-9 on or before the first day of work.
5.5.3 Offers of employment are contingent upon compliance with UVU Policy 304 Employment of Relatives (“Nepotism”).
5.6 Applicant Complaints
5.6.1 Applicants may direct questions or complaints regarding staff and student hiring processes and decisions to the Associate Vice President for Human Resources. The Associate Vice President, or designee, shall respond to and seek appropriate resolution of applicants’ questions or complaints.