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2.5 Advertising Job Openings

Revised July 2003

Staff covered by this policy
This policy applies to Service Maintenance employees at South Bend.

A. Prior to advertising

Essential and marginal functions of all non-academic positions must be identified prior to posting, advertising, and filling any vacant or new position. Once it is determined by the administration to fill a vacant position, it will promptly be posted for bid as provided herein.

Alternate formats of position announcements, if requested by an individual with a disability, shall be provided.

B. Role of campus human resources office

Each week the campus human resources office advertises all employment opportunities listed with the Department. This listing includes full-time hourly positions that might be expected to normally lead to appointed status. Each position should be listed for one week before it is filled. The posting will note the classification, pay grade, and shift. The listing will continue to within two weeks of job offer and acceptance.

C. Filling a position from within the occupational unit or department

If a department plans to fill a position by promoting an appointed employee from within the occupational unit, the position does not have to be listed with the campus human resources office. However, the position must be advertised within the unit to give all qualified employees an opportunity to apply.

D. External advertising

All advertising outside the occupational unit of the open position, including trade or professional publications and employment agencies, must be coordinated with the campus human resources office. Prior to listing the job outside the occupational unit, the President of AFSCME, Local 1477-01 will be given a copy of the job posting to review and comment. The campus human resources office will consider any comments that are received from the AFSCME President within two days and make a final determination as to the content of the posting.

E. Use of private employment agencies

1. No position will be listed with a private employment agency without clearance by the campus human resources office. Use of private employment agencies will be approved only if other means of recruitment have not been productive, or if there is a reasonable assurance that they will not be productive.
2. When a position has been approved for listing with an employment agency, the employee may be reimbursed for one-half the agency fee after six months, provided the employee:
   1. Remains with the university for six months;
   2. Does a satisfactory job;
   3. Presents a receipt for fees paid to the agency. Any reimbursement must come from the employing department's budget.