Employee Recruitment and Hiring Policy

AUDIENCE

All University employees.

PURPOSE STATEMENT

The purpose of the Policy is to ensure a consistent process regarding the recruitment and hiring of University employees.

DEFINITIONS

Not applicable.

THE POLICY

Thomas More University is an equal opportunity employer and seeks to fill each vacancy with the person who represents the best fit for the position. Individuals are selected for employment as a result of their qualifications, skills, and knowledge critical to perform the essential functions, duties and responsibilities of the job.

It is the policy of Thomas More University to provide equal employment opportunity for all individuals and promote a diverse and inclusive organization consistent with its Catholic mission and identity. See the University policy on Equal Employment Opportunity. In addition, to ensure mission-effectiveness, it is the policy of Thomas More University to recruit and develop its employees for mission. The program of recruiting employees for mission aims to inform prospective employees of the University’s mission and to help them and hiring personnel determine how they will support and contribute to the University’s mission.

All interviewers must be cognizant of the legal environment in the employment function. Training is available; search committees and interviewers are encouraged to contact Human Resources.

RELATED POLICIES AND APPLICABLE LEGAL OR ACCREDITATION STANDARDS

Background, Reference, and Verification Screens Policy
Employment of Relations Policy
Equal Employment Opportunity Policy
Introductory Period Policy

PROCEDURES

I. Staff Recruitment and Hiring Procedures

Human Resources is responsible for oversight and coordination of the recruitment and hiring of staff in accordance with the following procedures:

• An employment requisition is required to recruit and hire regular and temporary staff. The employment requisition is not used to hire Adjunct Faculty, student workers and Federal Work Study students.
• The employment requisition is initiated by the hiring department and submitted to the Office of Human Resources when there is a need to fill a vacant position, due to separation of a staff employee, or for the creation of a new position.
• The completed requisition is routed for administrative approvals. Upon receipt and approval of the responsible vice president, the employment requisition will be forwarded to the Office of Chief Financial Officer, which will verify availability of funds and forward to Director of Human Resources for final approval or return to the hiring manager or search committee chair if corrections or additional documentation is required.
• Human Resources will post approved positions in accordance with the Posting and Advertising Procedures in Section III below.
• All applicants for a staff position, internal and external, must apply through the instructions of the job posting. A resume, cover letter, references and other pertinent documentation may also be required. Internal applicants are encouraged to apply and are responsible for monitoring employment opportunities as they are posted.
• Once interviews have been conducted, finalist(s) selected, and job performance references have been acquired, a job offer will be extended by the hiring manager. The salary to be offered will be agreed upon by the hiring manager and Human Resources prior to the offer being made, reviewed for both internal and external equity, and consistent with the University's budget. New hires are required to clear a background check prior to a formal job offer (see the Background, Reference, and Verification Screens Policy).
• When a job offer is accepted, Human Resources will prepare a letter of confirmation. Applicants interviewed, but not selected, will be notified of the hiring decision by the hiring manager. The hiring departments' decisions regarding the screening, interviewing, and selection of candidates will be monitored by Human Resources for consistency with the posted job requirements, job description, and published University policies. Human Resources may request additional documentation from the hiring department or applicant to support a hiring decision.

II. Faculty Recruitment and Employment Procedures

See the Faculty Policy Manual.

III. Posting and Advertising

Open positions will be posted on the Thomas More website based on qualifications and need. A job posting will include job title and the minimum qualifications required to perform the job. Job postings may have an opening and closing date for the acceptance of applications. External advertising, when necessary, will be placed by Human Resources in consultation with the hiring department.

In addition, all recruitment information (job posting and external advertising) must include notice that the University is an Equal Opportunity Employer, as well as state that employment is contingent upon completion of required background checks and verifications.

Note: The University will provide notice of the availability of the University’s Annual Security and Fire Safety Report to all individuals interviewed for positions that were advertised in national or local publications or websites.

IV. Interviews

Personnel conducting employment or promotional interviews shall ask only questions which are relevant to the applicant's qualifications and ability to perform the job. Information required for post-hiring purposes but not relevant to qualifications and job performance shall be requested only after an offer letter or contract is signed. Further information concerning whether specific interview questions may be asked may be obtained by contacting Human Resources.

V. Falsification of Employment Information

Falsification of employment applications, as well as employment documents, credentials, or other information related to job qualifications or responsibilities or the nondisclosure of information or omission of information by applicants may result in the termination of the hiring process, the withdrawal of an offer of employment, or immediate termination of employment at any time as applicable.

VI. Orientation

Upon hiring, the new employee will be contacted by Human Resources to schedule an orientation session.

REFERENCING THE POLICY

HISTORY

This is a new policy, replacing language from the Staff Manual (May 2014) and Faculty Policy Manual (2011).

APPENDIX

There are no appendices to this Policy.

APPROVALS

Laura Custer, Director of Human Resources

Dr. Kathleen Jagger, Acting President