RECRUITMENT, SELECTION and EMPLOYMENT PROCESS

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1 RECRUITMENT, SELECTION and EMPLOYMENT PROCESS PURPOSE: POLICY: To facilitate and enable the University to recruit for and select the most qualified candidate for positions within the University. To ensure that any hire is made within budget to a position that is has been approved with accurate job descriptions by using equitable and fair hiring practices. To ensure that the University s hiring policies follow all State and Federal guidelines. The University shall carefully screen applicants in a nondiscriminatory, fair, and consistent manner for budget approved available positions in order to hire the most qualified candidate. The selection process shall strictly conform to all EEO guidelines. This policy includes EEO, Reference Checks, Background Checks, Employment Offers, Employment at Will and Employment of Related Persons. DATE APPROVED: September 2011 REVISED: PRACTICES & PROCEDURES: Position Requisition Request Replace a Current Position: a. Complete the Hiring Requisition (REQ) form (available on the Human Resources website Forms Link). b. Review the job description to ensure that the description accurately reflects the position duties and requirements. Forward job description to the Director of Human Resources via (word format) for final approval. c. Attach approved job description to req and forward to Vice President to review and present to Senior Staff for approval. d. Forward the approved, completed and signed req and job description to Human Resources. e. Once all approved information is received in Human Resources, an HR representative will contact the hiring manager to discuss recruitment options. Proposal for a new position: a. For any position that is new and/or not in the current budget year, the hiring manager must complete a position rationale, a job description and a req to their direct supervisor. Once discussed and approved by the supervisor, all information must be forwarded to the Vice President for review. b. If the Vice President approves the new position, all forms will be presented to Senior Staff for approval. Once the new position has been approved, follow steps (d) and (e) as above. Job descriptions a. In collaboration with the Director of Human Resources, all hiring managers will review and update job descriptions. Any changes to positions need to be accurately reflected in the job description. Final approval of job descriptions is held by the Director of Human Resources. 1

2 b. All job descriptions will be formatted using the following template: A. Title B. Reports to C. Basic function D. Qualifications E. General Responsibilities F. Schedule G. Supervision received H. Supervision Exercised I. Physical requirements J. Expectations Advertising Once the signed approved req and updated job description is received, Human Resources will consult with the hiring manager to discuss the recruitment process. If it is deemed that a qualified internal candidate may be a fit, the position will follow the internal posting procedures only. a. All positions are advertised via the HR website Job Opportunities page. An will be sent out to the Franklin Pierce Community announcing the position. The posting will be remain on the intranet for a minimum of three working days to allow any interested employees to apply or to make referrals to the HR Office. For the departments where is not available, the Department Administrative Assistant and/or the supervisor will ensure the job listings are posted on the Department bulletin board. b. All positions that are to be extended outside of the Franklin Pierce Community will be placed on the Franklin Pierce University Employment Opportunities web page. Department Reorganization a. Should a vacancy occur within a department, the supervisor with consultation from their Vice President, may realign personnel within their department. Any candidate outside the immediate department will need to apply through the normal internal recruitment process. b. For any department reorganization, a req must be completed for each employee moving from one position to another and be submitted to the Human Resources office for processing. All reorganization changes must be signed off by the Vice President. c. If the reorganization requires budget alterations, consultation with the CFO must be done prior to any offer being made. d. Upon receipt of the approved req, Human Resources will prepare a new offer letter stating the position change and any salary adjustments if needed. Internal Recruitment Process a. Internal applicants wishing to be considered for any posted position must supply a letter of intent and an updated resume to the Human Resources Office within three days of the posting to receive early consideration. b. Only Franklin Pierce employees who have met the minimum criteria and are qualified will be forwarded to the hiring supervisor during the three day posting period. External Recruitment Process a. Employment advertising will be developed collaboratively between the hiring department and 2

3 Human Resources. b. Advertising will be carefully placed to increase diversity within the potential employment pools. Consideration is given so that we advertise in venues where qualified diverse applicants could be notified and recruited. All advertising will be approved and placed by Human Resources. c. Human Resources shall welcome employee s referrals for all vacant positions whenever appropriate. d. When at all possible, the use professional networks shall be used to increase the diversity of the pool. Application Process a. All applicants are encouraged to their application materials to b. All applications must be received via the Human Resources office. Each applicant will receive a receipt confirmation. All applications will be logged and tracked. c. Applications will be scanned and/or ed to the hiring manager for review. Screening, Selection and Interviewing a. Non-exempt & Exempt Positions i. For all non-exempt positions, the Human Resources Office shall screen applications and provide a list of qualified applicants to the hiring supervisor. At any time, the hiring manager may request to view all applications. ii. The hiring manager, in consultation with HR, will rank all applicants using the rating matrix. Once ranked, the hiring manager shall select the top 7-10 candidates to contact for initial screening phone calls. iii. The hiring manager shall send to HR the list of the top candidates. The HR office will contact each candidate, discuss the wage range and find out of the candidate is interested in moving to the next phase. iv. HR will provide the hiring manager the names of candidates who are interested in interviewing face to face. The hiring manager and HR will formalize interview questions to ensure that all applicants are asked the same questions and that the questions comply with all State and Federal laws. v. The hiring manager will contact the candidate and invite to campus. Any request for interview reimbursement must be approved prior to the interview. If the approval is given, then the Human Resources Department will make arrangements for the travel and/or accommodations. vi. During the on-campus interview applicants must meet with Human Resources to review the University s benefits as well as to sign a release for a background check. b. Faculty Positions i. For all full-time faculty positions, under the direction of the Dean of Rindge or the CGPS Dean a search committee (or as directed in the Collective Bargaining Agreement) shall be formed. The committee shall screen applications and provide to the Dean a list of seven to ten names of candidates they would like to progress. ii. After the Dean has reviewed and approved the candidates submitted, the names will be forwarded to Human Resources. Human Resources will provide a basic telephone screening by discussing the salary range, rank of position, providing a brief overview of the 3

4 University and finally gathering additional contact information and possible times they would be available should they wish to proceed to the next stage in the interview process. Human Resources will then provide the Search Committee with the candidates that wish to proceed and information gathered to assist them in scheduling their phone interviews. iii. The Search Committee will conduct the phone interviews. It is not required that all committee members be present for the phone interviews however there must be at least two committee members present during any phone interview. It is suggested to limit phone interviews to minutes. Committee s need to formalize interview questions to ensure that all applicants are asked the same questions and they comply with all State and Federal laws. iv. After the completion of the phone interviews, the Search Committee shall provide the Dean with written recommendation and ratings of the top three (3) candidates which shall be designated for campus interviews. Division Chair or Academic Director will then determine suitable interview dates, in addition to alternative dates, and forward these to the Human Resources Office and the division/department administrative support. v. Should any selected candidate require travel, the Human Resources Department will make arrangements for the travel and/or accommodations. A minimum of 2-weeks notice is needed for all travel arrangements for budgeting purposes. vi. During the on-campus interview applicants must meet with Human Resources to review the University s benefits as well as to sign a release for a background check. Reference Check a. A minimum of three reference checks must be completed on all final applicants. Reference inquiries are not limited to those persons listed as references by the applicant. b. The hiring supervisor, search committee chair, and/or the Human Resources Office shall verify pertinent information by contacting references provided by the applicant. Permission shall always be obtained from the candidates before contacting anyone at the candidate's current place of employment. All reference check forms must be submitted to Human Resources prior to any offer being made. (Reference Form) c. Any concerns or questions regarding reference checks should be referred to the Director of Human Resources. d. After an employee is hired, Human Resources will conduct a criminal background check as well as complete E-Verify checks, as required by law. (see Background Check later in this policy) Employment Offers Faculty Offers a. Upon the selection of the most qualified candidate, the Dean with approval from the Provost will contact the candidate to make an initial employment offer. With the candidates verbal acceptance the Dean will forward to the Director of Human Resources the following information giving authorization to make a formal written offer of employment. 1. Name of Candidate 2. Address 3. Phone Number 4. Position Title 5. Annual Salary 4

5 6. Appointment duration: 9, 10 or a 12 month appointment 7. Start Date (All hire dates must be on a Monday unless previously discussed with Human Resources) 8. Any special language relating to position or course work the candidate would be expected to perform. 9. Special circumstances such as pre arranged vacations, waiver of teaching loads, or any compensatory agreements. a. Any compensatory agreements must be approved by the Provost and signed off by the Chief Financial Officer prior to any verbal agreement being made with a copy of the approval sent to the Director of Human Resources. b. No benefit waivers can be granted without consultation and prior approval from the Human Resources Director. Non-Faculty Offers a. The Director of Human Resources shall make all offers of employment at the approved wage or salary figure. The hiring manager may contact the candidate prior to Human Resources simply to let the candidate know that an offer is imminent. The hiring manager is not allowed to enter into a conversation relating to salary and/or benefits. b. The hiring manager will complete the Hiring Authorization Form and forward to the Director of Human Resources to make a formal offer of employment. 1. Name of Candidate 2. Address 3. Phone Number 4. Position Title 5. Hourly rate/annual Salary 6. Start Date (All hire dates must be on a Monday unless previously discussed with Human Resources) 7. Any special language relating to position or condition of employment. 8. Special circumstances such as pre arranged vacations or any compensatory agreements. c. Any compensatory agreements must be approved by the Division Vice President and signed off by the Chief Financial Officer with a copy of the approval sent to the Director of Human Resources. d. No benefit waivers can be granted without consultation and prior approval from the Human Resources Director. c. The hiring manager will be notified of the employment offer status immediately after the offer has been made by Human Resources. d. Once an employment offer has been accepted, the Human Resources Office will confirm the start and orientation date. e. All employment offers are subject to the completion of the Immigration and Naturalization Service's (INS) Employment Verification Form (I-9). This document must be completed on or before the employee s first day of work. Appropriate original documents proving identity and employment eligibility in the United States must be personally presented at this time in accordance with INS regulations. Tax forms should also be completed and other necessary information obtained in order to establish a personnel file and to comply with all EEO requirements. 5

6 Equal Employment Opportunity It is the policy of the University to provide an environment free from discrimination, including sexual harassment and sexual assault. The University does not discriminate against eligible persons on the basis of age, race, sex, creed, color, religion, sexual orientation, Vietnam-era veteran's status, or ADAprotected disabilities in admissions, access, and/or employment in its programs and activities. No qualified person shall, on the basis of age, race, sex, creed, color, religion, sexual orientation, Vietnamera veteran's status, or ADA-protected disability, be excluded from participation in, denied the benefits of, or otherwise be subjected to discrimination in University programs or activities. Employment-At-Will Both employers and employees within the State of New Hampshire and the State of Arizona are subject to the Employment-At-Will statute. Although it is desirable for employees of the University to form long-standing employment relationships with Franklin Pierce, either the employee or the University may terminate the relationship at any time, for any reason, with or without notice. This Employment-At-Will relationship exists regardless of any other written statements or policies. While the University may elect to follow its progressive discipline procedure, the University is in no way obligated to do so. Using progressive discipline is at the sole discretion of the University and employment status shall always remain an employment at will. The Employment-At-Will statement does not apply to contract Faculty, the President of the University or Vice President positions. Employment of Related Persons For the purpose of this policy, related persons are defined as: current and/or former spouse, children, step-children, siblings, parents, step-parents, grandparents, in-laws, and other persons who are in the opinion of the University living in the same household as though they were legally in one of the listed relationships, domestic partners and persons who are dating or otherwise engaged in an intimate relationship. The University does not categorically prohibit the employment of related persons. However, in recognition of the potential for sensitive work issues, the University will review each hiring decision involving related persons to determine the possible ramifications of the job placement and will make its hiring decision based on the merits of each individual situation. Functional Relationship of Many Positions a. The University reserves the right at any time, and for any reason, to deny employment, or continued employment when it is deemed by the University to involve the employment of related persons. b. Due to marriage or other reasons, employees who are hired or become related may find themselves in positions of conflict with this policy. If, within a reasonable time, a transfer to eliminate the conflict is not possible, it may be necessary for one or both of the employees to resign. This policy does not require the University to fill a position vacancy with an existing employee who finds him/herself in conflict with this policy. Transfer/hiring decisions remain within the discretion of the University. c. In administering this policy and deciding whether the employment or continued employment of related persons is permissible, consideration may be given to, but is in no way limited to, such questions as: i. Is it likely that either related person will be in a position to influence the salary, advancement, or future work assignments of the other? 6

7 ii. Would the related persons have related work assignments, i.e., could one be responsible for checking or reviewing the work of the other? iii. Could the work of one employee depend upon the work of the other? iv. Would one of the related persons be working in a sensitive area of the University and/or have access or exposure to confidential material, data, or records? d. Persons related to employees who report directly to the President or to members of the Board of Trustees will not be hired. e. This policy does not prohibit the employment of dependent children of University employees on a temporary basis during summer and school breaks. f. All applicants must declare any relationship to current or former employees through their application form. If a related person is hired, or if persons become related while employed with the University, the Director of Human Resources shall notify the President. Decisions regarding the employment of related persons will be made on a case-by-case basis. The President s decision is final. All exceptions to the policy prohibiting the employment of related persons are conditional and can be withdrawn or revised when deemed to be in the best interest of the University. Background Checks Franklin Pierce University will perform a background investigation on all new employees. The Human Resources Director or designee will be responsible for performing background checks. Franklin Pierce University has a contract with and will perform all checks with LexisNexis Screening Solutions, Inc., a private, commercial background check vendor. A standard package for all background checks will check Identity Verification which includes social security number validation, date and state of issue, phone number validation, previous addresses and a death master index search. All background checks will be processed via the LexisNexis National Criminal File which reviews Department of Corrections (Inmates & Release files, Probation & Parole) Administrative Office of Courts, Individual County Courts, State Specific Criminal Record Repositories, LexisNexis Proprietary Criminal Record Data and Sex Offender Registry Records. A criminal conviction does not necessarily bar initial employment with the university. The university will assess circumstances surrounding the conviction, time frame, nature, gravity, and relevancy to the job duties. All information regarding any part of the background check process is kept in strict confidence except when disclosure is deemed necessary. The retention of background checks result records will remain on file for the duration of employment. The result record will consist of the employee s name, date of birth, social security number, address and the final outcome of the background check pass or did not pass. No other records will be retained. For any Education faculty members, fingerprints will be included with the background checks. 7

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