Policy No. 35
Procedures for Hiring Classified Employees
Section 1. GENERAL
1.1. Scope: This policy establishes a procedure for hiring classified employees at Concord University.
1.2. Authority: WV Code 18B-1-6 and HEPC Procedural Rule Series 39
1.3. Effective Date: December 21, 2006; amended September 13, 2011
1.4. Approved by: Concord University Board of Governors September 13, 2011
1.5 Approved by the HEPC October 5, 2011
Section 2. PURPOSE
2.1 To establish a Concord University procedure to fill all full-time regular, part-time regular, temporary, and interim classified positions.
2.2 Hourly positions do not require the procedures below, but must be coordinated through the Office of Human Resources to ensure compliance with Higher Education Policy Commission personnel policies for hourly/casual employment.
2.3 Contract employment should be handled through the Purchasing Office and Accounts Payable. Contract employment must be approved by the Purchasing Office manager prior to the creation of a contract.
Section 3. PROCEDURES FOR HIRING CLASSIFIED EMPLOYEES
3.1. The supervisor shall review or create a PIQ (Position Information Questionnaire)
3.1.1 If the current PIQ is an accurate description of the position, the supervisor must update the signature page, add the new date, and return to the Human Resources Office. The procedure then moves to Section 3.2.
3.1.2. If no PIQ exists (new position) or the current PIQ is not an adequate description of the position, a new PIQ must be created by the immediate supervisor. Following completion of the PIQ for the position, it is sent to the Office of Human Resources for classification review. All classification reviews are subject to a post-audit review by the HEPC’s Job Evaluation Committee or its successor and may require pay grade adjustment.
3.1.3. Following completion of the reclassification process, the Human Resources Office will notify the supervisor as to the title, pay grade and entry salary, and granted permission to move to next step.
3.2. The supervisor shall complete a “Justification to Hire” form and secure appropriate approvals to continue the process. Following approval by the Cabinet Officer, budget review by the Business Office and Presidential approval, the form is returned to the Office of Human Resources.
3.3 The supervisor shall be notified of the approval of the Justification to Hire. The Office of Human Resources shall post and advertise the position. All full-time regular, part-time regular, and temporary positions shall be advertised. Interim positions shall be advertised unless the Human Resources Office determines that an emergency or exigent circumstances exist requiring the position to be filled before a search could occur.
3.3.1 By state law, all non-exempt classified positions must be posted and filled by the best qualified, non-exempt classified internal candidate who meets the minimum qualifications for the position. If all such candidates are equally qualified, the one with most seniority is given the position. Non-exempt positions cannot be posted for external applicants until the Office of Human Resources has determined that no internal candidates qualify.
3.3.2 If there is an employee recall list, all persons on the list must be notified by certified mail and given an opportunity to apply before any posting of the position occurs.
3.3.3 Position advertisements are prepared by the supervisor and/or Office of Human Resources. All requirements must match those established for the HEPC classification system and the PIQ. Employer preferences can be stated but shall not be required.
3.3.4 Position advertisements for internal postings are posted on the HR bulletin board, at other appropriate locations on campus and on the university list serv.
3.3.5 External job postings may be advertised in local, regional, national and professional newspapers and journals. Advertising will be charged to the supervisor’s budget. Advertising in newspapers is not required for all positions, but it is strongly suggested for affirmative action purposes.
3.3.6 All employment advertisements must include affirmative action/equal employment language.
3.3.7 All non-exempt positions must be posted internally for a minimum of five working days before they may be posted externally. Application dates should be required to ensure compliance with the five working day provision. Exempt positions may be simultaneously posted internally and externally.
3.3.8 For the purpose of this policy, “internal applicants” are defined as currently employed full-time regular or part-time regular employees of the University. “External applicants” are defined as any applicant who is not currently employed by Concord University so as to be an “internal applicant,” including temporary, casual or student employees or employees of the Concord University Research & Development Corporation or the Concord University Foundation.
3.3.9 Application materials for all posted positions require initial submission to the Office of Human Resources. This is necessary for AA/EEOC recordkeeping.
3.4 All applications received will be dated and logged by the Human Resources Office. The Human Resources Office will determine if the applicant meets the minimum qualification(s) for a posted/advertised position and, if so, will send the application to the supervisor or hiring manager. Only qualified candidates should be interviewed. General/non-position specific applications will not be accepted. Regardless of whether exempt or non-exempt, employees who are still serving in their six-month probationary period and, therefore, have not yet been offered regular employment, shall not be considered for a position through an internal search.
3.5 To maximize objectivity, a three-member (or larger), diverse search committee shall be formed to review all applications, check references, conduct interviews and make a recommendation(s) to the hiring supervisor. Final selection of a candidate other than the person(s) selected by the search committee requires justification, in writing, to be placed on file in the Human Resources Office. The following procedure should be observed by the supervisor as well as the search committee.
3.5.1 Each interviewed candidate should be asked the same carefully selected, appropriate questions and/or asked to submit identical information.
3.5.2 All candidates must be considered within the provisions of equal employment guidelines. Hiring recommendations must be reviewed by the Office of Human Resources to ensure compliance with affirmative action and equal employment regulations. All hiring decisions must be approved by the President before employment is offered.
3.5.3 Criminal and employment background checks will be conducted as appropriate to the position.
3.5.4 Documented reference checks for all external candidates are required and become part of the applicant’s personnel file along with the resume or application.
3.5.5 All documents related to the hiring process will be retained by the Office of Human Resources.
3.6 Following acceptance of the position by the selected candidate, the search committee shall notify all other applicants that the position has been filled. Affirmative action and/or other information will be anonymously collected from position applicants.
3.7 New classified personnel will receive benefits, payroll, pay rate, Classified Handbook and other relevant information from the Office of Human Resources. It is the responsibility of the supervisor to inform the new employee that he/she is on a six-month probationary period, about the required 3-month and 6-month written performance evaluation, and explain the necessity of a positive evaluation for continued employment. The manager of the new hire is responsible to provide other information including the location of policy bulletins, department policies and practices, and any other relevant work rules.