Current through all regulations passed and filed through September 16, 2024
(A)
Purpose. It is the policy of the university to fill its
employment vacancies by selecting from the available labor market those persons
best qualified to perform the job related requirements of the employing unit
and the university.
(B)
Definitions. The following definitions and guidelines
will be followed in pursuing these policy objectives:
(1)
A "position" is
a job that has been approved by the appropriate university
administrator.
(2)
An "open position" is a vacancy. It is created
by:
(a)
The
transfer, promotion, advancement or loss of an employee, or
(b)
The approval by
the appropriate administrator for the addition of a position.
(3)
A "job
opportunity" is a vacancy authorized for filling by:
(a)
Promoting or
advancing an employee from a lower job title, transfer, by reassignment of
duties, or
(b)
By a direct hire.
(C)
Selection
procedure for contract personnel.
(1)
Applicants for employment vacancies shall be considered
not in the abstract but according to their qualifications to perform the work.
Criteria for selecting the best qualified candidate should be related to the
expected duties and responsibilities for the position.
(2)
All selection
specifics, including criteria used, position description, interview procedure,
methods used for rating candidates, and method used for final selection are
subject to final review by the office of affirmative action. The following
steps will be included in the review:
(a)
The office of
affirmative action shall be notified of intent to fill a position opening and
furnished with the following information and documents:
(i)
Proposed job
announcement for internal publications.
(ii)
List of
additional publications in which advertisement will appear, including media
directed to potential minority, female and candidates with disabilities, and a
copy of the proposed advertisement.
(iii)
List of other
planned recruitment contacts.
(iv)
Position
description to be used by the search committee or others involved in the
selection and hiring process.
(v)
List of any
criteria or qualifications not included in the position description but which
will be used in the judging of individual candidates.
(vi)
Names of members
of the search committee, including identification of minority, female and
disabled members, and identification of any additional interview
committees.
(b)
Persons involved in the selection process shall be
advised of their responsibility to implement the university's policy of
nondiscrimination and affirmative action and of the employing unit's goals and
timetables for the hiring of minorities and women. Such advisement should
include a meeting of the search committee with the director of the office of
affirmative action or designee.
(c)
At the end of the
initial recruitment period, the office of affirmative action will be notified
as to whether the pool of candidates includes reasonable representation of
qualified available minorities and females, in accordance with availability
data in the field. If not, nominations from individuals and groups most
knowledgeable about the process should be sought, as well as the assistance of
the office of affirmative action.
(d)
Traditional
recruitment and selection methods must be supplemented by the following
actions:
(i)
Advertising in media directed to potential minority, women and persons with
disabilities.
(ii)
Direct phone or mail contact with departments or other
sources of minority, women and disabled persons.
(iii)
Consideration
of current faculty, staff, or graduate students at the university, particularly
minority, female, or qualified disabled persons, to fill
vacancies.
(iv)
Assurances that all advertisements announcing
employment vacancies carry the statement "Equal Opportunity/Affirmative Action
Employer," and that no advertisements indicate sex preference either by
exclusive use of the male pronoun of by any other use of
language.
(v)
Assurance that search/interview committees include
minority, women, and, when possible, disabled members.
(vi)
Distribution to
all candidates of the "Group Identity Data" form requesting voluntary
disclosure of race/ethnic data and sex, which is to be returned to the office
of affirmative action to be maintained as part of the applicant flow
data.
(vii)
Instruction of search committees and others involved in
the selection process that it is desirable to give preference in hiring to
minorities and women when applicants appear equally qualified.
(D)
Procedure. In order to appropriately verify that all
affirmative action plan guidelines are followed, the following procedure is to
be used for the recommendation of appointment for all contract personnel:
(1)
Each department
wishing to announce a job opportunity in an internal publication must present
to the office of affirmative action a request for reinstatement of position
form or some other authorization notice signed by the major budget officer of
the division.
(2)
Upon completion of the search committee/interview
procedures, the department head will forward a completed recommendation form
and material related to appointment recommendations, and the affirmative action
recruitment profile, to the appropriate administrative officer. Academic
department appointments will be forwarded to the deans and school directors.
Nonacademic departments will forward the forms to the appropriate unit
director.
(3)
Appointment forms and materials related to appointment
recommendations should be carefully reviewed by the appropriate administrator,
with the assistance of the divisional affirmative action facilitator, prior to
approving them
(4)
These forms and related materials, including the
completed recruitment profile, should then be forwarded to the director of the
office of affirmative action for approval prior to submission to the
appropriate vice president for referral to the president.
(E)
Temporary positions.
(1)
If a temporary position had been filled after duly
required advertising, a reappointment to that temporary position need not be
readvertised. Where the initial appointment stipulated temporary for the
academic year without the further stipulation of one year only, the person
could be reappointed under the same terms and conditions of employment outlined
in the advertisement for x number of years in the future. A clarifying
statement of possibility of reappointment should be included among the original
appointment documents.
(2)
Where the advertisement for a temporary position
stipulates one year only, that position necessarily must be readvertised should
the department wish to fill the position again, or should it wish to transfer
the person filling the position from temporary employee status to regular
employee status. The sole exception to readvertisement occurs under the special
terms providing for internal advancement. (See rule
3342-6-02.102 of the
Administrative Code and this register).
(F)
Pool concept for
part-time and full-time temporary positions. All academic units of the
university, Kent campus and regional campuses that use part-time or full-time
temporary personnel must use the "pool concept" for selecting and hiring such
personnel.
(1)
Each academic unit will announce job opportunities for temporary personnel in
internal publications and other appropriate publications prior to the beginning
of the fall semester each year. All equal opportunity and affirmative action
procedures must be followed.
(2)
Requests for pool
applicants may be advertised at other times during the year if there is a need.
Names may be added at any time to the pool during the year.
(3)
It must be
recognized that certain courses cannot be filled on the basis of "pool
concept." For example, highly specialized upper division or graduate courses
which are suddenly vacated by the death or sudden illness of a faculty member
cannot ordinarily be filled from a specialized generalized pool which is
intended mainly for the lower division general pool. For this reason, the
academic dean may request a modification in the procedure for such specialized
cases. Approval or disapproval will be given by the office of the vice
president for human resources.
(4)
Applicants who
are selected by the academic unit will become part of the general pool for that
year. Obviously, there will be different pools for different types of
positions. For example, the department of biological sciences might need one
pool of persons to teach overflow sections of general biology, and another pool
of persons qualified to teach overflow sections of local flora.
(5)
Each academic
unit must clearly define the qualifications and other criteria for admission to
the pool, for continuance in the pool, and for rank ordering within the
pool.
(6)
Appointees will be selected from the pool of accepted
candidates in a rotation scheme which is clearly defined prior to an internal
announcement. The rotation scheme used may be either of two types:
(a)
Semester
rotation, with the most qualified applicant being selected each
term.
(b)
Yearly rotation in which the entire group of pool
members will be eligible for selection in order during the year according to
need.
(7)
The departmental chairperson must obtain approval from
the dean and the vice president for human resources or designee for the
rotation scheme that will be used.
(8)
The pool should
reflect a proper distribution of women and minorities, and should include when
possible, persons with disabilities. It is necessary to be able to demonstrate
that the pattern of employment is unrelated to the sex or marital status of
appointees.
(G)
Tentative-position advertising.
(1)
Vacancies which
are sent to the office of affirmative action without request for reinstatement
of position forms will be returned to the appropriate unit for proper
authorization. Tentative or possible positions will be presented to the
appropriate office for the vice president's official verification of
authorization prior to their being announced internally.
(2)
When the
tentative or possible position is deemed an approved position, the appropriate
copy should be sent to the office of affirmative action for filing with the
other material of record.
(H)
Deadline. The
deadline for submission of copy-ready material to be included in the latest job
opportunity publication will be three p.m. on the Wednesday preceding the
Friday printing date. All material submitted after three p.m. on the Wednesday
preceding the printing date shall be included in the next following appropriate
publication.
(I)
Classified civil service job communication. The
deadline for submitting all personnel job listings to the office of affirmative
action for publication is the same as that for contract personnel. In addition,
nonacademic personnel must refrain from posting any position if the posting
date and publication date do not coincide or closely approximate one
another.
(J)
Summary. It is the policy of the university that all
job opportunities be filled within a reasonable period of time with the
qualified personnel in accordance with the university's policy on equal
employment opportunity. All job vacancies in the university's system shall be
communicated internally as well as to the widest relevant recruitment
area.
(K)
Job Opportunities. Job opportunities in the classified
civil service shall be filled in so far as practicable by promotions according
to civil service laws and applicable employee union agreements. Therefore, when
the university determines a vacancy exists and it is not filled by transfer or
lateral shift, a notice of the vacancy, including job details, shall be
advertised and posted according to the job opportunity communication
policy.
(L)
Notice. Contract job opportunities shall be circulated
throughout the relevant recruitment area and internally through the job
opportunities communication system. All job opportunities shall be posted
within the organizational unit in which they occur.
(M)
All job
opportunity descriptions not exempt from this rule will be disseminated in
accordance with the following procedures:
(1)
Classified
maintenance and service group vacancies covered under university union
agreements will be listed for one printing after the five calendar days posting
required by the agreement when the vacancy is not filled by paragraph
(1)(B)(2)(a) of this rule. Applicants shall have five working days from the
date of publication to apply for the position before the vacancy may be filled
by the department from among all qualified applicants.
(2)
For all other
civil service positions, job opportunities shall be posted for five working
days in conspicuous places accessible to employees. If it is not determined
that the position will be filled by the transfer, promotion or referral from a
bona fide eligibility list, the job opportunity will be listed for at least one
printing of an internal publication after the five-day posting period.
Applicants shall have ten working days from the date of publication to apply
for the job opportunity before it may be filled by the department from among
all qualified applicants.
(3)
All contract job opportunities shall be announced in an
internal publication when accompanied by the required authorization from the
major budget officer. If it is not determined that the position will be filled
by paragraph (1)(B)(2)(a) of this rule, the job opportunity shall be listed for
at least one printing. Applicants shall have a minimum of ten working days from
the date of the publication to apply for the job opportunity before it may be
filled by the department from among all qualified applicants according to
interview/search committee practices.
(4)
Job opportunity
advertisements shall include the job title, qualifications, responsibilities,
application deadline, and person to contact, unless there are extenuating
circumstances which have been discussed with and received approval from the
office of affirmative action prior to advertisement.
(N)
All solicitations
or advertisements for employees by, or on behalf of, the university will state
that the university is "An Affirmative Action/Equal Opportunity
Employer."
(O)
Employee referral source should include sources that
can be expected to contact minority, persons with disabilities, women, veterans
with disabilities and Vietnam war era veteran candidates.
(P)
Individual short
notices and temporary vacancies not to exceed one hundred twenty calendar days
in duration, shall be exempt from publication requirements. However,
departments that anticipate making such appointments shall follow the "pool
concept" policy for communications of such job opportunities. Deviation from
use of the pool requires approval from the major budget officer and the
endorsement of the office of affirmative action.
(Q)
This
communication rule applies to all positions in the university system except
those student employment opportunities coordinated by student financial
aid.
(R)
Positions established through grants shall be exempt
from this communication policy if the names of individuals to fill the proposed
positions have been submitted as part of the grant proposal. All other grant
positions which become job opportunities shall be subject to this communication
rule.
Replaces: 3342-6- 02.101
