Revision Date: 30 April 2014
Errors or changes to: firstname.lastname@example.org
All appointments to positions in the classified service shall be made on the basis of merit, funding availability and in keeping with the Regents, Rules and Regulations, Rule 30102. Persons outside the university service may be appointed to positions or the positions may be filled in accordance with the conditions set forth in these regulations by the promotion, demotion, or transfer of university employees.
For purposes of appointment, positions shall be of the following types:
When a staff opening exists, either because of a newly created position or because of the loss of a previous employee in a position due to termination, transfer or promotion, the department will submit a completed Hiring Request Questions to Submit to Hiring Review Committee (Form 3-207). All regular full-time and part-time position vacancies (except faculty) must be advertised through the Careers website. All positions must be advertised as outlined below:
Campus-wide Recruitment - Minimum of five (5) business days. May close position any time after 5:00 pm on the fifth business day.
It is recommended that for certain administrative professional openings that a vacancy be listed at least two weeks. A department may waive posting a position by obtaining prior written approval from Human Resources if there are a sufficient number of applicants already in the Human Resources applicant pool or if the department internally promotes an employee.
All postings and advertisements shall identify any security-sensitive position or identify a position as being within a security-sensitive area and shall specify any additional requirements for employment in that position or area in accordance with New Criminal Background Check Procedure.
Vacant positions will not officially open until the position appears on the Careers website. Therefore, all local and out-of-town newspapers or special publication ads shall be published simultaneously.
An employing department having more than one vacant position with different titles, must submit separate requisitions for each position.
The recruitment of all persons for classified positions will be conducted by the Office of Human Resources. Recruitment of administrative professional (non-teaching) personnel will be coordinated with the Human Resources and Affirmative Action Departments whose responsibilities are to ensure that the institution's policies and procedures are adhered to with respect to the equal opportunity and affirmative action programs. This institution is committed to fill each position with the best qualified person without regard to their race, color, national origin, religion, age, sex, disabilities, veteran status, or sexual orientation. In order to accomplish this objective the following procedures will be followed:
Normally, pre-employment testing will be administered by the Office of Human Resources.
The hiring unit is responsible for interviewing applicants for its positions. Applicants referred to the hiring units will not be interviewed by the Office of Human Resources.
After interviewing applicants referred by the Office of Human Resources, the hiring unit will select the best qualified applicant without regard to their race, color, national origin, religion, age, sex, disabilities, veteran status, or sexual orientation.
The official offer of employment will be made by the employing department. Once the employment offer is accepted by an applicant, the employing department will establish the starting date and notify the Office of Human Resources. The Human Resources department will create an electronic appointment document in the UTShare system.
Chapter 651.005, Government Code states: "An agency in any branch of state government may not hire a person as an employee if the person is of the age and gender that would require a person residing in the United States to register with the selective service system under federal law, unless the person presents proof of the person's (1) registration with the selective service system as required by federal law; or (2) exemption from registration with the selective service system." This legislation applies to males between the ages of eighteen and twenty-six who are citizens of the United States and those males of the specified ages identified as nationals. (A national is a person who may not be a citizen of the U.S., but owes allegiance to it.) Proof of registration or exemption should be made a part of the employee's personnel file when they begin employment.
Each newly hired employee must report to the Office of Human Resources for sign-up within three days of employment. In order to be placed on the payroll on a timely basis, the new employee will complete and sign withholding, basic insurance and retirement forms, as well as produce adequate documentation to show that he/she is authorized to work in the United States. At this same time, these individuals will be asked to complete and certify an immigration form I-9, refer to Completion of Immigration and Naturalization Service Form I-9 (Procedure 3-58). This form must be filled out on each new employee within three days of the date of hire. Failure to do so will subject the university to fines. All new employees must also provide their original social security card to satisfy State and Federal payroll requirements.
Should the hiring unit wish an exception to normal procedures and practices such as waiving a posting period, waiving education and/or experience requirements or allowable salary rate, it must obtain prior approval from the Vice President for Human Resources.
A position opening may be filled by the transfer of an employee from one department to another department under the following conditions.
The posting of positions lasting less than four and one-half months is not required unless there is a special need to actively recruit applicants; however, all proposed temporary positions must be vetted by the Hiring Committee. An extension of up to 90 days temporary appointment may be approved by the Office of Human Resources in order to complete a specific project. If a temporary position continues beyond the 90 day extension, then formal recruitment procedures must be initiated. Where a temporary position has been posted, the normal procedures for filling it will be applicable. Any temporary position may not last longer than 6 months out of a 12 month period. If a temporary position is going to last longer than 6 months, Classification and Allocation of Positions (Procedure 3-4) must be followed.
Persons who have been discharged from the university are not eligible to re-apply for another position unless the department has indicated otherwise on the Employee Separation form. Requests for exception will be considered on an individual basis by the Vice President for Human Resources and must receive prior approval before re-employment.