Recruiting Procedure

Section 100, Proc. 143
Effective: 1/29/08

Objective:

To provide procedures for the systematic and equitable recruiting of human resources talent for regular exempt, non-exempt and Temporary Help Pool positions at the University of Tennessee.

Who is affected:

All individuals who have the responsibility of hiring regular employees for the university.  Please refer to the Faculty Handbook for issues concerning faculty recruitment.

Procedures:

1. Steps for Hiring Regular Non-exempt Staff:

  1. Department completes and submits the Request to Search form to the Human Resources (HR)-Employment office.
  2. HR-Employment will post the position on the university web site for a minimum of five working days.
  3. If the department wishes to advertise the position more widely, they may contact HR-Employment to arrange external advertising.
  4. HR-Employment will forward (by e-mail) to the department all applications for candidates who meet the minimum qualifications of the position.
  5. The department determines which of the applicants to interview and schedules the candidates for interviews. The department conducts all interviews.
  6. At the close of the interview process, the department chooses a candidate for the position; then contacts the employment counselor to discuss salary options (see step 5 below).
  7. Once salary options have been determined for the candidate, the department completes the Non-Exempt Employment Authorization form and returns it to the HR-Employment office, 221 Conference Center Building, 37996-4125.
  8. HR-Employment will make an offer to the candidate by telephone, and inform the department of the hire. If the candidate declines the position, the department will be contacted to determine next steps, such as hiring another interviewee or re-advertising the position.
  9. All applicants who were referred and NOT hired should be reported to HR-Employment on the Non-Exempt Employment Authorization/Non-Authorization form by completing the bottom (Non-Authorization) portion of the form.

The HR-Employment office will schedule the new employee for orientation, and in the case of an internal transfer, will process the necessary paperwork for transfer employees.

2. Steps for Hiring Exempt Staff

Please refer to the UT Search Procedures set out by the Office of Equity & Diversity (OED – http://web.utk.edu/~oed/searches/) for hiring exempt staff. The starting point is to file a Request to Search with OED.  The procedures below are those which also involve HR-Employment:

  1. HR-Employment will be sent a copy of the approved Request to Search from OED.
  2. When the approved Request to Search is forwarded to HR-Employment, it will be posted on the university web site.
  3. If the department wishes to advertise the position more widely, they may contact HR-Employment to arrange for external advertising.
  4. After receiving the approved Request to Search, HR-Employment will send a letter to the department with a copy of a Staff-Exempt Employment Authorization and a University of Tennessee employment application.
  5. After completing the search process according to the terms set out by OED, the department contacts the employment counselor to discuss salary options (see step 5 below).  Once salary has been determined, the department completes the Staff-Exempt Employment Authorization.
  6. The individual hired must complete the UT employment application.
  7. The department will submit the Staff Exempt Employment Authorization, the Request to Make an Offer, the completed UT employment application, and official transcripts to HR-Employment.
  8. HR-Employment will generate the official offer letter and e-mail it to the university official who will print it on the appropriate letterhead and sign it. Official offer letters are typically signed by the dean, director or department head. On occasion, such a letter may be signed by the president, chancellor, vice-chancellor or another university official.
  9. All other procedures which are required by OED, including a Narrative Summary on all applicants, must be completed in accordance with OED Policy & Procedures.

3. Steps for Hiring Centers of Excellence and Restricted (R-Account) Account Regular Exempt Staff:

  1. Department completes and submits a Request to Search, which requires principal investigator’s and department head’s signatures, to HR-Employment.  (dean/vice president may also approve depending up college/unit requirements).
  2. After the approved Request to Search is received by HR-Employment it will be posted on the university web site.
  3. If the department wishes to advertise the position more widely, they may contact HR-Employment to arrange for external advertising.
  4. After receiving the approved personnel requisition, HR-Employment will send a letter to the department with a copy of a Staff-Exempt Employment Authorization and a University of Tennessee employment application.
  5. The requisition must be posted on the web site for a minimum of five (5) working days.
  6. The department will schedule and conduct all interviews, and choose a candidate.
  7. After completing the search process, the department contacts the employment counselor to discuss salary options (see step 5 below).  Once salary has been determined, the department completes the Staff-Exempt Employment Authorization.
  8. The department sends the completed application, official transcripts and Staff-Exempt Employment Authorization form back to HR-Employment.
  9. HR-Employment will prepare and send the official offer letter, and schedule the new employee for New Employee Orientation. HR-Employment will complete all necessary paperwork for the transfer of an internal employee.

4. Steps for Hiring Limited Duration (LDA) Exempt Appointment:

  1. The department considering hiring an employee in a limited duration exempt position must first contact HR-Employment to determine potential eligibility for limited duration status.  If HR-Employment approves, the department will complete and submit to HR-Employment a Request to Search along with documentation explaining the reason for the position.  The documentation must include, at a minimum: a) the specific project for which an LDA needs to be hired, b) the budget for the project, specifically indicating the amount the LDA will be paid, c) the reason for the immediate need to hire an LDA. (e.g., must make an immediate hire, but plan to be working with OED for a fully-approved search, etc.)
  2. HR-Employment will notify OED of all limited duration appointments.
  3. Once the LDA personnel requisition and the justification have been received by HR-Employment, the requestor will be sent an employment application and a Staff-Exempt Employment Authorization.
  4. The department will schedule and conduct all interviews, choose a candidate, and contact HR-Employment for a discussion of salary (see step 5 below).
  5. The department returns the completed Staff-Exempt Employment Authorization, employment application and official transcripts to HR-Employment.
  6. Employees appointed to limited duration positions must be informed in writing that the position is for a limited duration expected to be up to twelve  months.  HR-Employment will prepare and send the official offer letter. All limited duration appointment offer letters are signed by the Human Resources executive director.
  7. An extension of up to twelve months may be required. However, the total length of any limited duration regular appointment may not exceed thirty-six months.  Any request to extend the appointment must be submitted on a Request to Search (Renewal) prior to the expiration of the twelve month period, and must follow the same approval/signature route as the original request.  An approved extension will not have to be posted or advertised.  However, the employee must be notified in writing of the extension.  If the position exists for thirty-six months and the department wishes to continue the position, a full affirmative action search must be conducted.  Pending the outcome of this search, any continued appointment must be on a term basis.

5. Determining Pay

Employment counselors are responsible for recommending and justifying a starting salary for all new staff hires.  The recommendation and justification is based on the comparison of minimum job qualifications to the candidate’s qualifications, analysis of internal equity issues and market considerations (if applicable).  The university uses a matrix for determining a salary offer for applicants. The matrix was developed to reward applicants who exceed the minimum qualifications of the position. If an applicant merely meets the minimum requirements, the minimum of the salary range will be offered. Applicants who exceed the minimum requirements may have points awarded for education, experience, and/or special certifications or licenses.

The employment counselor will complete the Starting Salary Worksheet, or in the case of a transfer, a Transfer Salary Worksheet. It is important not to offer or discuss a salary or salary range until the results of these reports have been received from the employment counselor.

The employment counselor and department can approve non-exempt salaries up to 8% above minimum. Salaries in excess of this amount would require written justification from the department with approval from the appropriate vice chancellor/chancellor/vice president.

The employment counselor and department can approve exempt salaries up to the midpoint of the pay grade.  Salaries in excess of the midpoint would require written justification from the department with approval from the appropriate vice chancellor/chancellor/vice president.  Salary above maximum would require additional approval of the chancellor/chief financial officer.

6. Temporary Help Pool Hiring Procedures

The University of Tennessee maintains a strong Temporary Help Pool to aid departments in meeting staffing requirements due to a vacancy, an employee on leave, or to an increased workload.  The procedure for acquiring assistance from the Temporary Help Pool are as follows:

  1. Department head or other authorized personnel make a request for temporary help by calling the Temporary Help Pool coordinator in HR-Employment.
  2. The Temporary Help Pool coordinator will discuss the skills needed to fill the temporary position and discuss pay grade/salary with the department.
  3. The Temporary Help Pool coordinator will hire the temporary worker and notify the department.
  4. The department verifies the hours of the temporary help employee on the individual’s timesheet.
  5. The department pays an additional administrative fee to HR-Employment in the amount of 14% of the pay of that employee.

7. Background Checks

The employment counselor will conduct background checks on new hires as required.  The university further reserves the right to conduct pre-employment drug tests on applicants who have been involved in drug-related crime or whenever the university has reasonable suspicion of drug use.