Staff Personnel Manual (SPP)
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| Effective: 4/2/1979 |
Revised: 8/13/2009 |
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SPP 201–01: Recruitment/Employment |
Purpose
To define the policy and procedures for the recruitment and employment of classified, service professional, and administrative employees
Sources
41 Code of Federal Regulations § 60-1
8 United States Code 1324a 1952 and related regulations
Title VII, Civil Rights Act (1964), 42 United States Code § 2000e et seq.
Civil Rights Act (1991), 42 United States Code § 1981
Age Discrimination in Employment Act (1967), 29 United States Code § 621 et seq.
Rehabilitation Act of 1973, 29 United States Code § 701 et seq.
Immigration Reform and Control Act of 1986, 8 United States Code § 1324a
Vietnam Era Veterans’ Readjustment Assistance Act of 1974, 38 United States Code, Ch. 43
Americans with Disabilities Act of 1990, 42 United States Code § 12101 et seq.
United States Department of Labor
Arizona Revised Statutes §§ 23–231; 15–1628; 38–231, –727, –841
Arizona Administrative Code R2-5-602 (Supp. 1986-6)
Arizona Board of Regents Policy Manual -6–701 et seq.
University policy
Applicability
Classified, service professional, and administrative positions
Policy
ASU is committed to a recruitment process that results in the hiring of the most qualified applicants. All individuals with authority to hire or terminate employees within a department (hiring officials) will be accountable for the recruitment, retention, and development of diverse classified, service professional and administrative staff.
ASU promotes equal opportunity through affirmative action in employment and educational programs and activities. Discrimination is prohibited on the basis of race, color, religion, national origin, citizenship, sex, sexual orientation, gender identity, age, disability, and qualified veteran status. Equal employment opportunity includes but is not limited to recruitment, hiring, promotion, termination, compensation, benefits, transfers, university-sponsored training, education, tuition assistance, and social and recreational programs.
Equal opportunity results when all applicants are treated consistently at every stage of recruitment. The following policy provides a direction to the hiring authority to ensure that fairness is paramount in the recruitment process.
Resources
The Recruitment & Selection Department and the Office of Diversity in the Office of Human Resources (OHR) are available to provide advice and consultation to the hiring department.
Additionally, a Recruitment & Selection Handbook and a Recruitment & Selection Blueprint (Process Blueprint) are available and should be referred to during the recruitment process (visit Recruitment & Selection Services).
Hiring Officials/Search Committees
The hiring official has primary responsibility for developing position descriptions, screening and evaluating applications, and recommending candidates for interview, conducting reference checks, interviewing candidates and making recommendations for hire.
The hiring official may form a search committee to assist with the recruitment for particular positions.
A search committee is required for administrator or administrative position recruitments. A search committee should be used for classified and service professional recruitments.
Essential Job Functions
The essential functions of a position must be determined before a position is opened for recruitment and must be included on the job posting in the Talent Acquisition Management (TAM) system prior to the position being advertised on the HR website.
See the Recruitment & Selection Handbook for more information on developing essential functions.
Job Announcements
All job announcements must be submitted to Recruitment & Selection (OHR) for review, edit, approval, and posting to the OHR website using the Talent Acquisition Management (TAM) system.
See the Recruitment & Selection Handbook for more information on job announcements.
Advertising Requirements
All advertisements should be reviewed and approved by Recruitment & Selection (OHR). The Recruitment & Selection Department may also assist hiring units in developing and placing advertisements in both print and electronic forums.
All positions opened for recruitment must be listed in ASU Insight at least once. Advertisements for positions in newspapers and other publications, as well as notices sent to agencies, other universities, and organizations must have must include an EO/AA statement such as “ASU is an EO/AA employer.”
See the Recruitment & Selection Handbook for more information on advertising requirements.
Evaluating Applications
The hiring official (or search committee) must screen applications using “Evaluate Applicant” in the TAM system. This is a critical step in the recruitment process and care should be taken that all applicants be treated consistently.
See the Recruitment & Selection Handbook for more information on on evaluating applications.
Reference Checking
External ApplicantsApplicant references may be checked at any time after an application been evaluated and found to have met the minimum qualifications. The same basic set of questions must be asked of each reference, and written documentation of each reference check must be maintained in the position file. It is suggested that the Applicant be asked to provide the names of former supervisors as references.
Former ASU EmployeesThe hiring official is responsible for making a demonstrated effort to obtain job-related reference information for former ASU employees who are finalists for a position. Such efforts should include a review of the official Human Resources personnel file and, whenever possible, a detailed discussion of the finalist’s performance with his or her immediate past supervisor (or department representative who had direct knowledge of the employee). This discussion should include a review of recent performance appraisals and, if applicable, recent disciplinary notices.
It is expected that the finalist’s immediate past supervisor, or department representative, will provide the hiring official all information concerning education, training, experience, qualifications, or job performance for the purpose of evaluating the staff member for employment.
This section of the policy may be waived under special circumstances but only with the approval of the associate vice president of Human Resources or his or her designee.
Internal ApplicantsThe hiring official must inform current ASU employees who are applying for a position that they will notify the employee’s current unit if they become a finalist for that position.
The hiring official is responsible for making a demonstrated effort to obtain job-related reference information for current ASU employees who are finalists for a position. Such efforts should include a review of the official Human Resources personnel file and a detailed discussion of the finalist’s performance with his or her current supervisor (or department representative who has direct knowledge of the employee). This discussion should include a review of recent performance appraisals and, if applicable, recent disciplinary notices.
It is expected that the finalist’scurrent supervisor will provide the hiring official all information concerning education, training, experience, qualifications, or job performance for the purpose of evaluating the staff member for employment.
This section of the policy may be waived under special circumstances but only with the approval of the associate vice president of Human Resources or his or her designee.
See the Recruitment & Selection Handbook for more information on reference checking.
Interviewing
An applicant must meet all minimum qualifications to be eligible for an interview. Screening criteria must be based on the minimum and desired qualifications as described in the job posting and related advertisements. Interviews may not be conducted before the application deadline.
All questions asked of persons being interviewed must be job-related. Persons being interviewed for a specific job opening must be asked the same basic set of interview questions.
See the Recruitment & Selection Handbook for more information on interviewing applicants.
Tests
A “test” may not be used as part of the screening process unless it has been validated and approved in advance by the Office of Diversity, OHR. A test is any performance measure used as the sole basis for an employment decision or which by itself could preclude the hire of an individual.
See the Recruitment & Selection Handbook for more information on tests and skills assessment exercises.
Offering Employment
Recruitment & Selection (OHR) must approve all offers of employment.
Interviewees not selected for hire may be notified only after approval from Recruitment & Selection of the candidate(s) recommended for hire.
“Named-in-grant” positions do not require the approval of Recruitment & Selection.
Background Checks
No offer of employment should be made until a satisfactory result from the background check of the finalist has been received by Recruitment & Selection (OHR) (see ACD 126, “Reference Check and Background Verification”). If a hiring official believes it is necessary to extend an offer of employment before the result of the background check is known, the hiring official may extend only a conditional offer of employment.
Offer Letters
An offer letter indicating the title of the position, pay rate (stated on a biweekly basis, if exempt; on an hourly basis if nonexempt), start date, and terms of employment must be sent to the candidate offered employment. The offer letter should also include information about a job that is dependent on funding for continuation and/or when the job is for a specified time period only. The candidate who is offered employment must respond in writing with an acceptance or rejection of the offer. After the offer has been accepted, the signed offer letter must be sent to Human Resources (Mail Code 5612—Personnel File) and put in the new employee’s official personnel file. In addition, written notification should be sent to all applicants not selected for the position.
Candidates for some positions must pass a physical, vision, or other examination as a condition of being employed. In such cases, these requirements should be clearly stated in the job posting. Required examinations may occur only after a conditional offer of employment has been made. Selected candidates may not perform any work until the department is notified that the candidate has passed the examination.
Salary Offers
Classified employees may be hired at a salary between the minimum and midpoint of the market pay grade based upon their qualifications and internal equity. Salary offers above market pay grade midpoint require approval of college dean, vice president, or designee.
Administrative and service professional employees may be hired at a salary based upon their qualifications and market data, if available.
Employment Eligibility Verification
Persons selected for hire must produce documentation establishing both identity and authorization to work in the United States and sign the I-9 Employment Eligibility Verification form (Rev. 06/05/07)N within 72 hours of the date employment begins.
Retention of Records
In addition to retention of records in the Talent Acquisition Management (TAM) system, the department must retain a position file for three years from the date of hire.
See the Recruitment & Selection Handbook for more information on records retention.
Records related to any background check performed in accordance with ACD 126, “Reference Check and Background Verification,” shall be maintained by OHR, not by the hiring unit.
Recruitment Alternatives
Occasionally, it may be in the best interest of ASU to conduct a “Focused Recruitment” to designate a candidate for hire without using the process described in this policy. In such cases, the hiring authority should complete the “Focused Recruitment” form. A copy of the form and a copy of the résumé for the selected individual should be maintained in the position file. Copies of the form and the résumé must also be sent to the Office of Diversity for notification purposes only.
Recruitment Limited to Current Employees of ASU, University of Arizona (U of A), Northern Arizona University (NAU), and the Board of Regents (ABOR)
This recruitment is open only to current administrative, service professional, and classified employees. Emergency hires, graduate assistants/associates, and student employees are not eligible to apply for these positions. The announcement of the opening must appear in ASU Insight at least once with the application deadline at least five calendar days after the last notice in ASU Insight. Recruitment & Selection (OHR) will post vacancies on the HR web page and will provide notices to U of A, NAU, and the Board of Regents.
An emergency hire may fill a vacant classified position for no more than 120 calendar days. This period will allow a hiring unit time to conduct recruitment to fill the position permanently or meet the need for a temporary replacement. The request for an emergency hire must include:
- a completed “Emergency Hire” form
- the candidate’s résumé
and
- the Hiring Process Report (HPR).
Recruitment & Selection (OHR) will review the candidate’s résumé to ensure the candidate meets minimum qualifications and will contact the hiring unit within 24 hours of receipt regarding candidate’s eligibility.
Grant and Contract Position Recruitment
When an individual is named in a grant or contract, follow the procedures for Emergency Hires or Focused Recruitment Hires identified above.
Cross-Reference
For information about reference and background checks, see ACD 126, “Reference Check and Background Verification.”
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