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2.6 Process for Recruitment and Selection

Revised October 2011

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

A. Policy

All persons who apply for promotion or employment are given equal consideration regardless of their age, color, disability, ethnicity, gender, marital status, national origin, race, religion, sexual orientation, or veteran status. No employment commitment can be made to fill any staff position unless the qualifications and credentials of all candidates have been presented to the campus coordinating employment office.

Procedure

B. Filling Service Maintenance positions

1. Management shall determine within 30 calendar days of a position becoming vacant to fill it or not. The President of AFSCME Local 1477-01 shall be notified in writing of the decision. If the decision is to fill the position, management shall have 60 calendar days from the date of the job posting to make a job offer (except those in Safety and Security), for a total of 90 calendar days.
2. If a vacant position (other than Safety and Security) is to be filled, but management fails to offer the position within 60 calendar days of the job posting, the position will be filled with a temporary or hourly employee until the vacancy is filled with an appointed employee. If management fails to fill the vacancy with a temporary or hourly employee by the 60th day after the job posting, the University will contribute the equivalent amount of the proficient rate for the vacant position into a fund under the provisions of the Reward Plans and Recognition Plans policy for each additional workday that the position is not filled by a temporary or hourly employee. Any amounts contributed to the fund described above will be distributed evenly among the employees in the occupational unit who are actually performing the work of the vacant position. The amount that would be paid to each employee under such circumstances is limited to a maximum amount of $100 per employee per biweekly pay period.
3. When these positions are open, the campus human resources office should be notified of the following:
   1. Title, Department, and Position Number
   2. Essential and marginal functions of position
   3. Brief description of the position and qualifications desired
   4. Type of appointment: Permanent or temporary and length of period
   5. Effective date of opening
   6. Name of last employee in the position
   7. Person to whom applicants are to be referred for interview
   8. Suggestions from the department head of any known candidates for the position
4. The campus human resources office will review staff who apply for promotion or transfer, screen applicants on file, and when necessary recruit in cooperation with department head for qualified applicants.
5. Preliminary interview and examination of applicants for qualifications will be conducted by the campus human resources office, who will refer the best available candidates to the department.
6. Final interviews and examinations will be conducted at the department level to determine suitability of applicants. The department should instruct the applicant about the position and its conditions of employment.
7. Final selection is made by the department head, provided affirmative action requirements are met and, where appropriate, applicant can pass any required physical examination.
8. Notification of acceptance can be made directly by the department head, or through the campus human resources office. In either case, the department head must notify the campus human resources office when the applicant is accepted. The department should then inform other applicants considered that the position has been filled, the name of the person selected, the selected person's seniority date, and the basis for selection; i.e., best qualifications or most seniority.
9. The hiring department head must initiate HRMS documentation for the accepted applicant.
10. Final approval of all positions filled is contingent upon the individual hired completing INS Form I-9 (Immigration Reform and Control Act of 1986) verifying they are entitled to work in this country.

end procedure

C. Employment in more than one position

1. It is possible for an employee to be employed in more than one position at the same time. Examples include a person employed in two 50% FTE appointed positions, or an appointed employee working in an hourly position. Following are the basic rules governing such circumstances:
   1. Appointed staff positions must be at least 50% FTE.
   2. The combined FTE for all appointed positions held by one person cannot exceed 100% FTE.
   3. An individual cannot hold an appointed exempt position and an appointed nonexempt position at the same time.

   4. An employee in an appointed PAO or Support and Service Staff position (eligible for overtime) may also be employed in an hourly position paid at a bona-fide hourly rate for the work performed in the Hourly job.  Biweekly paid employees may not be employed in a second job that is paid as a flat dollar amount for the work performed. Departments should consult with the campus human resources office in determining a bona-fide hourly rate for the work performed in the Hourly job.

2. Contact the campus human resources office if there are questions about a specific situation.