Staff Employment Procedure

Procedure no. II-6a
Effective Date: 01/01/2005
Related Policy: II-1II-6


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

Administrative Approval

For Staff: Employment Specialist

Functions Impacted

Budget Office
Office for Inclusion, Diversity and Equal Opportunity
Human Resources
Foreign Faculty and Scholars
University Health Service
Occupational and Environmental Safety

Documentation Required for: AA/EEO (including OFCCP, EEOC), as well as all federal labor laws, American with Disabilities Act

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
  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 template (doc). Attach the job description to the staff employment requisition (doc).

  2. If the position is new, draft a job description and review it with the Compensation Office of the Human Resources Department. The compensation analyst will determine the salary grade for the new position.
  3. Complete the staff employment requisition.
  4. Submit the requisition to the department head and to the management center budget office and/or the University Budget Office, if applicable, for approval.
  5. Submit the approved requisition to the Employment Office of the Human Resources Department.


  1. Normally all staff job openings will be posted for at least 5 work days. Exceptions to posting a staff job opening will require approval from the Director of Employment.
  2. Once a job requisition and accompanying job description are received in Human Resources, a salary grade is assigned and then a determination of underutilized status is made. As soon as this process is completed, the job will be posted on the Human Resources web site.
  3. All job opening will have apply-by dates. Potential applicants must submit a resume and/or application to Human Resources within the specified time frame before they may be considered an applicant for an open position. 
    Unless another reasonable time frame is requested by the hiring supervisor, open positions that are non-exempt (hourly) will have an apply-by date advanced by 14 days from the date posted, and exempt (salaried) positions will have an apply-by date advanced by 30 days.
  4. For the first five days of the posting no offers of employment may be made to any candidate.
  5. The employment specialist will coordinate with the hiring supervisor the strategy for recruiting candidates once the position is posted. In order to ensure compliance with the university's Affirmative Action Plan and EEO requirements, all recruiting must be coordinated through the Employment Office.
  6. 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 identify minority and women candidates and completing the Recruitment Strategy Checklist.
  7. The supervisor is responsible for keeping a Candidate Log (doc) on every candidate he or she interviewed for the position.


  1. The employment specialist is responsible for screening internal candidates and referring only those who qualify for consideration. The supervisor is responsible for interviewing every qualified internal candidate and preparing an interview report.

  2. The employment specialist is responsible for screening external candidates and referring only those who qualify for consideration. The supervisor has some 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 updating the Candidate Log with the information regarding interview date and a specific job related reason for the rejection.
  4. The supervisor is responsible for interviewing candidates with regard to their suitability and interest in the position. The employment specialist is responsible for providing an overview of Case Western Reserve University and of the fringe benefits that may apply.
  5. Both the supervisor and the employment specialist should ensure that the candidate is informed about the proof of identity and employment eligibility that is required by the U.S. Citizenship and Immigration Service.


  1. Upon selecting the preferred candidate, employment references, criminal background check, and verification of credentials will be done prior to making the offer of employment.
  2. If the position is underutilized, then Affirmative Action approval must be obtained, using the form letter titled Affirmative Action Approval for Candidates for Staff Positions.
  3. For specific positions (See Position Requirements Policy II-8) 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 s 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.
  2. The employment offer, including salary, start date, work hours, and employment status must be coordinated with the employment specialist before it is extended.
  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. The employment offer should include a reference to the three month orientation period.
  6. Once the offer is accepted, the employment specialist will prepare a written confirmation to be given to the new employee. Any other written communication regarding employment/appointments must be reviewed with the employment specialist.


  1. The supervisor is responsible for submitting a completed Candidate Log to the Employment Office.
  2. The employment specialist is responsible for coordinating notification to the candidates who were interviewed but not selected for the position.
  3. The Employment and Benefits Offices conduct employee orientation sessions for new hires every Monday. All new hires will be scheduled for the Monday orientation and a diversity workshop.
  4. As part of the university's approach to foster success of each new hire, supervisors are responsible for conducting a department orientation as well as arranging for employee training as necessary.