AU HIRING PROCESS. Contact Public Relations for external advertising and listing the job on higheredjobs.com.

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1 AU HIRING PROCESS FULL-TIME & PART-TIME Complete Job Requisition Form, including the required Vice-President and Business Affairs signatures. Search Committee Members must also be identified on the back of the Job Requisition Form. Take the fully completed Job Requisition Form to the Human Resources office. The Human Resources Department will post the Requisition on the Job Board, Portal and Ashland University website. Positions must be posted for a minimum of five (5) business days before an offer can be extended. Contact Public Relations for external advertising and listing the job on higheredjobs.com. Determine if the slate of candidates meets the minimum qualifications. Search Committee interviews and evaluates the candidates that have been pre-approved. A criminal background check is required prior to being employed by the University. See AU policy statement on pages 8-9. A criminal background check can take up to three (3) or more days to receive results. Search committees should take this into account and plan accordingly. Contact the HR department for more information on how to initiate the process of conducting a criminal background check. A job offer can be made following the receipt of an acceptable criminal background check and a completed Employee Status Form. The Employee Status Form must be approved by the functional vice president/president and the Business Affairs office. Take the Employee Status Form to the HR office. Also return all resumes/applications received (including the resume of the selected candidate) and the completed Search/Selection Summary to the HR office. The Human Resources Department will provide a contract or employment letter for the selected candidate. All offer letters for administrative positions must be signed by the vice president, and all offer letters for full-time hourly positions must be signed by the director or supervisor. Schedule an appointment with the Human Resources Department for the approved candidate to complete new hire forms. 1

2 JOB REQUISITION New position Replacement for: Date: From: Department: Please procure, by transfer or from other sources, a candidate for: Job Title: Shift Required: Date Required: Full-time Part-time Casual Description of work to be done: Special qualifications desired: President/Vice President: Date Supervisor: Business Affairs: Director of Human Resources: Date Date Date Date received and posted: Supervisor: List search committee members on page 3 of this form.

3 NOTE: Search committee members must be identified and listed here before the job requisition can be approved. Search Committee Members Name Position Held 3

4 SEARCH/SELECTION SUMMARY Position: Department: Full-time Part-time Casual Date Search Opened: Date Search Closed: Present Employees Considered Name Other Candidates Considered Name

5 Other Candidates Considered (continued) Candidates Recommended for Hire (list in order of preference) Name Chosen Candidate Name Male Female Race Code Hiring Supervisor: Date Candidate References Checked By: Date Race Codes: Black - 02 American Indian - 03 Asian - 04 Hispanic - 05 White

6 EMPLOYEE STATUS FORM INSTRUCTIONS: Check the appropriate block(s) and complete the required sections. TO BE COMPLETED BY SUPERVISOR - SECTIONS 1 and 2 New Hire Address/Phone Position Status Change (Complete sections 1 & 2) (Complete section 3) (Complete sections 1 & 2) Termination of Employment Marital Status Emergency Contact Information (Complete section 1) (Complete section 4) (Complete section 5) SECTION 1 EMPLOYMENT ACTION Employee s Last Name First Name MI Hire Effective Date: Terminate Employment Effective Date: Reason: Position Status Change Effective Date: Reason: SECTION 2 POSITION INFORMATION - HIRES/STATUS CHANGE ONLY Current Position Department Account Number Full Time Part Time High School Casual Months per Year Months per Year If Less Than 40, Avg. Hours per Week Avg. Hours per Week Full Time Temporary Part Time Temporary Current Salary/Hourly Rate Current Supervisor New Position Department Account Number Full Time Part Time High School Casual Months per Year Months per Year If Less Than 40, Avg. Hours per Week Avg. Hours per Week Full Time Temporary Part Time Temporary New Salary/Hourly Rate Replacement for Replaced Employee Position Code Last Rate: Supervisor President/Vice President Approval: Date Supervisor Approval: Date Business Affairs Approval: Date 6

7 SECTION 3 ADDRESS/PHONE Street Address (number, street, city, state, zip code) Change Home Telephone Number SECTION 4 MARITAL STATUS Spouse s Name Former Name Marriage Date Divorce Date Divorced Spouse s Name & Present Address SECTION 5 EMERGENCY CONTACT In Case of Emergency, Notify Relationship Address (if different than above) Emergency Phone Number Other Emergency Phone Number SECTION 6 PAY/BENEFITS - Human Resources DEPARTMENT USE ONLY Number of Pays Pro Rate Annual Salary Social Security Number Date of Birth Yes No Federal Exemptions State Exemptions City Tax School District Health Care Status Health Care Rate Pre-Tax Family Employee & Spouse Employee & Children Single PPO HSA $ Yes No Flexible Spending Flexible Spending Deduction HSA Contribution Voluntary Vision Rate HCA Yes No HCA $ $ $ DCA Yes No DCA $ Life Insurance/STD Rate Voluntary Life Rate Voluntary AD & D Rate Voluntary Dental Rate LTD Rate Employee AU with Health Care $ $ $ $ $ $ Retirement Deduction/Reduction Extra RA Extra SRA 4% Employee %AU FTE Classification SRA ADM PRE STF ACM ACP ACS STP GAS FAC Employee Name (Print): Employee Signature: Date Date Human Resources Department Signature: Date Other Instructions: 7

8 General Ashland University Policy Statement Criminal Background Checks Effective November 1, 2011 Ashland University will begin conducting criminal background checks. The University will check the criminal background records of all prospective employees recommended for hire (including part- time, but excluding student workers). Consideration will be given to the relationship between a conviction and the responsibilities of the position that will be held. Only relevant, job- related criminal conviction(s) will be grounds for non- selection of an applicant. Falsification of application materials related to disclosure of any criminal conviction is grounds for non- selection of an applicant. Procedure All University job postings and advertisements will include the following statement: Ashland University meets fully its obligation of nondiscrimination under federal and state laws and is actively committed to diversity in its workplace. Employment will require a criminal background check. No applicant may be hired prior to the University s receipt of the criminal background check results. All individuals being considered for employment must complete and sign the appropriate pre- employment form, which includes an acknowledgement by the applicant that all information submitted with the application is truthful and also authorizes the University to conduct a criminal background check. Individual University departments are responsible for determining at what point prospective hires are given the form to complete, sign and return. No criminal background checks can be conducted prior to receiving a signed form. The University will contract with a reputable and qualified outside vendor to conduct the criminal background check. The Human Resources Department will be responsible for assuring the criminal background checks are performed in accordance with all legal statutes. At the request of the hiring supervisor/department chair, the Human Resources Department will initiate a criminal background check. The results of the criminal background checks will be received by the Human Resources Department. The Director of Human Resource, the Vice President or Provost, the Director or Dean in consultation with the hiring Supervisor or Department Chair, must agree on the decision to appoint or not appoint based on the results of the criminal background check. Where there is disagreement, the President of the University will make the final decision. 8

9 In the case of applicants for Cabinet level positions, the President, in consultation with the University s Board of Trustees, will make a selection decision based on the results of a criminal background check as well as other employment related background checks that may be authorized by the Board. The Director of Human Resources is responsible for notifying applicants if the decision is made not to hire an applicant on the basis of the criminal background check results. The applicant will be given three business days to refute any of the criminal background check results. Any new or corrected information provided by the applicant will be received by the Director of Human Resources. Any change in the prior decision not to hire, must be reviewed and approved by the Director of Human Resources, the Vice President or Provost, the Director or Dean in consultation with hiring Supervisor or Department Chair. In the event the reviewers cannot reach a consensus decision, the University President will make the final decision. In the event of a no- hire decision, the hiring supervisor or department chair is responsible for informing other University employees who were directly involved in the search. Since the criminal background check results are public record, the hiring supervisor or department chair is free to disclose the specific reasons for the no- hire decision. If the hiring supervisor or department chair chooses not to disclose the specific reasons, they may simply inform those who have a need to know, that upon a complete review of the applicant s credentials and background it was determined that he/she did not fully meet the necessary position requirements. Individuals returning to a paid position with the University following an absence from continuously compensated employment may be required to have a criminal background check even if they have preciously completed one. What is Covered in a Criminal Background Check? Multistate criminal conviction records National sex offenders registry Federal terrorist/drug traffickers watch list (applicants will not singularly be disqualified from employment if they appear on either of these lists so long as there are no other job relevant criminal convictions). Further instigation may be required of applicant who appear on either watch list. Recordkeeping Records gathered as a result of a criminal background check will be kept by the University s Director of Human Resources in files separate from all other employment related files. The records will be kept for a period of seven years after the position has been filled and may be access only on a need to know basis or as required by applicable law. 9

10 Dear AU Job Applicant: A criminal background check is required prior to being employed by the University. Have you ever been convicted of a crime, excluding misdemeanors and summary offenses in the past seven (7) years? Yes No If yes, describe in full: Disclosure and Release Statement I certify all of the information I have provided during the selection process is true and complete to the best of my knowledge I understand and agree that false or misleading information given in my application, resume or interview(s) will disqualify me from employment and, if I become employed by Ashland University, will be grounds for immediate termination of my employment. In consideration of Ashland University processing my application for employment, I hereby authorize, request and direct any governmental or law enforcement agency, consumer reporting agency, current or former employer, manager and/or supervisor and/or personal reference identified by me to provide to Ashland University and its designated agent and representative information about me. I hereby authorize Ashland University to request and receive any such information. I hereby waive and release all rights against any person or entity for claims of any nature whatsoever arising out of communications they make in reliance upon this paragraph and I agree to indemnify and hold harmless any person or entity for any liability incurred because of reliance upon this paragraph. Signature of Applicant Date Print Name Position for Which I am Applying Name of AU Hiring Supervisor or Chair Return this form to Human Resources 106 Founders 10