TEXAS WOMAN’S UNIVERSITY

TWU HUMAN RESOURCES OPERATING POLICY

50.02

SUBJECT:                        Posting of Job Vacancies/Selection and Hiring

DATE PASSED:               July 22, 1998                       

DATE REVIEWED:          January 31, 2007

REVIEW NEXT BY:         January, 2008

PURPOSE:

The purpose of this Texas Woman’s University Operating Policy and Procedure (TWU OP) is to establish the policy regarding the posting of all staff job openings.  The policy and procedure is designed to enhance and further the university’s policy of nondiscrimination as an Equal Opportunity Employer.  The policy is to ensure that TWU employment procedures comply with federal and state employment laws and regulations.

Official staff search committees may be established at the discretion of university administrators responsible for the hiring decision.  Search committees may be established for the review and recommendation of candidate(s) to fill vacant positions at the level of director and above. 

A Search and Selection Committee Handbook is available on the website at the following location:

http://www.twu.edu/humanresources/employment/SearchandSelectionHandbook.htm

This handbook establishes the minimum required guidelines for search committees to follow in compliance with consistent and appropriate search and selection procedures.  The search committee chair is responsible for the collection of appropriate documentation of the search process.

POLICY/PROCEDURE

            Policy

a.     It is the policy of TWU that all vacant staff positions be listed with and posted by the Office of Human Resources (OHR); and that these vacancies be left open for a minimum of ten (10) working days from the date the OHR posts them (note: exception under b below).  Please note the following two exceptions:

1.     Temporary jobs are not required to remain open for the ten (10) days.

2.     It is not required to advertise the vacancy if the department head wishes to promote or transfer a qualified employee within his/her department to the vacant position.   Internal promotions or transfers must be processed through the OHR and a PVF must be submitted.  The OHR will determine if the employee is qualified for the position before a commitment is made to promote or transfer the employee. Please refer to the guidelines for promotion and transfers at: http://www.twu.edu/humanresources/employment/Promotions-Transfers-Checklist-10.06.doc

b.     Staff Vacancies will be posted on the OHR web site at: http://www.twu.edu/humanresources/employment/Employoppor.htm 

In addition, there are two (2) Job Vacancy notebooks located in the Office of Human Resources.  These notebooks will be updated as needed.  All other postings will be updated weekly.

Individuals interested in a position at Texas Woman’s University must apply for the opening by submitting a resume to staffjobs@twu.edu or by completing an application for certain Facilities and Wellness Services positions.

A Personnel Vacancy Form (PVF) must be completed for all vacant staff positions, including temporary jobs. 

            Procedures

a. If the vacancy is for an existing budgeted position, the employing department completes a PVF and submits it to the OHR.  If the department is requesting a new position or a reclassification of an existing position please refer to TWU OP 50.07.

b.   Upon receipt of the PVF, the OHR assigns a vacancy position number to the request, and completes the budget information section.  An accurate and complete PVF is required to document the vacancy records and is required for all staff positions.

c.    The OHR will post the vacancy as noted in the policy section above for a minimum of ten (10) working days.

d.  The OHR will receive all resumes/applications and will review them for completeness and accuracy.  The OHR will determine qualifications of applicants based on the basic minimal requirements provided in the job description.  Copies of the qualified resumes will be put in the employing departments’ Qualified Folder located in the Public Folders of the email system.

e.  The hiring department official will review the qualified resumes and select at least three (3) candidates to interview.  A list of interview questions and the selection criteria/ point value for the Applicant Selection Matrix must be submitted to OHR for approval before the interviews are conducted. 

f.      The hiring department official will contact the applicant to establish the time, date, and place of the interview.  The hiring department will distribute application/ pre-hire forms to those applicants who are scheduled for an interview.  Internal applicants will complete the blue application form at/ before the interview.

g.    The hiring department will check the references on the final selected candidate(s).  A minimum of three (3) work-related references is required for each selected candidate.

h.    The hiring department will forward the following forms to OHR before the background check is initiated: the applications and pre-hire paperwork for all interviewed candidates, three completed reference checks on the selected candidate, the Applicant Summary Form (section C/ back of the PVF), and the Staff Applicant Selection Matrix

·        A minimum criminal background check (information already available in the public domain) will be completed on all applicants (Staff and Faculty) by OHR employment personnel on the final selected candidate.

·        Out-of-state background checks are required for all candidates that have lived in states other than Texas within the last 7 years. Out-of-state background checks may take up to 3 days to complete.

·        OHR has developed a guide sheet on employment criteria for applicants with criminal records.  This guide sheet is publicized on the HR Employment webpage and OHR employment personnel will have the sole responsibility in determining an applicant’s employment eligibility.

i.       OHR employment personnel will complete verification of an applicant’s educational credentials. An applicant can satisfy this requirement by providing “official” copies of all transcripts/ diplomas.  Otherwise OHR employment personnel will verify the applicant’s educational credentials using the pre-signed NAO authorization form.

j . HR employment personnel will handle all Employment Offer Letters (EOL) for positions at or below director level. Under no circumstance should an offer of employment (inferred or implied) be extended by the hiring manager/ hiring department.  Exception: The Office of the Provost will present Employment Offer Letters for positions at or above director level. The Provost will send an official letter offering appointment for Faculty positions. 

k.   A Personnel Transaction Form (PTF) must be initiated by the hiring department in order to place the new employee on the payroll.

l.  Within ten (10) days from the date the vacant position was filled, the hiring department official will notify those candidates interviewed, but not selected for the position.  Sample letters are available in the hiring paperwork that is emailed to the department when the position is opened and assigned a vacancy number.

m. In compliance with equal opportunity policies, the OHR must retain employment records for three years.  These records will include the interview questions, the applications and pre-hire paperwork for all interviewed candidates, three completed reference checks on the selected candidate, the Staff Applicant Selection matrix, and the Applicant Summary form (section C/ back of the PVF).

n.   The OHR will verify I-9 requirements and schedule the new employee for New Employee Orientation.  New Employee Orientation includes the completion of retirement forms, insurance forms, required training and various aspects of orientation to the University.  Payroll related forms must be completed by the first day of employment at the OHR.

Approvals:

            Policy Reviewer:           Associate Vice President of Human Resources        

           Approved:                   Vice President for Finance and Administration