Recruitment, Hiring and Onboarding

Transcription

1 Recruitment, Hiring and Onbarding SUBJECT: RECRUITING, HIRING AND ONBOARDING EFFECTIVE DATE: April 16, 2012 POLICY This plicy prvides an verview f ur hiring prcess, emplying temprary staff, and use f search firms. I. RECRUITMENT A. Requisitins: Hiring Officials use their departmental/divisinal prcesses fr gaining general and budgetary apprval fr creating and re-filling psitins. Requisitins are entered by the hiring manager r delegate int the recruitment system, ruted fr apprval, and reviewed by a recruiter prir t psting. B. Pstings: Hiring f regular Full-time; Part-time r PRN psitins is crdinated thrugh Human Resurces. All psitins are psted fr a minimum f five days and viewable t internal and/r external applicants n the University jb website. C. Advertising and Outreach: External advertising fr pen psitins at the University is crdinated thrugh Human Resurces. This includes, but is nt limited t, advertising n websites, targeted recruitment sites, newspapers, prfessinal rganizatins, trade jurnals and the state emplyment service. D. Search Firms: While the use f utside search firms is discuraged, Human Resurces can review and recmmend firms and is respnsible t secure cntracts n behalf f. All search firms ding business with the University must cntractually agree t cmply with the University s affirmative actin bligatins and t cllect and prvide the University with infrmatin in cmpliance with ur recrdkeeping bligatins. E. Applicatins: All applicants cmplete an nline applicatin when applying fr pen psitins. F. Candidate Pls: T ensure cnsistency in the hiring prcesses and adherence t cmpliance requirements, Human Resurces reviews the University s Affirmative Actin Plan t determine if specific hiring gals have been established fr wmen and/r minrities. If gals exist, Recruiters and Hiring Officials wrk t develp a recruiting strategy fcused n the affirmative actin gals. Recruiters and Hiring Officials als implement gd faith effrts t recruit qualified veterans and persns with disabilities. II. DUE DILIGENCE A. Screening and Testing: The Recruiter will prescreen candidates befre develping a slate fr the Hiring Officer t review. Use f testing tls must be reviewed by Human Resurces, the Equal Emplyment, Affirmative Actin and Disability Services Office, and the Office f General Cunsel t validate and ensure cmpliance with EEO/AA principles and guidelines.

2 B. Interviews: The Hiring Official shuld cnduct in-persn interviews with qualified candidates and use cnsistent lines f inquiry t determine selectin f the final candidate(s). Interviewing abut past perfrmance (using the DDI prgram available thrugh Human Resurces) is a preferred methd t predict future perfrmance. Questins shuld be jb-related and nt t be r perceived t be abut race, sex, natinal r ethnic rigin, religin, marital r parental status, sexual rientatin, gender identity r gender expressin, disability, military service r genetic infrmatin. C. References: Fr external candidates, the Recruiter prvides the Hiring Official with cntact infrmatin n three references n the selected candidate fr each jb. These references shuld be checked and dcumented by the Hiring Officer prir t an ffer being extended. Fr internal candidates, Hiring Officials shuld cntact at least tw references and speak with the current supervisr befre making an ffer n all transfers within the University. The Hiring Official may als ask Human Resurces t prvide infrmatin n past perfrmance. Hiring Officials shuld use the same criteria fr asking relevant reference questins as they use when cnducting interviews. D. Backgrund Checks: The University will cnduct pre-emplyment backgrund checks n all final candidates fr psitins in departments which have elected r are required t utilize these checks in the hiring prcess. The University pre-emplyment backgrund screen prgram will be administered in cmpliance with all federal, state and lcal laws. Where backgrund checks are used, candidates shuld be infrmed that all ffers f emplyment are cntingent upn the successful cmpletin f the backgrund check and candidates cannt begin wrk prir t their hiring departments receive ntificatin frm Human Resurces that they meet all pre-screening criteria. Human Resurces utilizes a third party vendr t cnduct all pre-emplyment backgrund checks. The backgrund check prcess begins after a cntingent ffer f emplyment is made t the selected candidate. These guidelines apply t the evaluatin f backgrund check results: Emplyment eligibility f new hires, transfers, and rehires will be determined by reviewing the findings against the established criteria and the jb duties/requirements fr each psitin. The determinatin will take int accunt the psitin applied fr, as well as the relevant factrs, including any legal and/r regulatry requirements. If the results received cntradict the applicatin, the candidate will be remved frm the prcess due t falsificatin f applicatin. Applicants wh falsify their applicatins will be dcumented as ineligible fr hire and will nt be eligible fr future cnsideratin fr emplyment at the University. If a University staff member seeking a transfer des nt qualify fr the new psitin based n the results f the backgrund check, he/she will nt be allwed t transfer. E. Dispsitin f candidates/recrd keeping: Hiring Managers are required t keep any ntes, resumes, electrnic ( s) r paper dcuments used during the interview prcess fr tw years after the hire is made. Fr purpses f apprpriate recrd-keeping, and t cmply with the University s EEO/AA bligatins, the Hiring Manager will prvide justificatin fr the decisin made fr each candidate referred fr interview. The Recruiter will cntact the Hiring Official after the hire is made t assist with the recrdkeeping prtin f this prcess.

3 III. HIRING A. Offers: When the Hiring Official has made the final selectin f the candidate t hire, the Recruiter will prvide a pay recmmendatin taking relevant factrs int cnsideratin. The department may prepare an ffer letter and nce accepted, Human Resurces will prepare the ffer cnfirmatin letter f recrd (LOR) t the incming emplyee. B. Under certain circumstances, it may be necessary t rescind a cntingent ffer f emplyment. These circumstances include, but are nt limited t the fllwing: A candidate fails t cmply with established timelines assciated with the preemplyment screening prcess; A candidate des nt pass the pre-emplyment screen; A candidate mits r falsifies infrmatin n the applicatin r related dcuments; Reference infrmatin is unfavrable r incnsistent with infrmatin prvided by the candidate. In the event that it is apprpriate t rescind an ffer, Human Resurces will ntify the Hiring Officer as well as the candidate in writing. C. Wrk Eligibility: New Hires will be required t cmplete Sectin I f the I-9 electrnically upn accepting an ffer f emplyment; but n later than the first day f emplyment. Dcumentatin that establishes eligibility t wrk in the United States must be presented n later than the 3rd day f emplyment. Individuals wh hld citizenship in cuntries ther than the United States are subject t special cnditins related t emplyment. Hiring Officials wh are cnsidering hiring a freign natinal applicant must cntact the Office f Internatinal Services t make sure that all legal and plicy requirements are met befre any jb ffer is made. D. Temprary Emplyees: Hiring f staff fr temprary psitins shuld als be cnducted thrugh ur Temprary Service r the Clinical Staffing Resurce Center (CSRC) depending n the type f rle. Temprary and PRN psitins are created fr a limited perid f time, but n mre than six mnths r n a situatinal basis as needed. T ensure cnsistency in hiring prcesses and adherence t cmpliance requirements, the Temprary Service is als respnsible fr cntracting with and managing all utside temprary emplyment agencies as apprved secndary vendrs fr nn-nursing psitins. The Clinical Staffing Resurce Center is respnsible fr cntracting with and managing all utside temprary agencies as apprved secndary vendrs fr nursing psitins. Arrangements with individuals prviding services with the intent t pay thrugh accunts payable r ther prcurement prcesses shuld be reviewed and apprved by Human Resurces. The department shuld cntact their human resurces cnsultant fr a determinatin f whether a Cnsultant/Independent Cntractr relatinship exists. Thse wh d nt meet the IRS eligibility requirements may be cnsidered fr hire as temprary emplyees. E. Rehires and Bridging: A frmer staff member may be cnsidered fr rehire if the separatin frm prir emplyment was vluntary and apprpriate ntice was prvided and if the staff member wrked thrugh the ntice perid as required by the department.

4 (Hurly paid staff wh resign are required t prvide a tw-week written ntice and exempt staff wh resign are required t prvide at least ne mnth written ntice.) The Recruiter will review the persnnel file f the frmer staff member wh has applied fr reemplyment and verify eligibility fr rehire befre frwarding the applicatin. The Hiring Manager will be advised f the frmer staff member's eligibility fr rehire and the requirement t check references. Sme benefits can be bridged if a staff member has cmpleted at least tw cnsecutive years f service in a regular r term full-time and/r part-time psitin immediately prir t their last separatin r changes t temprary wrk-status and returns t a regular r term psitin in less than ne year. Temprary psitins are nt cunted when determining whether tw years f service has been cmpleted. F. Transfers: Staff must have successfully cmpleted the rientatin perid and have remained in the current psitin t allw fr a six-mnth evaluatin perid t be eligible fr a transfer. The University encurages staff t establish a lng-term, stable wrking relatinship befre seeking ther career pprtunities within the Vanderbilt system. Individuals wh are nt meeting perfrmance expectatins must disclse any frmal perfrmance cunseling t the Hiring Official t be eligible t transfer within the University system. G. Emplyment f Minrs: The University des nt emply individuals under the age f 18 in regular psitins. It may be apprpriate t hire individuals wh are under 18 years f age in temprary psitins available thrugh Temprary Services r in defined prgrams. Due t safety cncerns, minrs may nt wrk in certain types f labratries r perate certain types f machinery/equipment. Minrs are als generally prhibited frm psitins requiring patient cntact r care. H. Emplyment f Family Members: Family members can be emplyed at the University. Hwever, ne family member may nt have direct influence ver the ther s cnditins f emplyment (i.e., salary, hurs wrked, shifts, etc.). Fr the purpse f this plicy, family member may be defined as spuse, dmestic partner, sn, daughter, parent, grandchild, sister, brther, mther-in-law r father-in-law r smene in a clse persnal relatinship. Disclsures are expected t be made thrugh the cnflict f interest prcess upn hire and n an annual basis. S. Vlunteers: All vlunteer pprtunities must be crdinated thrugh Vlunteer Services. Individuals interested in vlunteering can cntact Vlunteer Services r g t the website fr mre infrmatin. Vlunteer pprtunities may als require backgrund screening. IV. Orientatin A full day rientatin t the University is prvided t new emplyees, generally n the first day f emplyment. Emplyees f the medical center als attend a secnd day f rientatin t learn mre abut the culture and expectatins f the medical center.

5 A. New Emplyee Orientatin Perid: The University utilizes a New Emplyee Orientatin Perid fr newly hired staff. This rientatin perid prvides the new staff member an pprtunity t acclimate t their new psitin and Vanderbilt and prvides the supervisr an pprtunity t develp and assess the skills f the new staff member. Generally, fr staff members wh are paid hurly, the rientatin perid is three mnths fllwing the date f hire and fr exempt emplyees the rientatin perid is six mnths fllwing the date f hire. Internal transfers and prmtins are nt subject t an rientatin perid. In the event jb perfrmance r cnduct during rientatin is cncerning r unsatisfactry; supervisrs shuld prmptly cach the new staff member. If the cncerns cntinue, the supervisr shuld give the staff member written ntice f the deficiency and explain hw the perfrmance r cnduct needs t imprve in rder t cntinue emplyment. During the rientatin perid, emplyment may be terminated withut ntice. Hwever, terminatin f emplyment shuld be reviewed with Human Resurces prir t taking actin. Terminatin f emplyment during the rientatin perid is nt subject t the dispute prcedure. Hwever, if a staff member believes that the terminatin f their emplyment is the result f unlawful discriminatin they may cnsult with the Equal Opprtunity, Affirmative Actin, and Disability Services. If a staff member's perfrmance r cnduct des nt meet the expectatins set by the supervisr, r there has nt been enugh pprtunity t evaluate the staff member's perfrmance the supervisr may extend the perid f rientatin up t an additinal ninety days. The decisin t grant an extensin shuld be made in crdinatin with Human Resurces. Ntice f extensin shuld be given t the staff member in writing. This extensin prvides additinal time t evaluate whether the individual meets expectatins. The supervisr shuld utline in writing t the staff member why the rientatin is being extended. This extensin prvides additinal time t evaluate whether the individual meets expectatins. At the end f the extensin the supervisr shuld discuss with the staff member their perfrmance and ntify them in writing that their rientatin perid has been cmpleted, if apprpriate. There may be a need in specific departments t extend rientatin fr a jb classificatin beynd the three r six mnth time frame in rder t ensure that all required training (mandated by emplyer, state r federal guidelines) is cmpleted. Shuld a manager believe that their department requires additinal time t successfully rient new hires t the department, they may request in writing t Human Resurces fr the extensin. The request must include dcumentatin that supprts the need fr the extensin and the jb rles requiring the extensin. If granted, the extensin will apply t all new hires within that department s designated jb rle.