EMPLOYMENT SEARCH PROCEDURES
PURPOSE
To ensure that Troy University hires the most qualified applicants for employment while being compliant with EEO/AA applicant screening and hiring practices. This procedure outlines specific guidance designed to ensure a fair and unbiased selection process to be used by those involved in the employment search process.
OVERVIEW
Hiring Supervisors and Search Committee Chairs at Troy University are responsible for ensuring the hiring process meets the requirements of law and policy. This procedure outlines specific responsibilities in each stage of the hiring process. Questions and comments regarding this process should be directed to the attention of the Human Resources Department.
RESPONSIBILITIES
The following section outlines the responsibilities of those involved in the employment search process.
Hiring Supervisor
· To refill an existing position, complete and submit a Position Request form through the People Admin online employment system to terminate the vacating employee and request to replace the vacancy. Any justification memos, letters of resignation/retirement/dismissal or other appropriate documentation should be attached to the Position Request form.
· To create a new position, complete and submit a Position Request form through the People Admin online employment system. A justification memo detailing the need and funding source must be attached to the Position Request form.
· Job description information, such as job duties, minimum qualifications, work schedule, etc., should be provided or reviewed/revised when completing the Position Request form. The job posting will be created from the job description information listed in the Position Request form.
· Coordinate the open and close dates of the job posting with the Human Resources Department. Human Resources recommends a minimum posting time of one week. However, sufficient time should be allowed between open and close dates to ensure the following advertising guidelines are met:
o Faculty positions will be advertised on the Troy University employment website, the Chronicle of Higher education website and journal, and Higher Ed Jobs website, at the expense of Human Resources. Human Resources can coordinate additional advertising with specialized journals and/or websites at the request of and expense of the department.
o Professional Staff positions will be advertised on the Troy University employment website, Higher Ed Jobs website, and the local newspaper, at the expense of Human Resources. Human Resources can coordinate additional advertising with specialized journals and/or websites at the request of and expense of the department.
o Classified Staff positions will be advertised on the Troy University employment website and the local newspaper, at the expense of Human Resources.
o Adjunct Faculty positions and Part-time Staff positions will be advertised on the Troy University employment website ONLY, unless otherwise requested and funded by the department.
· Once a final candidate is selected, the hiring supervisor should complete and submit a Hiring Proposal form through the People Admin online employment system.
NOTE: Should you receive an application/resume directly, please instruct applicants to complete the application process through the online employment system.
Senior Vice Chancellor, Vice Chancellor/Associate Provost, Dean/Director, and/or Chair/Supervisor
· Appoint a Search Committee and notify Human Resources of committee members, in writing, for all Faculty and Professional Staff positions. In order to be inclusive and ensure equal opportunity for all candidates, the committee should be as diverse as possible. The hiring supervisor may chair the Search Committee for Professional Staff employment searches.
· Provide budget authority for telephone interviews, teleconferencing, travel, lodging, and hosting of candidates.
· Inform the search committee of how many top candidates should be recommended for interview and/or selection. Perform interviews with the recommended candidate(s). Provide approval of the final selected candidate.
Chancellor
· Final approval of Position Request forms and Hiring Proposal forms are at the discretion of the Chancellor or the Chancellor’s designee for all faculty replacements, professionals staff replacements with a salary of $35,000 or higher, and ALL request for new positions.
· The Chancellor will interview all full-time faculty candidates unless otherwise delegated.
· The Chancellor or designee will sign all full-time Faculty Employment Contracts.
Human Resources Department
· Review and coordinate all Position Request forms through the People Admin online employment system, including all requested actions, job description information, formatting, and appropriate approvals.
· Coordinate advertising of job postings for all vacant Troy University positions, based on standard advertising procedures and departmental requests.
o Global Campus is responsible for placing advertisements in their local media.
· As needed, provide a briefing on applicable duties, laws, and other requirements to the Search Committee at the first meeting.
· Review and coordinate all Hiring Proposal forms through the People Admin online employment system, including selected candidate information, position information, and appropriate approvals.
· Initiate background checks on final candidates.
· Notify hiring supervisor when the hiring process is complete and that the selected candidate can begin work.
· Provide assistance and advice throughout the employment search process.
SEARCH COMMITTEE PROCESS
Faculty and Professional Staff Positions – Search Committee Required
The Search Committee is comprised of individuals that have been given the responsibility to select and recommend eligible applicants to fill vacant positions throughout the University.
· Collect information about the requirements and duties of the position from the supervisor and the online employment system. Discuss with the supervisor how many top candidates should be recommended to the supervisor for interview.
· Establish specific criteria and guidelines for conducting the search that are compliant with University hiring procedures to include:
o becoming familiar with related policies, rules, and regulations
o ensuring objective, fair and equitable screening procedures are followed for all applicants
· Committee Chair can contact Human Resources for details of the committee’s responsibilities to comply with EEO/AA/ADA.
· Review applications/resumes using qualification criteria and determine those candidates who best fit the requirements, and identify who the committee would like to interview
o NOTE: Should you receive an application/resume directly, please instruct applicants to complete the application process through the online employment system.
· Develop a list of standardized, objective, job related written interview questions.
o Sample questions are included in the Interview Guidelines document provided in the Search Committee Packet.
o Human Resources can assist in developing interview questions.
· Conduct initial applicant screening, including interviews and reference checks, and provide the supervisor with a list of recommended candidates for interview.
o Complete the Post Interview Faculty Applicant Evaluation Form for each recommended candidate, for faculty positions only.
o Contact appropriate administrators to coordinate on-campus interview process.
· Note: No formal or official offer of employment, written or otherwise, should be extended until the final selected candidate is cleared for hire by Human Resources. Prior to HR clearance, the supervisor or committee may contact the final selected candidate to determine continued interest and to notify of top candidate status.
· FOR FACULTY ONLY - Once the candidate has been cleared for hire, the Dean or appropriate Associate Dean will negotiate final hiring actions and complete a contract which must be forwarded to the Senior Vice Chancellor and the Chancellor for approval.
· Change all applicant statuses (except the selected candidate) to a Not Hired status, and then inform Human Resources so that the posting can be moved to a Filled status. When the posting is moved to Filled status, all applicants with a Not Hired status will receive an email notification to inform them that the position has been filled.
· Search Committee Chair should return the following to Human Resources:
o Completed Employment Search Checklist
o A typed copy of interview questions
o Extraneous materials used by the Search Committee during the employment search process
o All hard copies of applications/resumes or other application documents should be destroyed.
o FOR CLASSIFIED STAFF POSITIONS - Search Committee is optional - A full Search Committee is not required but may be used for classified staff positions. These employment procedures should still be followed by the hiring supervisor, even if no committee is used.
NOTE:
No commitment to hire an applicant can be made until the hiring supervisor receives notification from Human Resources that the background check has been successfully completed and the Hiring Proposal has been approved. An applicant must not begin work before the Hiring Proposal form has received final approval. Please note that the proposed hire date is tentative and subject to change until such time as it is confirmed by Human Resources.
ADDITIONAL IMPORTANT INFORMATION
· These procedures are written for all Troy University locations.
· The goal of these procedures is to define a process that recommends the most qualified person for employment at Troy University.
· The position management and application process is now coordinated through the online employment system at www.troyuniversityjobs.com/hr.
· Personnel involved in the employment process seeking additional assistance should contact the Human Resources Department.
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Revised November 2015