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Filling Positions
PA/SS 3.2
Revised July 24, 2008
Employees covered by this policy
This policy applies to Professional Staff and Support and Service Staff not covered by a union.
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All persons who apply for a position(s) are given equal consideration regardless of their age, color, disability, ethnicity, gender, marital status, national origin, race, religion, sexual orientation, or veteran status.
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An alternate format of a position announcement (e.g., Braille, large print, audiocassette, computer disk) must be provided if requested by an individual with a disability.
Campus-specific guidelines
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Check with the campus human resources office for specific recruitment and selection guidelines. Several campuses print and distribute booklets containing these guidelines.
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When a department anticipates that it will promote or transfer an appointed employee from within the occupational unit to fill a position, the department must follow this sequence:
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Review the layoff list from within the affected occupational unit to determine whether an employee on the layoff list is qualified to perform the available work.
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See the Reduction in Force policy for further requirements and the order in which position vacancies must be filled if a layoff list exists.
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If an employee on the layoff list does not fill the position, then the department is to post the position vacancy on appropriate bulletin boards, or be able to demonstrate that the position vacancy was clearly communicated to all employees within the occupational unit. See the policy, Advertising a Position.
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When a department wishes to consider applicants outside of the occupational unit to fill a position, the department must follow this sequence:
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The campus human resources office must first review the layoff list and refer qualified employees who appear on the list.
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See the Reduction in Force policy for further requirements and the order in which position vacancies must be filled if a layoff list exists.
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No employment commitment can be made to fill a position with a candidate outside of the occupational unit until the department has (1) obtained the necessary approvals to fill the position and (2) presented the qualifications and credentials of all candidates to the campus human resources office.
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The campus human resources office will screen applicants on file, recruit qualified applicants, and consider suggestions from the department of any known candidates for the position. See the policy, Advertising a Position.
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The campus human resources office may conduct preliminary interviews with and administer required exams to applicants to determine their qualifications. It will then refer the best-qualified candidates to the department.
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For listings within the occupational unit and listings made through the campus human resources office, the department will conduct final interviews, evaluations, and reference checks to determine the suitability of the applicants. Departments should instruct the applicant about the position and its conditions of employment.
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In determining an applicant's qualifications, factors to consider include, but are not limited to the following:
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Experience
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Past performance
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Ability to perform the essential functions of the job with or without reasonable accommodation
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Educational background
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Ability and qualifications to perform the work competently, with or without reasonable accommodation
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Attendance record over the last 12 months (not including extended periods of sick leave due to serious illness or injury or approved leave of absence)
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All relevant factors are to be considered fully. When such factors are found to be relatively equal between two or more candidates, and when at least one candidate is an appointed IU employee, the decision to hire is to be based on occupational unit seniority date first and university seniority date second.
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Hourly and temporary agency employees in the available position have no seniority.
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Unless otherwise agreed to by the employee’s department or for openings occurring in jobs of a unique nature requiring unusual skills and abilities—an employee must work in a position for at least six months before requesting a change to another position.
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The department makes the final selection, provided that (1) affirmative action requirements are met; (2) the campus human resources office has been informed of the selection; and (3) where appropriate, the selected candidate passes any required physical exam.
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A standard written offer of employment is not necessary. No supervisor or administrator may make an offer contrary to the university policies related to employment, compensation or benefits, nor imply nor state that a contract has been created between the university and the future employee. Only the president or vice presidents may offer actual contracts.
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The hiring department notifies the candidate who is selected for the position. (The campus human resources office may agree to do this.)
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Notify the campus human resources office when the applicant has accepted the position.
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The hiring department must initiate the HRMS E-Doc to obtain the required approvals.
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All new employees must complete INS Form I-9 and the authorization form for direct bank deposit.
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Final approval of all filled positions by new employees is contingent upon the individual hired completing INS Form I-9. This form verifies that the individual is entitled to work in this country. Federal law requires that the employee be stopped from working if either Section 1 or 2 is not completed within the time limits specified for the section.
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The employee must complete Section 1 of the Form I-9 on or before the first day of work and present evidence of identity and employment eligibility within three business days of the date employment begins.
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The hiring department must examine the evidence of identity and employment eligibility; record the title, number and expiration date (if any) of the documents; enter the date employment began in the Certification statement of Section 2; and sign and date the Form I-9 within three business days of the date employment begins.
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The hiring department must submit the completed Form I-9 to the campus HR or Payroll office, as designated for the campus and retain a copy of the completed Form I-9. Copies of the documents submitted for Sections 2 and 3 are not to be retained.
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At IUPUI, newly promoted employees serve an evaluation period. See the Human Resources Administration office for details.
C. Minimum increases for promotions of Support and Service Staff
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The minimum increase for Support and Service Staff who are promoted to a support and service position in a higher salary grade is five percent or the minimum rate of the new salary grade, whichever is greater. The increase cannot exceed the maximum of the new salary grade.
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For further details, see the salary guidelines for the specific campus.
D. Additional information about lateral transfers of Support and Service Staff
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A lateral transfer is the reassignment of an employee from one position to another position in the same salary grade within the same salary structure.
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Lateral transfers typically do not involve a major change in level of responsibility or job scope and, as such, do not result in a salary change.
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A transfer to the same or comparable position in a different salary structure (i.e., from one campus to another) may involve a salary adjustment depending on the comparability of the positions and any differences in the salary grades.
E. Additional information about voluntary demotions of Support and Service Staff
Employees may voluntarily transfer to a position in a salary grade lower than their current range due to personal or career development reasons or due to a reduction in force. Such a demotion will result in a classification change and a reduction in salary. For further details, see the salary guidelines for the specific campus.
F. Salary Decisions for Professional Staff
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See the policy, Salary Decisions for Professional Staff for guidelines about salary decisions regarding actions such as, promotions, transfers, and demotions for Professional Staff.
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Except for accrued compensatory time off, all accrued time off balances are transferred between departments and campuses for staff who remain in the same functional classification.
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For Support and Service Staff and Professional Staff eligible for overtime, the current department is to grant the compensatory time off or pay for the time before the change to a new department or campus occurs.
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For Professional Staff not eligible for overtime, see the policy, Work Hours for Professional Staff Not Eligible for Overtime, for the provisions on additional time off.
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For staff who promote into or out of the professional classification, see the policy, Paid Time Off for Professional Staff in the PA Time Off Plan, for the provisions describing how time off balances are converted.
H. Time away from work for interviews
The university encourages staff to seek promotions and transfers. Therefore,
departments may allow staff to take reasonable time away from the job
for interviews in other university departments. Staff do not have to
make up the time or charge it to paid time off. Each supervisor must
determine what is “reasonable” time off, keeping in mind
the university’s favorable attitude toward promotion and transfer.
If a supervisor believes that one’s absences are excessive, then
he or she can require the employee to make up the time. Support and
Service Staff and Professional Staff eligible
for overtime may be required to charge excessive absences to
accumulated time off.
I. Occupying multiple positions
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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 percent FTE appointed positions, or an appointed employee working in an hourly position. Following are the basic rules governing such circumstances:
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Appointed staff positions must be at least 50% FTE.
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The combined FTE for all appointed positions held by one person cannot exceed 100% FTE.
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An individual cannot hold an appointed PAE position (not eligible for overtime) and an appointed PAO or Support and Service Staff position (eligible for overtime) at the same time. See the campus human resources office for valid combinations involving a PAU job
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Contact the campus human resources office if there are any questions about a specific situation.
