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Staff Employment Procedure

Issue Date: 06/03/2019
Related Policy: Employment Planning and Responsibility
Revision History: 01/01/1995; 01/01/2002; 01/01/2005

Goal

To ensure timely recruiting and selection of employees in compliance with all of the legal, environmental, safety, and labor requirements.

Detailed Procedures

Supervisors who are considering recruiting a staff employee should first consider:

  1. the opportunity for job enrichment of other employees;
  2. the opportunity to restructure or redefine the job;
  3. the necessity of hiring a full-time, part-time or temporary employee; and
  4. the economics of hiring.

Upon determining that hiring a full-time or part-time staff employee is appropriate, the supervisor should proceed in a timely manner, keeping in mind the necessity to follow all of the university's policies on recruiting and selection of employees.

Staff Employment Requisition

  1. Review the job description to ensure it accurately reflects the job opening. If necessary, update the job description using the templates or examples on the Compensation website at: https://case.edu/finadmin/humres/compensation/.
  2. If the position is new, draft a job description and review it with the Compensation Office. The Compensation Analyst will determine the salary grade for the new position and provide the Hiring Supervisor a job code number.
  3. Complete the staff employment job opening requisition in the PeopleSoft HCM system. The Hiring Supervisor must have a job description and a job code number. The job code number is obtained through a review by the Compensation Office.
  4. Submit the requisition for approval within HCM.

Recruiting

  1. All staff job openings normally will be posted for thirty (30) days with a minimum of five (5) work days.
  2. Potential applicants must submit an online application within the posting period to be considered an applicant for an open position. For the first five (5) work days of the posting, no offers of employment may be made to any candidate.
  3. The Employment Specialist and Hiring Supervisor will discuss and coordinate the strategy for recruiting candidates once the requisition is submitted within HCM. To ensure compliance with the university’s Affirmative Action Plan and EEO requirements, all recruiting must be coordinated through the Employment Office.
  4. If the position is one in which the university is underutilizing protected class persons, special recruiting efforts may be necessary. The Hiring Supervisor is responsible for coordinating with the Employment Office the action steps necessary to attract underrepresented protected groups and documenting the Recruitment Strategy in HCM.
  5. The supervisor is responsible for keeping track of interviews and working with the Employment Specialist in recording the information in HCM.

Interviewing

  1. The Employment Specialist is responsible for identifying eligibility to transfer for internal candidates and qualifying only those who meet the basic qualifications for consideration. The supervisor is responsible for interviewing every qualified internal candidate.
  2. The supervisor has flexibility with regard to which external candidates to interview, except for qualified candidates known to satisfy underutilization in a job.
  3. The supervisor is responsible for keeping track of information regarding interview date and specific job related-reasons for the rejection. This information must be recorded in HCM.
  4. The supervisor is responsible for interviewing candidates with regard to their suitability and interest in the position. The Employment Specialist may also provide an overview of CWRU benefits that may apply.
  5. Both the supervisor and the Employment Specialist should ensure the candidate is informed about the proof of identity and employment eligibility required by the U.S. Citizenship and Immigration Service.

Selection

  1. After the Hiring Supervisor selects the preferred candidate, the Employment Specialist will check employment references, conduct a criminal background check, and verify education (when required) prior to making the offer of employment.
  2. If the position is underutilized, then Affirmative Action approval must be obtained by the Office for Inclusion, Diversity and Equal Opportunity (OIDEO).
  3. For specific positions, the candidate may have to satisfy other requirements as indicated on the Job Description. Normally, the Employment Specialist will coordinate these arrangements and confirm with the supervisor that an offer may be made.

Employment Offer

  1. The hiring salary is established within the hiring range of the position's salary grade, considering budget parameters and internal equity.
  2. The employment offer, including salary, start date, work hours, and employment status must be coordinated and extended by the Employment Specialist. The Hiring Supervisor may not extend a job offer.
  3. The best offer possible is to be made the first time. Normally, no subsequent negotiations regarding the offer will be made.
  4. Neither the supervisor nor the Employment Specialist may make commitments or guarantees as to the likelihood of future employment or career growth other than in describing the opportunities generally available to all employees.
  5. Once the offer is accepted, the Employment Specialist will prepare a written confirmation to be given to the new employee. The written employment offer should include a reference to the three (3) month orientation period. 

Any other written communication regarding employment/appointments must be reviewed with the Employment Specialist.

Closure

  1. The Hiring Supervisor is responsible for ensuring information within HCM is complete and accurate.
  2. The Employment Specialist is responsible for coordinating notification to the candidates who were not selected for the position.
  3. The Human Resources Department, in coordination with other departments, conducts employee orientation sessions for new hires, typically the first working day of the week. All new hires will be scheduled for the orientation.
  4. As part of the university's approach to foster success of each new hire, supervisors are responsible for completing the Orientation Period Form, conducting a department orientation and onboarding program, and, as necessary, arranging for employee training.