5.21 Professional and Scientific Personnel Appointments
A Professional/Scientific position opening exists when: (a) a budgeted position
is vacated; or (b) a new budgeted position is created. With either of these
circumstances, the employing department shall implement the necessary procedures
to fill the position with the assistance of Personnel Services at the department's
request.
1. At the time an opening is declared, a completed REQUEST TO FILL POSITION
FORM is necessary to fill an open position. All applicable sections (1-5
for new positions and 1, 2, 4, and 5 for vacant positions) must be completed
and the form approved prior to the department taking any action regarding
advertising or filling the position. If it is a new position, or if there
is a formal request to reclassify the position, Personnel Services will
make arrangements for analysis by the Position Evaluation Committee. In
cases where a position must be filled immediately, arrangements for a tentative
pay grade and/or hiring range may be made with Personnel Services.
2. When the completed REQUEST TO FILL POSITION FORM has been approved, the
hiring department and Personnel Services should work together in making
sure that the position description adequately describes the required duties
and responsibilities. The description needs to be accurate and on the proper
form. Additionally, the recruitment plan for the position must be approved
by the dean or division head. The Director of Affirmative Action Programs
will be available for consultation and to assist with the development of
a recruitment plan.
3. All positions will be advertised internally and/or externally. The methods
and places of the advertising will depend upon the type of position to be
filled and the timetable within which the person is needed. At the request
of the hiring department, Personnel Services will work with the department
in developing and implementing the recruitment efforts.
4. As the application materials are received, the appropriate response will
be made (i.e., letter of acknowledgement and supporting materials, request
for more information, eliminate from consideration, etc.) as agreed to in
consultation with the department head. The search committee will review
and screen the application materials. The department head will, if so desired,
have the opportunity to review all applicants, Dependent upon the wishes
of the department head, the search committee will keep the department head
informed as to the recruitment process and status as the deadline approaches
(daily, weekly, etc.).
5. When the recruitment period closes, the search committee will determine
the applicants to be interviewed. The department head may accept or amend
the list of candidates who are to be invited to campus for interviews. While
there is no set number of persons to be interviewed, three to five applicants
will normally be the maximum. The Director of Affirmative Action Programs
will approve the interview pool prior to any applicant being invited to
interview.
6. The department will determine who (department, Personnel Services, or
the search committee) will make the necessary arrangements for the interviews,
including travel arrangements, accommodations, and visitation schedules.
7. If the department head wishes that further referencing be done after
the interviews, he/she will determine who will provide such service.
8. The department head, with approval from the division head, will select
the person to be offered the position and with then determine who will make
an informal offer of the position to the candidate at an agreed-upon salary,
benefits, etc. It should be clearly communicated to the candidate selected
for the position that the informal offer of placement is subject to "final
administrative approval" and that a letter formally offering the position
will be sent upon receipt of required approvals.
9. If the candidate accepts the informal offer, the department will initiate
the AFFIRMATIVE ACTION SELECTION RECORD for approval or request assistance
from Personnel Services. The form is then expeditiously routed and returned
to Personnel Services for distribution of copies to the appropriate persons.
At this time, the department head will consult with the Director of Affirmative
Action Programs in order to review the selection process.
10. The department or Personnel Services will draft the letter formally
offering the position for the vice-president's (or dean's, if appropriate)
signature, obtain the appropriate signature, and send the letter to the
applicant, the letter of offer will include the request for proper notification
of acceptance.
11. The department or Personnel Services will initiate the PERSONNEL ACTION
FORM which should, upon completion of the appropriate routing and signatures,
be returned to Personnel Services.
12. Personnel Services will assist with proper orientation of the new employee
upon commencement of employment. Department heads should have new staff
members contact Personnel Services on the first day of employment for completion
of payroll and benefit forms.
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