OFFICE OF HUMAN RESOURCES POLICIES AND PROCEDURES MANUAL

Transcription

1 OFFICE OF HUMAN RESOURCES POLICIES AND PROCEDURES MANUAL Area: Emplyment Number: Subject: Recruitment and Hiring Prcess Issued: Applies: Hiring Managers Revised: Surces: Page(s): 13 Purpse The purpse f this plicy is t utline practices and prcedures fr recruiting and hiring faculty, staff, and students in either existing r newly created vacancies, which include regular full-time, regular parttime, temprary full-time, and temprary part-time psitins at Middle Gergia State University. Plicy Middle Gergia State University is an Affirmative Actin/Equal Educatinal and Emplyment Opprtunity institutin. Factrs f race, natinal rigin, clr, sex, age, religin, sexual rientatin, r disability are nt cnsidered in the admissin r treatment f students r in emplyment. T ensure nndiscriminatin, hiring managers are expected t cmply with the recruitment and hiring plicies and prcedures. Emplyee Classificatin Categries The Office f Human Resurces is respnsible fr determining if a psitin is t be designated as either exempt r nn-exempt in cmpliance with state and federal wage and hur laws. The fllwing is intended t help emplyees understand emplyment classificatins and emplyees emplyment status and benefit eligibility. Full benefit-eligible definitins, plicies, and prcedures lcated n the BOR plicy web site. Nnexempt emplyees are emplyees whse wrk is cvered by the Fair Labr Standards Act (FLSA). They are NOT exempt frm the law s requirements cncerning minimum wage and vertime, which means that they are eligible t be cmpensated fr hurs wrked in excess f 40 hurs per week at a rate nt less than time and ne-half their regular rate f pay. Alternatively, cmpensatry (cmp time) may be earned and accrued by an emplyee in lieu f cash payment fr wrk perfrmed in excess f their regular weekly schedule. The FLSA requires that cmp time be earned at a rate f ne and ne half hurs fr each hur f emplyment ver 40 hurs. Overtime must be apprved in advance by the supervisr r department head and must be reflected n the timecard and/r emplyee s pay statement. Exempt emplyees are generally managers r prfessinal, administrative, faculty r technical staff wh ARE exempt frm the minimum wage and vertime prvisins f the FLSA. Exempt 1

2 emplyees hld jbs that meet the standards and criteria established under the FLSA by the U.S. Department f Labr. They are nt entitled t additinal pay r cmpensatry time ff fr hurs wrked in excess f 40 hurs in a given week. Middle Gergia State University has established the fllwing categries fr bth nnexempt and exempt emplyees: Regular, full-time: Emplyees wh are nt in a temprary status and wh are regularly scheduled t wrk the University s full-time schedule f 40 hurs per week. These emplyees are eligible fr the full benefits package, subject t the terms, cnditins and limitatins f each benefits prgram. Regular, part-time: Emplyees wh are nt in a temprary status and wh are regularly scheduled t wrk less than a full-time schedule. Emplyees generally wrk 19.5 hurs each week. The benefit categries fr part-time emplyees are described belw: Full Benefits Eligible: This is defined as 30 r mre hurs per week r.75 FTE and greater, which applies t regular faculty and regular staff emplyees. Full benefits include all benefits in accrdance with University System f Gergia f Bard f Regents plicy Insurance. Partial Benefits Eligible: This is defined as 20 t 29 hurs per week r.5 FTE t.74 FTE. Partial benefits eligible may apply t regular faculty and regular staff emplyees. Partial benefits include cntributing t TRS retirement and accrual f pr-rated sick and annual leave. Nn-Benefited Eligible: This is defined as 19 r less hurs per week (.49 FTE r less), which applies t regular faculty and staff emplyees. Nn-benefited eligible als includes temprary faculty, staff, and student emplyees wh may nt wrk mre than 1,300 hurs in a 12 mnth perid. Temprary Emplyees Temprary emplyment is shrt in duratin t address business needs and must meet the requirements and characteristics described belw: Temprary, full-time: Emplyees wh are hired as interim replacements t temprarily supplement the wrkfrce r t assist in the cmpletin f a specific prject and wh are temprarily scheduled t wrk the University s full-time schedule fr a limited duratin. Emplyment beynd any initially stated perid des nt in any way imply a change in emplyment status. Temprary, part-time: Emplyees wh are hired as interim replacements t temprarily supplement the wrkfrce r t assist in the cmpletin f a specific prject and wh are temprarily scheduled t wrk less than the University s full-time schedule fr a limited duratin. Emplyment beynd any initially stated perid des nt in any way imply a change in emplyment status. 2

3 Limited-Term: Emplyees wh are appinted t perfrm a gruping f duties and respnsibilities n a nn-prject basis. Limited-term psitins are temprary in nature and the cnditins fr these appintments d nt prvide fr attainment f permanent status, such as a 1-year limited-term faculty psitin. Ineligible fr Benefits: Temprary emplyees are nt eligible fr the University s benefits. Hwever, temprary emplyees must cntribute t the Gergia Defined Cntributin Retirement Plan. Break in Service: Once a temprary emplyee has wrked 1,300 hurs r has been emplyed fr 12 cnsecutive mnths, whichever cmes first, the temprary emplyee must have a break in service f 26 cnsecutive weeks. Emplyment applies acrss all USG institutins. Change f Status: If a temprary emplyee is needed beynd the 1,300 hurs, they must be mved t a regular emplyee status. Student Emplyment In keeping with the USG plicy, student emplyees are cnsidered temprary and include student assistants and federal student wrkers. Student assistants are generally allwed t wrk a maximum f 19.5 hurs per week. Federal student wrkers are generally allwed t wrk a maximum f 16 hurs per week. Hwever, the actual number f hurs wrked depends n the department s budget. Maximum Hurs in 12 Mnth Perid - Students may nt exceed a ttal f 1,300 hurs wrked in a 12-cnsecutive mnth perid. The 1,300 hurs can be accumulated in any cmbinatin during the 12 mnth perid. Student emplyees are nt subject t the re-emplyment restrictin requiring a 26-week break-in-service after 12-cnsecutive mnths f emplyment. Internatinal students in lawful F-1 and J-1 status wh are enrlled full-time are eligible t wrk fr an institutin but must nt wrk mre than 20 hurs per week in accrdance with visa restrictins and must ensure cmpliance with Federal Wrk Study requirements. Once a student reaches the 1300 hur within the 12 mnth perid, their emplyment ends. Hwever, the student may resume wrking when he/she reaches the ne-year anniversary frm the start date. Reclassifying a Student Psitin t a Regular Psitin - If a department s demands exceed the required hurs fr a student psitin and it has apprved funding, the department may request t reclassify a student psitin t a regular psitin. In cnsultatin with the department and the Budget Office, the Office f Human Resurces will review the respnsibilities t determine the apprpriate classificatin and cmpensatin fr the reclassificatin. The hiring manager wuld fllw the standard recruitment and hiring prcess as utlined in this plicy. Student Wrking in Multiple Psitins - Students may wrk in multiple psitins simultaneusly within the University. Hwever, t ensure that they d nt exceed the maximum hurs allwed, students are required t cmplete the Additinal Occupatinal Activities Reprt Frm. The frm must be signed by all respective supervisrs indicating hw many hurs a student will wrk per 3

4 department nt t exceed the 16 r 19.5 hurs cmbined. While the plicy permits a student t wrk multiple psitins, hiring departments shuld first cnsider ther available students. The intent is t give as many students as pssible an pprtunity t gain wrk experience. Dual Enrllment Students - Dual Enrllment Students may be eligible fr selected emplyment as a student assistant but may nt meet the requirements fr federal wrk study. Accrding t the Gergia Department f Labr, minrs 16 and 17 years f age have n state r federal law wrk hur restrictins. Internships - Internships may be vluntary r paid and are relatively shrt term in nature with the primary fcus n getting sme n-the-jb training in a related field f study and taking what s learned in the classrm and applying it t the real wrld. Interns generally have a supervisr wh assigns specific tasks and evaluates the interns verall wrk. Fr internships fr credit, usually a faculty spnsr will wrk alng with the site supervisr t ensure that the necessary learning is taking place. Students may wrk as a vlunteer fr the University, nly fr purpses f experiential learning. Since emplyers in tday's cmpetitive jb market lk t hire individuals with relevant experience, it is in a student's best interest t cmplete several internships during their cllege years. Cnsidering Students t Wrk in Regular Full-Time/Part-Time Psitins Accrding t USG plicy, students may NOT be placed in a regular status. Hwever, if a student applies fr a regular psitin, meets the minimum qualificatins, and selected, the student s primary status will change t that f emplyee. The student is encuraged t cntinue his/her educatinal prgram but as a regular emplyee must d s arund his/her scheduled wrk hurs. Jint Staffing In keeping with the University System f Gergia Business Prcedures Manual, sectin 5.3.3, the practice f emplying faculty and ther persnnel by tw r mre institutins within the system during the same perid f time is a recgnized methd f keeping csts t a minimum. Due t the cmplexities f payrll-related reprting, nly ne institutin may recrd and reprt the cmplete payrll activity fr the shared emplyee, using the University System Emplyees Cnsultant Services Agreement Between Institutins frm with the fllwing guidelines. 1. The emplyee will be cnsidered as a full-time emplyee at the hme institutin, and will receive full cntract pay frm the hme institutin. 2. Each institutin sharing the time f the emplyee will budget its share f the emplyee s time (EFT) and dllars. Nte: Fr cntract emplyee, clse crdinatin between institutins is necessary t ensure that the EFT and dllars d nt exceed thse nted in the emplyee s cntract. 3. After the emplyee is paid by the hme institutin using the nrmal payrll methds, the hme institutin will enter the persnal service expenditures int its accunting recrds. If the President wishes t delegate signature authrity t department heads, etc. fr this prcess, this must be dne in writing with specific reference t the Official Cde f Gergia Anntated Sectin , N. 8. 4

5 Pre-Recruitment Prcedures When filling a psitin vacancy, the hiring manager t whm the psitin reprts must cmplete a Jb Requisitin (JR). 1. The cmpleted requisitin fr staff shuld g directly t the Budget Office fr apprval; faculty frms, including the Faculty Request: Demnstratin f Needs frm, are frwarded t the Office f the Prvst wh will then frward n t the Budget Office. (Official jb descriptins are maintained in the Office f Human Resurces. Fr newly created psitins, the Office f Human Resurces in cnsultatin with the hiring managers will develp the jb descriptins.) 2. The Budget Office will cmplete their sectin f the frm utlining psitin numbers, psitin funding infrmatin, salary grade (if applicable) and starting salary; and then frward the request frm t the Executive Vice President f Finance and Operatins fr apprval. 3. The Executive Vice President f Finance and Operatins must btain authrizatin frm the President t fill newly created, faculty and directr level and abve vacant psitins befre a search can be initiated. Vacant psitins belw the directr level d nt require the President s apprval. 4. The frm is then frwarded t the Office f Human Resurces, and in cnsultatin with the hiring fficials r search cmmittee chair, the search prcess is initiated. The Office f Human Resurces is available t respnd t questins r prvide assistance. 5. The Office f Human Resurces will send the apprved PARF t the hiring manager nce the request has been apprved and the psitin has been advertised. Recruitment Methds There are three (3) standards fr filling vacant psitins: External Recruitment The vacant psitin is externally advertised in recruitment utlets selected by the hiring manager and the Office f Human Resurces. Exempt (mnthly) psitins must be externally recruited fr a minimum f ten (10) business days. Nn-exempt (biweekly) psitins must be externally recruited fr a minimum f five (5) business days. Internal Recruitment The vacant psitin is internally advertised and may be designated in restricted areas such as the department, ffice, schl, cllege, r University; HR web page, HR bulletins, faculty/staff distributin lists and/r n InsideMGA. Temprary emplyees are als eligible t apply fr vacant psitins in the designated area. T ensure cmpliance with the Affirmative Actin Plan, the Executive Directr f Human Resurces must apprve internal searches in writing. Factrs that will be cnsidered are the race/gender makeup f the classificatin and/r jb grup, and the department s past effrts t recruit minrities and wmen. Only applicants wh cmplete the applicatin prcess by the deadline date will be cnsidered. Internal searches are pen fr a minimum f five (5) business days. Direct Appintment N search is cnducted. An individual is appinted t the vacant psitin. This methd may be used at the discretin f the President and/r fr interim psitins, which may include emergency hires such as faculty and critical leadership 5

6 psitins, with a full search t be cmpleted within 180 days frm the time f the interim appintment. The direct appintment must be apprved by the President. A cpy f the written cnsent must be submitted t the Office f Human Resurces fr placement in the search/selectin file. Advertising Vacant Psitins Middle Gergia State University has designated a number f recruitment utlets as standard recruitment effrts. All pstings fr faculty, staff, and students must be advertised n the Middle Gergia State University s website. In additin, all internal pstings must be advertised n InsideMGA and the University s distributin . N Cst: University System f Gergia Applicant Clearinghuse Inside Higher Ed Gergia Department f Labr Varius ListServs Cst: Lcal newspaper advertisements Chrnicle f Higher Educatin Higher Ed Jbs Indeed CareerBuilder Prfessinal jurnals and assciatins LinkedIn and ther digital platfrms Third Party/Executive Search Firms Jb Fairs Please Nte: Csts may vary based n size f ads and length f time advertised. The csts f advertising with these utlets are currently billed t the Office f Human Resurces. Hwever, effective July 1, 2016, the csts f advertising will be billed t the respective departments. All advertisements include a statement expressing Middle Gergia State University s cmmitment t equal emplyment pprtunity fr all applicants. Advertising Deadlines All psitins will be psted n Friday f each week, therefre, all requisitins shuld be submitted t the Office f Human Resurces by nn n Wednesday f each week t ensure that psitins are included with any pstings that will be advertised n InsideMGA. There may be exceptins fr emergency hires and critical leadership psitins authrized by either a Vice President, Executive Vice President, Prvst, President, and/r the Executive Directr f Human Resurces. 6

7 Jb Psting Cancellatin/Re-Advertising Hiring managers must ensure that the infrmatin submitted fr each psting is crrect prir t the Office f Human Resurces psting the psitin. Changes made t the active psting may be subject t resubmissin thrugh the apprval prcess. If the hiring manager decides t cancel the jb psting, the Office f Human Resurces must ntify all applicants in writing. If the psting is cancelled in rder t mdify the language and then repst, the Office f Human Resurces must nte n the psting, per the hiring manager, whether r nt the applicants wh applied fr the first psting will be cnsidered fr the re-advertised psitin by stating either Previus Applicants need nt t reapply r This is a readvertised psitin. Previus applicants will be cnsidered and need nt t reapply. Applicatin Prcess Middle Gergia State University Emplyment Applicatins can be fund n its website n the Office f Human Resurces hmepage under Emplyment Opprtunities. Current emplyees wh are qualified and interested in psted psitins shuld fllw the applicatin prcedure as specified n the Psitin Vacancy Ntice. Transcripts, References and ther Credentials Faculty Psitins - Official Transcripts are required and shuld be submitted t Academic Affairs befre the secndary interview Nn-faculty Psitins (where applicable) Unfficial transcripts may be accepted with the applicatin and fficial transcripts are required fr selected applicants by start date. References are required with the applicatin. Prf f Licensures and Certificatins (where applicable) are required with the applicatin. Middle Gergia State University relies upn the accuracy f infrmatin cntained in the emplyment applicatin, as well as the accuracy f ther data presented thrughut the hiring prcess and emplyment. Any misrepresentatins, falsificatins, r material missins in any f this infrmatin r data may result in University's exclusin f the individual frm further cnsideratin fr emplyment r, if the persn has been hired, terminatin f emplyment. Backgrund Check Release Frms All applicants will be required t cmplete the Backgrund Check Release Frm as part f their applicatin package. This frm is lcated at: Interviewing fr Externally Recruited Psitins Applicatin Screening The Office f Human Resurces must review and screen all staff and student applicatins that are received t ensure that any candidate cnsidered fr an interview meets the minimum advertised requirements. The Divisin f Academic Affairs is respnsible fr reviewing and screening all faculty applicatin packages t ensure that any candidate cnsidered fr an interview meets the minimum advertised requirements. Interview Cmmittee The hiring manager must frm a search cmmittee that cnsists f three t five (3-5) members fr faculty, directr level and abve psitins. Emplyees frm ther 7

8 departments impacted by the new hire shuld be included fr the search cmmittee. Faculty search cmmittees must include at least ne staff member and staff search cmmittees must include at least ne faculty member. At least tw (2) members within the respective department shuld cnduct interviews fr all ther psitins and n ne frm ther departments is required t participate n the selectin panel. Selecting Candidates t Interview - The hiring manager determines hw many applicants t interview based n the amunt f qualified applicatins received. Ideally, three t five (3-5) applicants shuld be interviewed. When pssible, at least tw (2) applicants shuld be interviewed. With a large number f qualified applicants, the hiring manager may cnduct multiple phases f interviews in rder t reduce the number f candidates and identify the final tp candidates. Preliminary and Secndary Interviews The hiring manager is given the flexibility t cnduct preliminary and secndary interviews via telephne, Skype, FaceTime, etc. The methd f interviews must be cnsistent fr all selected applicants. This prcess determines wh gets facet face interviews. Campus Interviews Fr staff psitins, the hiring manager must cnduct a campus interview. Fr faculty psitins, the candidate f chice will be the ne invited fr a campus interview. Exceptins may be authrized by the Executive Directr f Human Resurces n hard t fill psitins. Dcumentatin During the preliminary and campus interview prcess, the hiring manager must maintain apprpriate dcumentatin f the questins psed by the interviewer(s) and respnses f each candidate. After the interviews are cmplete, the hiring manager will submit a brief summary t the Office f Human Resurces, making a recmmendatin t hire and justifying the selectin. The selectin must be based n the minimum requirements, including educatin, training, and experience that are utlined in the jb descriptin. In additin, the fllwing dcuments must be frwarded t the Office f Human Resurces within five (5) business days frm receiving ntice f the fficial jb acceptance: Standardized interview questins Summary respnses fr all interviewed candidates Telephne reference checks fr the selected candidate(s) Thrughut the prcess, the Executive Directr f Human Resurces cnfers with hiring managers regarding cncerns r issues related t candidate(s) educatin and/r experience, will ensure all required dcumentatin is prvided, and wrk with the hiring manager, alng with the Budget Office t set the starting salary based upn funding availability, cmpetitive market rates, internal equity, and the rates established within the cmpensatin plan. 8

9 Salary Negtiatin Any recmmended salary abve the minimum must be apprved in writing by the apprpriate Vice President r Prvst and the Executive Vice President f Finance and Operatins. The Executive Directr f Human Resurces can initiate a discussin with the hiring manager, Vice President, r any designee regarding starting salary cncerns r issues. The hiring manager may have preliminary discussins with the selected candidate. Hwever, n salary discussins are final until apprved and issued in the Official Written Offer letter. Scheduling Dates f Hire When determining the date f hire fr the selected candidate, cnsider the fllwing: Exempt/Mnthly emplyees shuld be hired befre r by the 20 th f each mnth Nn-Exempt/Bi-Weekly emplyees shuld be hired n a Mnday. Where a hliday falls n a Mnday, the new hire may start the Tuesday fllwing the hliday. All NEW hires are required t attend Onbarding Orientatin, which is ffered every ther Tuesday f the mnth. Please cntact the Office f Human Resurces t register the new hire t attend the first Tuesday available frm date f hire. Interviewing fr Internally Recruited Psitins There is n minimum requirement fr the number f applicants t be interviewed internally. If interviews are cnducted, the hiring manager must maintain apprpriate dcumentatin and fllw ther prcedures, if applicable, as utlined under Interviewing fr Externally Recruited Psitins. Hiring managers may review persnnel files n internal candidates during the selectin prcess. Internal Transfers/Prmtins Emplyees with mre than 12 mnths f service may request cnsideratin fr a lateral transfer t ther jbs as vacancies becme available. At the same time, a hiring manager may request a transfer f emplyees between departments and campuses t meet specified wrk requirements and reassignment f wrk requirements. Middle Gergia State University ffers emplyees prmtins t higher-level psitins when apprpriate. Management prefers t prmte frm within and may first cnsider current emplyees with the necessary qualificatins and skills t fill vacancies abve the entry level, unless utside recruitment is cnsidered t be in the University s best interest. T be cnsidered, emplyees must have held their current psitin fr at least 12 mnths, have a satisfactry perfrmance recrd and have n disciplinary actins during the last 12 mnths. Management retains the discretin t make exceptins t the plicy. In additin t applying fr internal pstings, emplyees may apply fr external pstings. Adequate ntice f transfer must be given t minimize the risk f disrupting the wrkflw. When selecting an internal candidate frm anther department, the hiring manager must ntify the selected 9

10 candidate s current supervisr in writing and schedule the date f hire at least tw weeks frm the time f the ntificatin. Backgrund and Reference Checks T ensure that individuals wh jin Middle Gergia State University are well qualified and t ensure that the University maintains a safe and prductive wrk envirnment, it is ur plicy t cnduct preemplyment backgrund checks n all applicants. Backgrund checks may include verificatin f any infrmatin n the applicant s resume r applicatin frm. All ffers f emplyment are cnditined n receipt f a backgrund check reprt that is acceptable t Middle Gergia State University. All backgrund checks are cnducted in cnfrmity with the Federal Fair Credit Reprting Act, the Americans with Disabilities Act, and state and federal privacy and antidiscriminatin laws. Reprts are kept cnfidential and are nly viewed by individuals invlved in the hiring prcess. If infrmatin btained in a backgrund check wuld lead the University t deny emplyment, a cpy f the reprt will be prvided t the applicant, and the applicant will have the pprtunity t dispute the reprt s accuracy. Backgrund checks shall include, at a minimum, the fllwing: A criminal recrd check cvering a minimum f seven (7) years, althugh a criminal cnvictin des nt autmatically bar an applicant frm emplyment; A natinwide sex ffender search; A scial security number check; and Fr all prfessinal, faculty and academic psitins, an academic credentials check. Offers f emplyment fr psitins f trust may be cnditinal pending the result f a state and federal criminal histry check cvering mre than the minimum f seven (7) years. Psitins f trust are thse that invlve interactin with children, after-hurs access t facilities, access t financial resurces r that have been therwise identified by the hiring fficial t require a mre extensive backgrund investigatin. Additinal checks such as a driving recrd r credit reprt may be made n applicants fr particular jb categries if apprpriate and jb related. Middle Gergia State University als reserves the right t cnduct a backgrund check fr current emplyees t determine eligibility fr prmtin r reassignment. Specifically, a backgrund investigatin shall be perfrmed n any existing emplyee being transferred, reassigned, reclassified r prmted t a psitin f trust unless a backgrund investigatin cnfrming t this prcedure has been perfrmed n such emplyee n r after July 1, Any existing emplyee that is transferred, reassigned, reclassified r prmted int a psitin requiring a Purchase Card, when they have nt been assigned a Purchase Card previusly, must submit t a credit check. Existing cardhlders are subject t a backgrund check befre next renewal f card. Part-time students r temprary emplyees are subject t backgrund checks. Part-time instructrs hired n an as-needed basis wh have a ne-year lapse in emplyment must submit t a backgrund check. 10

11 A Backgrund Check generally is cmpleted within fur (4) business days. Hwever, there are ccasins when it culd be lnger, such as when invlving multiple states. Emplyees must receive a Backgrund Check clearance prir t the first day f hire. Middle Gergia State University perfrms reference checks n final candidates. Final Candidate Selectin The final selectin is made based n the established criteria. The Office f Human Resurces ntifies Hiring Manager and the Office Fiscal Affairs r the Office f Academic Affairs when the backgrund check is cmpleted and the final candidate is clear fr hire. (The selected candidate's emplyment is cntingent upn a successful backgrund check) Initiating Emplyment When the final candidate has been selected fr a psitin, the hiring manager must cmplete a Persnnel Actin Request Frm (PARF). The PARF must be submitted t the Budget Office t cmplete and btain apprpriate signatures. As a result, the Official Offer letter will be mailed directly t the prspective emplyee. The emplyee will sign the Official Offer letter and return it t the Office f Human Resurces. Official Offer Letter The Official Offer letter is generated respectively thrugh the Office f Academic Affairs r the Office f Fiscal Affairs and must include the fllwing standard cntent. Jb title Exempt r nnexempt status Starting salary (specifying hurly rate and its equivalent annual rate) Wrk schedule Full-time r part-time classificatin fr benefits Reprting date Hme campus, subject t the need f the University Any cnditins t which the ffer is subject, such as: Pst-ffer medical exam Pst-ffer drug test Necessary licensure Official transcript(s) Direct supervisr A statement f the at-will basis f emplyment New Hire Orientatin date 180-day prbatinary perid A deadline f three (3) business days frm the receipt f the Offer Letter t return a signed cpy t the Office f Human Resurces. The Office f Human Resurces must receive a cpy f the written ffer letter seven (7) business days prir t the date f hire. 11

12 Rejectin Ntices Once the selected candidate has accepted the psitin by signing the ffer letter and receives a cleared backgrund check, the Office f Human Resurces will ntify via all candidates wh were nt interviewed that the psitin has been filled with anther candidate. The hiring manager will send candidates wh were interviewed a written ntice via U.S. mail within five (5) business days f being ntified by the Office f Human Resurces f receiving the signed Offer Letter. The Office f Human Resurces will prvide a template fr managers. Additinal Emplyment Disclsure In keeping with USG plicy, fr all activities, except single-ccasin activities, the emplyee shall reprt in writing thrugh fficial channels the prpsed arrangements and secure the apprval f the President r his/her designee prir t engaging in the activities. Such activities may include cnsulting, teaching, speaking, and participating in business r service enterprises. Faculty, staff, and student emplyees shuld cmplete an Additinal Occupatinal Activities Reprt Frm at the beginning f each semester r when there is a change in yur previus reprt. The frm will be maintained in the Office f Human Resurces respective persnnel file. Neptism, Emplyment f Relatives and Persnal Relatinships Middle Gergia State University wants t ensure that University practices d nt create situatins such as cnflict f interest r favritism. This extends t practices that invlve emplyee hiring, prmtin and transfer. Clse relatives, partners, thse in a dating relatinship r members f the same husehld are nt permitted t be in psitins f a subrdinate-superir relatinship between such individual and any relative f such individual thrugh any line f authrity. Clse relatives are defined as husband, wife, dmestic partner, father, mther, father-in-law, mther-in law, grandfather, grandmther, sn, sn-inlaw, daughter, daughter-in law, uncle, aunt, nephew, niece, brther, sister, brther-in-law, sister-in-law, step relatives, cusins and dmestic partner relatives. If emplyees begin a dating relatinship r becme relatives, partners r members f the same husehld and if ne party is in a supervisry psitin, that persn is required t infrm management and the Office f Human Resurces f the relatinship. The individuals cncerned will decide wh is t be transferred. If that decisin is nt made within 30 calendar days, management will decide. Middle Gergia State University reserves the right t apply this plicy t situatins where there is a cnflict r the ptential fr cnflict because f the relatinship between emplyees, even if there is n direct-reprting relatinship r authrity invlved. 12

13 Rehire Frmer emplyees wh left the University in gd standing and were classified as eligible fr rehire may be cnsidered fr reemplyment. An applicatin must be submitted t the Office f Human Resurces, and the applicant must meet all minimum qualificatins and requirements f the psitin. Supervisrs must btain apprval frm the Executive Directr f Human Resurces r designee prir t rehiring a frmer emplyee. Rehired emplyees begin benefits just as any ther new emplyee. Previus tenure will nt be cnsidered in calculating lngevity, leave accruals r any ther benefits. An applicant r emplyee wh is terminated fr vilating plicy r wh resigned in lieu f terminatin frm emplyment due t a plicy vilatin will be ineligible fr rehire. 13