Editor's
notes:
POLICY TITLE: Recruitment of Temporary Staff Vacancies of Less than Four
Months Anticipated Duration at
DATE OF ISSUANCE: This policy was originally issued to campus on December 11, 1995, as a memo from Employment and Employee Relations
ACCOUNTABLE DEPARTMENT/UNIT: Human Resource Services. Questions on policy content should be directed to Patricia Schaller, Manager of Temporary Employment Services, x8-7478.
ABSTRACT: Departments may fill temporary positions of less than four months anticipated duration independent of Human Resource Service's job announcement process, provided they fulfill hiring obligations.
MISC: See also the policy on Equal Employment and Affirmative Action.
Recruitment of Temporary Staff Vacancies of Less than Four Months Anticipated Duration
In response to requests from hiring departments and in consultation with Legal Affairs, effective January 1, 1996, departments will no longer be required to recruit candidates for positions that are temporary and of less than four months anticipated duration by announcing the position through Human Resource Services. As of this date, a department may choose to fill such a position independent of the job announcement process coordinated by Human Resource Services, provided the department agrees to fulfill several important hiring obligations. (Please note that if your department wishes to recruit such a position by announcing the position through Human Resource Services, you may continue to do so, at your option.)
The purpose of this memo is to outline key steps in this new process, as well as your department's obligations, if you choose to fill a temporary position of less than four months anticipated duration without using the services provided by your Human Resources Representative and Human Resource Services.
The Process
- In order to begin the recruitment process for any staff postion, including temporary positions of less than four months anticipated duration, a completed Personnel Requisition and Position Description Form are submitted to Human Resource Services by your department.
- If the position is temporary and of less than four months anticipated duration, your Human Resources Representative will contact you to discuss the appropriate job classification and to ask whether you wish to recruit the vacancy through Human Resource Services or not.
- If you decide to recruit the temporary position of less than four months anticipated duration independent of Human Resource Services, your Human Resources Representative will send you information about your obligations and responsibilities in the hiring process.
Department Obligations
If your department chooses to fill a temporary position of less than four months anticipated duration independent of Human Resource Services, it is your department's responsibility to ensure that certain of the university's obligations are fulfilled. That includes:
- providing equal employment opportunity to all applicants who meet the qualifications of the position and not discriminating on the basis of race, color, national origin, sex, religion, creed, ancestry, belief, age, veteran status, sexual orientation or handicap in violation of federal, state or local laws or executive orders.
- documenting the job-related reasons used to evaluate interviewed applicants and the race/sex of each applicant interviewed. The Interview Appraisal Form and Interview Data Sheet are used for this purpose and must be completed for every new hire.
- retaining required documentation for two years in the hiring department. Hiring departments are required to obtain an Employment Application from each applicant interviewed prior to the interview and to retain this and all other applicant credentials received for two years. In addition, hiring departments are required to retain the Interview Appraisal Form and Interview Data Sheet for two years. All of this documentation must be available for inspection by federal auditors and other external entities who may ask to review the recruitment process the hiring department has conducted.
Once a department has selected the successful applicant, it is the hiring supervisor's responsibility to remember to forward a copy of the offer letter and the applicant's credentials, including a completed and signed Employment Application, to Payroll Services for the staff member's personnel file.
If at some point in the future the position recruited and filled by the department extends beyond four months, the hiring department is required to announce and recruit the position through Employment. If this occurs, it is the department's responsibility to call their Human Resources Representative at least one month before the four month temporary appointment expires.
Please call your Human Resources Representative at x 8-2046 if you have any questions about this new process. Thank you.