Policies for Police Staff Employees
Represented by AFSCME, Local 683 at Bloomington

Process for Recruitment/Selection
AFSCME 2.7

Revised October 17, 2011
Changes indicated in red font.

A. Policy

  1. 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.

  2. 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.

B. Filling Service Maintenance positions

  1. When these positions are open, University Human Resource Services 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

  2. University Human Resource Services 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.

    1. Employees are responsible for ensuring that their application is up to date before it will be referred.

  3. Preliminary interview and examination of applicants for qualifications will be conducted by University Human Resource Services, who will refer the best available candidates to the department.

  4. 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.

  5. Final selection is made by the department head, provided affirmative action requirements are met and, where appropriate, applicant can pass any required physical examination.

  6. Selections should be made by examining all factors necessary to determine the best qualifications and capabilities to fill the position. These factors may include, but are not limited to: experience, past performance, job related educational background, ability and qualifications to perform the work, and attendance record over the last twelve (12) months (not including extended periods of sick leave of two weeks or more due to serious illness or injury or approved leaves of absence)

  7. When qualifications and capabilities are found relatively equal, employees should be ranked in order of occupational unit seniority date (in the occupational unit of promotion) first and University seniority date second.

    1. For SM positions, employees in the SM functional classification are defined as having more seniority than employees in other functional classifications. These selections are subject to the provisions of Policy 2.8, Promotions and Transfers, C.1.

  8. Preference will be given to RPS food service facilities employees in filling jobs in food service and housing in RPS when some or all of the food service facilities are shut down. When food service facilities are shut down and facilities employees are given preference for work in housing, they will be paid the rate for the job they are performing at the same relative step of the pay rate for the employee's regular position. The job duties and the pay rates will be posted in RPS for the employees' information before they sign up for such work.

C. Acceptance and final approval

  1. Notification of acceptance can be made directly by the department head, or through University Human Resource Services. In either case, the department head must notify University Human Resource Services when the applicant is accepted.

  2. The hiring department shall inform in writing all bargaining unit applicants that were considered, including interviewees, that the position has been filled, the name of the person selected, the selected person's seniority date, and the basis for selecting another applicant rather than employee; either best qualifications or most seniority.

    1. Any applicant interviewed is entitled to know the qualifications of the selected applicant, if requested.

    2. For promotions only, when a senior employee who meets the minimum qualifications is not selected, the hiring supervisor shall notify the employee in writing of the decision and the related qualifications of the person selected that are significantly greater.

  3. The hiring department head must initiate HRMS documentation for the accepted applicant.

  4. Final approval of all positions filled is contingent upon the individual hired completing Form I-9 using the online procedures established by the University to verify they are entitled to work in this country. Federal law requires that the employee must be stopped from working if either Section 1 or 2 is not completed within the time limits specified for the section.

      1. The employee must complete online Section 1 of the Form I-9 on or before the first day of employment and present evidence of identity and employment eligibility within three business days of the date employment begins.

      2. The hiring department must examine the evidence of identity and employment eligibility; record online the title, number and expiration date (if any) of the documents; enter the date employment began in the Certification statement of Section 2; and electronically submit the Form I-9 within three business days of the date employment begins.

      3. Copies of documents that the online system specifically identifies are to be scanned into the online system for record keeping. All paper copies used in the verification or scanning process are to be shredded.

      4. The online Form I-9 will automatically be submitted to the U.S. Department of Homeland Security's E-Verify system. Follow the instructions in the university's I-9 E-Verify Procedures.

  5. IU Police Department may conditionally select an applicant while waiting completion of the applicant's background investigation.

D. Unfilled positions

  1. If a department decides not to fill a listed position, the department will inform University Human Resource Services and the president of the union of this decision.

  2. In the event that no applicant has been selected within 90 days from the ending date (last Saturday of the posting period) of the most recent job posting, if the department determines to proceed with filling the position, the job opening shall be relisted in accordance with procedures set forth in this policy.

    1. If the selected applicant is removed from or leaves the position within 90 days of the ending date of the most recent job posting, the applicant pool from that posting may be used to make a new selection.  

    2. If another opening for the same job title and classification level occurs in the same occupational unit during the posting of the job or within 90 days of the ending date of the most recent job posting, the applicant pool from that posting may be used to make a selection for the new opening(s). When an additional opening occurs at the time the original position is being posted, then the job posting will reflect that more than one job opening is available.

E. 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 University Human Resource Services office if there are questions about a specific situation.

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University Human Resource Services
Last updated: 17 October 2011
URL: http://hr.iu.edu/policies/
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