Staff Employment                                                                UPPS No. 04.04.03

Issue No. 12

Effective Date: 11/05/2014

Review: January 1 E3Y

 

 

01.       POLICY STATEMENTS

 

01.01  This policy establishes Texas State University’s employment procedures for regular, project, and non-student, non-regular staff positions, including those on grant and contract funds. This policy also describes recruitment, hiring, promotion, and transfer procedures. These policies and procedures ensure that each employment action conforms to the university's human resources policies, fund availability, and the university mission.

 

01.02  Texas State is committed to providing greater opportunities for promotion from within and to improving the upward mobility potential for Texas State regular staff employees. The procedures in this policy support this commitment. The primary objective is the selection of the best-qualified applicant for each position, based on job-related factors, including relevant work experience, performance history, applicable education and training, and the depth of required knowledge, skills, and abilities (KSAs) as described in the Guidelines Oriented Job Analysis (GOJA).

 

            Texas State is committed to an inclusive education and work environment that provides equal opportunity and access to all qualified persons. Texas State, to the extent not in conflict with federal or state law, prohibits discrimination or harassment on the basis of race, color, national origin, age, sex, religion, disability, veterans’ status, sexual orientation, gender identity, or expression. Equal employment opportunities shall include: personnel transactions of recruitment, employment, training, upgrading, promotion, demotion, termination, and salary. This policy applies to all applicants and employees, regardless of position. The university bases its staff employment decisions solely on the vacant position’s requirements and the applicant’s qualifications relative to those requirements.

 

02.       DEFINITIONS

 

02.01  Full-time Staff – employees hired for a normal workload of 40 hours per week or 100 percent time. Part-time employees work less than 40 hours per week.

 

02.02  Regular Staff  (benefits eligible) – those employed for at least 20 hours per week for an indefinite period of at least four and one-half months, excluding students employed in a position that requires student status as a condition of employment.

 

02.03  Non-Student Non-Regular Staff (not benefits eligible) – employees who do not meet the definition of regular staff employees. Employment neither exceeds 20 hours per week for a period of at least four and one-half months nor requires student status.

 

02.04  Project Staff Positions – classified according to the duties performed and are assigned a title from the University Pay Plan. Employees who hold project staff positions serve a fixed-term appointment of at least four and one-half months, but no more than 60 months.

 

02.05  Trainees – employees who, through lack of specific skills or experience, are employed at a pay rate below the normal rate for a specific position and training period.

 

NOTE: Trainee status is restricted to the lowest levels for positions in a series, such as accounting clerk I or II or construction inspector and senior construction inspector.

 

02.06  Split Appointees – exempt employees appointed to both a faculty and a staff title.

 

02.07  Veteran – an individual who served in the U.S. Army, Navy, Air Force, Marine Corps, or Coast Guard or an auxiliary service of one of those branches of the U.S. armed forces, received an honorable discharge, and:

 

a.   had at least 180 days of regular active duty service and was honorably discharged; or

 

b.   had at least 90 days of active duty service, at least one day of which was during wartime per the chart below, and was honorably discharged.

 

World War II

September 16, 1940 through December 21, 1946

Merchant Marine

December 7, 1941 through December 31, 1947

 

A veteran is someone who can document his or her honorable discharge or release from U.S. military service by possession of a valid DD Form 214. (A DD Form 214 is a document issued by the U.S. Department of Defense upon a military service member’s retirement, separation, or discharge from active-duty.)

 

02.08  Selective Service – All males between the ages of 18 and 25 must register with the Selective Service before employment with any state agency.

 

02.09  Department Screening Committee – anyone within the hiring department who provides substantial input on job applicant evaluations to the hiring manager. The names of the screening committee are listed on the job requisition under the screening committee tab.

 

02.10  Former Foster Youth – an applicant who is in the permanent managing conservatorship of the Texas Department of Family and Protective Services on the day preceding their 18th birthday.

 

03.       PROCEDURES FOR CHILD LABOR

 

03.01  Departments with part-time and temporary (including summer) work appropriate for student workers should use university student employees whenever possible. However, in the event that university students are not available or eligible, departments may hire non-student employees within the following age restrictions:

 

a.   The minimum age for university employment is 16, with the exception of students employed in special programs such as university-sponsored programs targeting pre-college students.

 

b.   An employee under age 18 may not work in any position evaluated as “hazardous” by the U.S. Department of Labor and the Texas Workforce Commission (TWC). Individuals with questions should address them in advance to Human Resources.

 

c.   An employee under age 19 who:

 

1)   is actively enrolled in high school and pursuing a diploma will receive wages at a rate equal to the federal minimum wage, except where the FLSA allows exceptions. The employing department should contact Human Resources to obtain an appropriate title and identify the employee as a high school student; or

 

2)   has graduated from high school or who certifies that he or she has officially dropped out of school may work for the university in any position for which he or she qualifies.

 

d.   The divisional vice president and the vice president for Finance and Support Services (VPFSS) must approve exceptions to items a., b., and c. of this section.

 

04.       RECRUITING OPTIONS FOR FILLING STAFF POSITIONS

 

For filling regular staff positions, the university provides options to support career advancement and comply with university policy. The hiring manager must indicate his or her option on the position requisition submitted through administrative channels via the university’s electronic application system (EASY).

 

The chief diversity officer and director, Office of Equity and Access, must approve exceptions to the provisions of this section.

 

Any exception request sent to the chief diversity officer and director, Office of Equity and Access, must detail exactly how the exception will deviate from normal policy and procedures regarding selection or recruitment method, advertising and posting procedures, recruiting or employment forms and data collection, and applicant log generation. Additionally, the requests must provide justification for the deviation from policy and have approval of the hiring manager’s supervisor and vice president. Departments must send exception requests to Human Resources via the chief diversity officer and director, Office of Equity and Access.

 

04.01  Internal Selection

 

a.    The hiring manager may only use these procedures when the vacant position and selected employee are paid from the same account, or from different accounts under the same account manager. All regular department employees, including those with less than six continuous months of employment, may apply for the vacancy.

 

Student and non-regular employees are not eligible for appointment under this option. They may compete, however, for positions under the open recruiting or university-wide recruiting option.

 

b.    The hiring manager shall inform all current regular staff employees, regardless of their length of service, of the employment opportunity within the department via internal posting. Posting of the position through Human Resources is not required.

 

If only employees in the department with the vacancy will apply for the position, each departmental employee must receive written notice of posting with instructions on how to apply for the position.

If employees from other departments for which the hiring manager is also the account manager could fill the position, each employee in those departments must receive written notice of the posting with instructions on how to apply.

 

All internal departmental postings must remain open for at least five workdays from the date of notification to all eligible employees.

 

The hiring manager will use the required qualifications listed in the posting to assess applicants. The hiring manager will select the best-qualified applicant by considering each applicant against the required qualification, KSAs of the position, and most recent performance appraisal, as factors in determining final selections and the candidate recommended for the position.

 

NOTE: As an alternative to reviewing all current staff, the hiring manager may do an internal department posting and review only those employees who apply for the position. Each departmental employee must receive written notice of the posting with instructions on how to apply for the position.

 

04.02  University-Wide Recruiting

 

a.   A department may use university-wide recruiting to obtain eligible regular Texas State employees from both the hiring department and other university departments. A recruiting period of 10 workdays is required unless the position has received a five-day posting (see Section 07.01 g.).

 

b.   Texas State regular employees (except for those within the hiring department) employed in their current position for the last six continuous months are eligible for consideration for positions available under university-wide or open recruiting (see Section 04.03) options. The hiring manager may consider students and non-regular staff for positions available under these options.

 

NOTE: Regular employees of the department where the vacancy exists do not have to meet the six continuous months of employment requirement, but they must apply for the position in accordance with normal application procedures.

 

04.03  Open Recruiting

 

a.   Open recruiting provides for public posting of positions. Both regular staff employees (except from those within the hiring department) employed in their current positions for the last six continuous months and qualified outside applicants are considered.

 

NOTE: Regular employees of the department where the vacancy exists do not have to meet the six continuous months of employment requirement, but they must apply for the position in accordance with normal application procedures. Student and non-regular employees may apply under this option.

 

b.   A recruiting period of 10 workdays is required unless the position has received a five-day posting (see Section 07.01 g.).

 

      For posting purposes, workdays do not include official university holidays or closure days. Energy conservation days are generally not included as workdays; however, the hiring manager may notify Human Resources prior to the posting that these days should count as workdays.

 

05.       PROJECT STAFF POSITIONS

 

05.01  Upon identification of a legitimate administrative business need and with the approval of the appropriate vice president, department heads may hire non-permanent, fixed-term, benefits-eligible staff on a project basis. The university may employ these non-permanent, fixed-term staff on an as-needed basis to provide full-time support for targeted activities over a predetermined, limited time period. The hiring manager will classify these positions using the University Pay Plan, but designate them as “Project Staff” in the job posting.

 

05.02  The following apply to project staff positions:

 

a.    These positions are subject to the regular new position audit procedures found in UPPS No. 04.04.11, University Classification and Compensation.

 

b.   These positions are subject to the performance appraisal process found in UPPS No. 04.04.20, Staff Performance Appraisal Policy, as well as all other university policies and procedures.

 

c.   The hiring manager may post these positions with a shortened five-day timeframe, but must follow the normal selection and hiring process with the approval of the Office of Equity and Access.

d.   These positions will serve non-permanent, fixed-term, 12-month renewable appointments, renewable in 12-month increments with a maximum of 60 months total.

 

e.   These positions may qualify as benefits-eligible consistent with state requirements.

 

f.    Employees must attend New Employee Orientation in accordance with the provisions of UPPS No. 04.04.15, New Employee Orientation – Staff.

 

g.   If the project staff position becomes permanent, the incumbent will have the option to apply for the permanent position.

 

h.   At the end of the project or the end of the 60-month period, whichever occurs first, the department must re-audit and repost the position if it is to continue.

 

06.       PROCEDURES FOR VALIDATION OF DEGREE REQUIREMENTS AND EMPLOYMENT TESTS

 

In support of its diversity goals and in compliance with governmental regulations, the university may use college degrees and employment tests as selection criteria only when validated. Validation:

 

-   establishes that possession of a degree or attainment of a certain performance level on an employment test serves as evidence that an individual has the necessary competency level in the KSAs required to perform important job functions on the first day of employment; and

 

-   helps to ensure that the university does not establish degree requirements and test performance levels that act as artificial employment barriers to qualified job applicants.

 

There are many ways, other than obtaining a college degree, in which an individual may acquire competency in the required KSAs for a position. Some other ways include past job experience, military training, rehabilitation programs, apprenticeship programs, volunteer activities, or self-employment. The university wants to ensure that such sources of KSA competencies are not overlooked in the applicant selection process.

 

Thus, if a hiring manager wishes to require or prefer a college degree in a posting or use a pre-employment test result as selection criteria, the hiring manager must validate these requirements by using one of the following validation processes, as appropriate, prior to posting or use of a pre-employment test:

 

06.01  Degree

 

a.   Degree Validation Process – The process used to validate a degree requirement is contained in the degree validation process and the degree requirement checklist. Human Resources will determine the need for a degree validation study and administer the degree validation process with the assistance of the hiring department.

 

b.   Alternative Degree Validation Process – There are some jobs that, by their nature, or because of governmental regulations, require substantial educational preparation and advanced credentials. In these cases, the university accepts the possession of a college degree as a valid job qualification. Examples include attorneys, engineers, physicians, psychologists, counselors, pharmacists, and librarians. The university has some jobs in these occupational fields, and a specified degree requirement for these jobs is acceptable without having to complete the degree validation process as provided in a. above.

 

06.02  Tests

 

a.   Any tests used in the screening process must be valid and reliable.

 

b.   Human Resources offers valid and reliable office skill testing through the Office Proficiency Assessment and Certification (OPAC) software.

 

c.    Any non-OPAC tests used in the screening process to select an applicant must be approved by the chief diversity officer and director, Office of Equity and Access, prior to posting the job requisition.

 

06.03  Other Considerations

 

a.   Persons with Disabilities – Hiring managers may need to make reasonable accommodations (e.g., materials in large-print, sign language interpreters, etc.) to enable an applicant with a disability an opportunity to participate in the job application process. Accommodations are made to minimize the impact of a known disability that is not relevant to what is being assessed. A qualified employee with a disability may also require accommodations in order to perform the essential functions of their job. Workplace accommodations are covered in UPPS No. 04.04.60, Workplace Accommodation. Making valid inferences regarding the candidate’s ability may require combinations of accommodations.

 

b.   Adverse Impact – This term refers to an employment practice, procedure, or step resulting in the rejection for promotion, employment, placement, or promotion of a statistically significant, higher percentage of a protected group in the candidate population. Often such a situation is the result of poorly established qualification requirements. However, hiring managers may use these types of selection devices when they are shown to measure KSAs required for successful job performance. Thus, it is important that the tests used are tied to job performance and that required or preferred job requirements are not made arbitrarily.

 

NOTE: The steps in the validation processes noted above help the university avoid adverse impact and minimize liability. They also help the university to more successfully address its strategic diversity goals.

 

07.       RECRUITING PROCEDURES FOR FILLING STAFF POSITIONS

 

To initiate the hiring process, the hiring manager must select a recruiting option from Section 04., and follow the procedures in Section 07.01 below. If a vice president, or his or her designee, decides to use a formal search committee, the committee must follow specific procedures presented in Section 07.04.

 

Any exceptions required by the chief diversity officer and director, Office of Equity and Access, must detail exactly how the exception will deviate from normal policy and procedures regarding selection or recruitment method, advertising and posting procedures, recruiting or employment forms and data collection, and applicant log generation. Additionally, the requests must have approval of the hiring manager’s supervisor. Departments must send exceptions requests to Human Resources via the chief diversity officer and director, Office of Equity and Access.

 

07.01  General Procedures

 

Hiring managers shall ensure that the following procedures are followed. At any stage of the process, the hiring manager may use a departmental screening committee for assistance in making the selection. A Staff Employment Checklist is also available to help the hiring manager through the employment process, and is on the Human Resources website.

 

a.   Position Requisition – To initiate the hiring process, the hiring manager must submit a position requisition through administrative channels via the university’s electronic application system. If the request is to replace a terminating Texas State employee, the position must be vacant prior to hiring the replacement employee unless approved in advance by the divisional vice president.

 

b.   Consistency of Posting Required and Preferred Qualifications – Prior to posting the position, Human Resources will compare the KSAs listed in the position’s GOJA with the posting’s required and preferred qualifications to ensure that the required qualifications in the job posting are consistent. Human Resources may modify the job posting to make it consistent with the GOJA. Alternatively, the hiring department may revise the GOJA to make it consistent with the job posting only if the hiring manager acknowledges a change to the GOJA. Human Resources will contact the hiring department with any changes made to the posting. Inconsistency between the job posting and the GOJA may result in a delay in posting the position while the department corrects the inconsistency. Failure on the part of the department to update the GOJA will result in a delay in posting the job.

 

c.   Identification of Hiring Department – All university-wide or open recruiting announcements will identify the hiring department.

 

d.   Posted Salary – Each posting must include a salary statement and the desired salary posting must be indicated on the position requisition. Salaries posted must reflect monthly rates.

 

1)   For classified positions, post hiring rate or hiring range.

 

2)   Unclassified and administrative positions must contain the posted hiring rate, range, or a statement indicating salary is commensurate with qualifications.

 

e.   Vacancy Notices – Human Resources is responsible for placing vacancy notices with the Texas Workforce Commission, the Texas State website, the job bulletin board located in Human Resources, and other recruiting sources as directed by the hiring department.

 

1)   When newspaper or other media advertising is requested, the hiring department’s account will pay for the advertisement.

 

2)   For local and area newspaper ads, Human Resources must receive the approved position requisition and any advertising notices. Human Resources will collaborate with our advertising service provider to ensure proper ad placement.

3)   Below are guidelines to follow before externally posting any position.

 

a)   The position must be posted on the university website before posting on any outside sites or publications.

b)   The department must word the advertisement exactly (word for word) as it appears on the applicant site in the university   website. If space or formatting constraints preclude exact wording, the posted wording must include a direct reference and hyperlink to the posting on the university website.

c)   The department must remove the position from the external site the day the position closes.

 

f.    EEO Statement – All position vacancy announcements will include the statement: “Texas State University will not discriminate against any person in employment or exclude any person from participating in or receiving the benefits of any of its activities or programs on any basis prohibited by law, including race, color, age, national origin, religion, sex, disability, veterans’ status, sexual orientation, gender identity, or gender expression. Equal employment opportunities shall include: personnel transactions of recruitment, employment, training, upgrading, promotion, demotion, termination, and salary.”

 

g.   Posting Periods

 

1)   The minimum posting period is 10 workdays from the date the job requisition is processed in Human Resources. This date does not include the date the requisition was posted. If advertising is requested, the position automatically posts for 10 workdays. This applies to all regular positions except the following job titles, which are posted for only five workdays:

 

Administrative Assistant I and II

Grant Clerk and Secretary

Grounds Maintenance Worker I and II

Utility Maintenance Worker I and II

Guard

Custodian

 

The hiring manager may request a posting period exceeding the above requirements by completing the appropriate section of the job requisition.

 

2)   If a hiring manager desires a shorter posting period than prescribed above, the chief diversity officer and director, Office of Equity and Access, must provide an exception to policy waiver via memo or email.

 

h.   Application Evaluation – The hiring manager has primary responsibility for evaluating each applicant. This evaluation is the primary basis for promotion, transfer, or hiring decisions.

 

NOTE: Human Resources offers an office skill testing program for certain job classifications. Examples include: keyboarding, filing, language arts, and spreadsheets.

 

i.    Review of Applications and Interviewing Prior to Closing Date – Hiring managers may review applications and interview applicants at any time during the posting period (see Section 07.01 l).

 

j.    Employment Applications – All applicants, including eligible staff employees, are required to complete and submit separate employment applications via the university’s electronic application system for each position desired. Hiring departments will refer potential applicants to Human Resources. Hiring managers should not solicit electronic application or resumes directly from applicants.

 

      Eligible staff employees may apply for other positions without notification to, or approval from, their supervisors.

 

k.   Hiring Matrix – The hiring manager will complete a hiring matrix indicating which KSAs each applicant will need for consideration for the job. The hiring matrix may only contain the required and preferred qualification statements listed in the job posting. The hiring matrix is designed to provide an objective basis for equal analysis and treatment of each applicant during the initial screening phase of the review process, when comparing an applicant’s credentials to the job’s required and preferred qualifications.

 

      The hiring manager will forward the hiring matrix to the chief diversity officer and director, Office of Equity and Access, for approval by attaching the matrix to the electronic hiring requisition. If not approved, the chief diversity officer and director, Office of Equity and Access, will contact the hiring manager. All of the posted required qualifications must appear as initial screening criteria on the matrix.

 

l.    Interviews – The hiring manager arranges for interviews with candidates. 

     

      The Human Resources website contains guidance on conducting interviews in the CUPA HR Interview Guide.

 

      In certain instances, interviewees may receive compensation for their travel expenses (see Texas State Travel Regulations). It is not acceptable to make a selection for hire after interviewing only one candidate.

 

      Normally, a department must interview three to five individuals for each position. The manager must receive hiring approval from the chief diversity officer and director, Office of Equity and Access, if he or she interviewed fewer than three candidates. 

 

m.  Job Interview Questions – Interview questions must only cover job-related criteria (KSAs and experience) necessary to perform the job in the posting, and other approved screening mechanisms. These questions must address the required and preferred qualifications presented in the job posting. The Office of Equity and Access must receive a copy of these questions along with the hiring matrix.

 

      The Human Resources website contains guidance on developing interview questions in the CUPA HR Interview Guide.

 

n.   Selection – Final selection is subject to administrative concurrence, fund availability, university Human Resources policies, and Office of Equity and Access requirements. Departments must thoroughly review all applicants’ qualifications before making any promotions, transfers, or hiring decisions. Departments are also required to complete an employment verification check of all new hires as part of the applicant screening process (see Section 09.01 d). Furthermore, departments may not make employment offers until:

 

1)   the chief diversity officer and director, Office of Equity and Access, has approved the selected applicant;

 

2)   favorable completion of the criminal history background check is received; and

 

3)   favorable completion of pre-employment drug and alcohol testing, as required by UPPS No. 04.04.18, Drug Testing for Non-Faculty Employees, if appropriate.

 

After completing these steps, Human Resources will give final approval to extend an employment offer to the selected candidate.

 

The Human Resources website contains sample offer letters.

 

o.   Veteran’s Employment Preference – The hiring manager will select the final top candidates for the open position. If two or more candidates are equally qualified, the hiring manager will determine if any of those candidates are entitled to a veteran’s preference by viewing the applicant log (with all supporting documents) in the university’s electronic application system. If so, the university will offer the position to the candidate with the veteran’s preference.

 

      In addition to a veteran, candidates who are eligible to receive a veteran’s employment preference include a veteran’s surviving spouse who has not remarried and an orphan of a veteran if the veteran was killed while on active duty, served in the military for no less than 90 days during a national emergency, and the spouse or orphan is competent.

 

      Complaint – An applicant who qualifies for employment preference may file a complaint regarding the employment preferences by submitting in writing the complaint to the employment manager in Human Resources.

 

p.   Employment Preference for Former Foster Youth – An applicant in the permanent managing conservatorship of the Texas Department of Family and Protective Services on the day preceding their 18th birthday is entitled to a hiring preference over other applicants who do not possess a greater qualification. An individual is entitled to an employment preference only if the individual is 25 years of age or younger. The hiring manager will select the final top applicants for the open position. If two or more applicants are equally qualified, the hiring manager will determine if any of those applicants are entitled to a former foster youth preference by viewing the applicant log (with all supporting documents) in the university’s electronic application system. If it is determined a candidate is entitled to a hiring preference under this law, the department will extend an offer of employment to the qualifying candidate.

 

      Employment Preference for Former Foster Youth complies with the Texas Government Code 672.

 

q.   GMS Relocation Services – The hiring manager may contact Global Mobility Service (GMS) to coordinate a tour of the San Marcos area during the interview process. For a selected applicant, the hiring manager may coordinate with Human Resources to arrange relocation services.

 

r.    Physical Skills Assessment Testing – This program ensures the placement of workers will be able to meet the physical demands of the job and continue to be injury free in the workplace. The testing satisfies a need for a reliable, medically safe, and legally defensible employment testing program to assist in the reduction of work place injury incidents and associated costs. The employment relationship between the university and individual is contingent upon the individual passing the physical skills assessment required for the job title. The university will use the information obtained from the physical skills assessment for the sole purpose of evaluating individuals seeking university employment in job titles that require physical skills assessment. Program specifics may be found on the Human Resources website.

 

s.   General Employment Complaints – An applicant may file a complaint regarding the employment process by submitting a written complaint to the employment manager in Human Resources.

 

07.02  Trainees

 

a.   If no fully-qualified applicants are available to fill a position at the specified pay rate, the hiring manager may, under certain circumstances, request to hire a trainee.

 

b.   The department must hire the trainee at a reduced salary no less than four percent or more than 12 percent below base. The assistant vice president for Human Resources must approve a specific training program that must include periodic evaluations to monitor progress.

 

c.   The hiring manager will submit with the PCR a list of projected dates for trainee increases and a target date for completion of the training period. Incremental pay increases of four percent at least every six months will reflect adequate progress toward full qualification. Without adequate progress, the department will terminate the trainee. Subsequent pay increases will require submittal of additional PCRs per increase.

 

07.03  Procedures for Notifying Non-Selected Applicants

a.   All applicants will receive notification via email of their application status through the university’s electronic application system.

 

b.   Non-interviewed applicants can access the university’s electronic application system at any time for application status. Non-interviewed applicants will also receive an automated notice of non-selection by email.

 

c.   In addition, the hiring manager may personally notify any non-selected applicant, but only after the selected applicant has accepted the position.

 

07.04  Search Committee

 

Normally, the university only uses search committees to fill administrative officer or director positions. The Human Resources “Search Committees” link contains the procedures to follow when using search committees.

 

When considering an applicant for a position outside the Academic Affairs division for a concurrent faculty appointment, the provost may authorize the use of alternate procedures outlined in AA/PPS 7.01, Dean and Chair Hiring, or AA/PPS 7.02, Faculty Hiring, in lieu of procedures outlined in this UPPS.

 

07.05  Search Firms

 

Search firms are organizations that assist clients in locating suitable candidates for higher level, managerial vacancies.

 

A hiring manager interested in retaining a search firm to assist in filling a senior-level position should contact Human Resources for further information regarding this recruiting option.

 

08.       PROCEDURES FOR REQUIRED LICENSES, CERTIFICATIONS, AND OTHER CREDENTIALS

 

The university may deny employment to any applicant and continued employment to any employee who does not possess a current required job-related state, federal or university license, certification or other credential (LCC). Any decision to employ an applicant or continue the employment for an individual not possessing the required credential must be for an extraordinary circumstance and approved in writing by the appropriate divisional vice president.

 

08.01  Department head requirements:

a.   Identify, track, and notify Human Resources of any positions in the department that require a state, federal, or university LCC as a condition of employment.

 

b.   Notify Human Resources of any changes to such requirements.

 

c.   Ensure that all LCC’s are documented in the applicable GOJA and job specification.

 

d.   Obtain and forward to Human Resources a copy of any required LCC on or before the LCC expiration date.

 

08.02  Hiring manager requirements:

 

a.   Include a description of any required LCC in the job posting.

 

b.   Obtain from the selected job applicant a copy of any required LCC and forward to Human Resources using the Electronic Application System (EASY).

 

c.   Forward to Human Resources any vice presidential approval of initial or continued employment for an individual not possessing a required LCC.

 

08.03  Employee requirements:

 

a.   Keep any required LCC for their position current.

 

b.   Provide the department head with a copy of any renewed LCC on or before the LCC expiration date.

 

08.04  Human Resources requirements:

 

a.   Track the possession and currency of all required LCCs for employees.

 

b.   Send quarterly reminders to employee department heads of any position with an expired LCC.

 

09.       PROCEDURES FOR HIRING OR APPOINTING REGULAR EMPLOYEES

 

09.01  Forms

 

a.   Human Resources will receive a completed, signed Texas State employment application from the selected applicant at New Employee Orientation. The hiring manager must route an appointment PCR to Human Resources in order to create an employment record in SAP.

 

b.   All males aged 18 to 25 must register with Selective Service before becoming a state employee.

 

      The Human Resources Master Data Center will verify Selective Service registration for all regular new hires. The hiring department is required to request verification of registration for non-student non-regular and student workers. Attach a copy of the confirmation to the appointing PCR and submit to Human Resources or Faculty Records for processing.

 

c.   The hiring manager must review all received applications prior to the closing date or the date Human Resources was notified to discontinue accepting applications on “open until filled” postings.

 

d.   The hiring manager must complete the university’s applicant verification process for the selected applicant. Under this process, the hiring manager documents the applicant’s experience, education, certification, and affiliations by:

 

1)   contacting prior employers and completing at least two employment history verifications located on the employment history verification tab via the university’s electronic application system; and

 

2)   requiring the applicant to provide copies of transcripts and professional certifications or affiliations as required.

 

e.   Within five days of making a selection decision, the hiring manager must submit to the chief diversity officer and director, Office of Equity and Access, via the department head, the completed electronic applicant log.

 

1)   For internal selections, complete a position requisition and attach the internal applicant log via the document tab on the university’s electronic application system.

 

2)   The chief diversity officer and director, Office of Equity and Access, will review the electronic applicant log, hiring matrix, and applicant verification documentation and return disapproved electronic logs to the hiring manager for correction or forward the approved electronic log via the university’s electronic application system to Human Resources.

 

3)   Effective Dates – Hiring managers do not have the authority to offer a position or commit the university to a specific start date for a new hire, or change in employee status without the following:

 

a)   chief diversity officer and director, Office of Equity and Access, approval of the electronic applicant log, hiring matrix, and applicant verification documentation;

b)   completion of a criminal history background check; and

c)   notification from Human Resources to extend the employment offer, at which time the PCR is to be completed upon determination of the hire date.

 

09.02  Hiring Rates

 

a.   The University Pay Plan contains the pay grades and associated ranges for classified titles and the pay grades and pay plan minimums for unclassified and administrative officer titles.

 

b.   Hiring managers may not offer pay rates higher than the posted rate or range. Salary posting options are discussed below:

 

1)   New Employees – New classified or new unclassified employees may receive any salary rate within the posted range or at the posted rate consistent with the job posting. If an unclassified position is posted as “salary commensurate,” the new employee may receive any rate above the posted minimum or the pay plan minimum consistent with the job posting. For administrative officer titles, please contact Human Resources.

 

2)   Current Employees – Same as for new employees, except that normal university promotion, transfer, and other applicable compensation policies will apply, as appropriate.

 

3)   If the hiring manager desires to hire at the rate beyond the amount posted, he or she must close the vacancy as a no-hire, repost at the higher rate, and assemble a new applicant pool.

 

NOTE: Except for a promotion under the internal selection option or a general increase as may be mandated by the legislature or university policy, new employees are not eligible for any pay increase for a period of 90 calendar days.

 

09.03  Approval to Fill Multiple Positions – With the approval of the chief diversity officer and director, Office of Equity and Access, a hiring manager may fill multiple vacancies from the same applicant pool. This is only applicable when all vacant positions are identical, with the same job title and job requirements. When copying a pool to fill multiple positions, the manager must copy the posted pay range, required qualifications, preferred qualifications, and other attributes, and must apply them to both the original position and the multiple open positions. The hiring manager must submit separate requisitions for each vacancy.

 

09.04  Promotions and Transfers

 

a.   The university will not ask an employee to forego a promotion because of their value to their current supervisor. Nevertheless, an employee accepting promotion or transfer should give the current supervisor as much advance notice as possible in order to ease transition problems. The current and new supervisors shall mutually agree upon the transition date.

 

b.   For guidelines regarding compensation for promoted or transferred employees, refer to UPPS No. 04.04.11, University Classification and Compensation.

 

c.   If an employee changes status between the monthly budget payroll and the semi-monthly payroll, the change must be effective the first of the following month.

 

d.   A change in FLSA overtime status becomes effective at the beginning of a work week.

 

09.05  New Employee Processing – The hiring manager must send the selected applicant to New Employee Orientation in accordance with the provisions of UPPS No. 04.04.15, New Employee Orientation – Staff.

 

10.       PROCEDURES FOR NON-STUDENT NON-REGULAR STAFF EMPLOYEES

 

10.01  Appointments – Hiring managers use the following methods for appointing non-student non-regular staff employees:

 

a.   Quick Hire and Quick Rehire PCR – The employee will receive an hourly rate.

 

b.   A hiring manager may use a Quick Hire and Quick Rehire PCR to appoint “task” workers. A “task” worker is an individual who does not have a current FTE appointment, and the duties performed are exempt from overtime provisions of the Fair Labor Standards Act (FLSA). The worker will receive either a one-time payment or payments spread out over a short time period.

NOTE: Hiring managers must obtain approval from Human Resources prior to submitting a PCR for a “task” worker.

 

10.02  Limitations

 

a.   The university considers individuals employed for 20 hours or more per week for four and one-half months as regular employees, making them eligible to receive employee benefits.

 

b.   The four and one-half month limit does not affect individuals who work in non-regular positions for less than 20 hours per week.

 

10.03  Duties – The appointing PCR must include a brief description of the employee’s duties and responsibilities.

 

10.04  Title and Rate of Pay

 

a.   Hiring managers must use a title listed in the University Pay Plan to appoint non-student non-regular staff employees.

 

b.   Employees normally receive compensation at a rate equal to the minimum rate for the assigned title. However, hiring managers may appoint a non-student non-regular staff employee at any rate above the minimum up to the maximum of the range with approval from their vice president. The University Pay Plan contains the minimum for classified and unclassified titles. Contact Human Resources to obtain the minimum for administrative titles.

 

If paid hourly, hiring managers will calculate the hourly pay rate by using the following formula: monthly pay x twelve months / 2080 hours = hourly rate.

 

10.05  Payment and Timekeeping – The university pays non-student non-regular employees twice a month. The overtime provisions described in UPPS No. 04.04.16, Overtime and Compensatory Time Policy, apply to non-student non-regular staff employees. Entry of hours worked are required through the university’s time entry system to assure payment.

 

10.06  Employee-Completed Forms – Non-student non-regular staff employees must have an employment application on file in Human Resources and must complete all required personnel and payroll forms.

 

10.07  Criminal History Background Check – Using the Texas Department of Public Safety database, Human Resources will conduct criminal background checks on all prospective non-student employees at no cost to the hiring department.

 

The hiring department will request a non-student non-regular employee criminal history check by contacting Human Resources via e-mail and providing the prospective employee’s full name and date of birth prior to the start date of the assignment.

 

11.       PROCEDURES FOR NOTICE OF TERMINATION AND ACCRUED LEAVE

 

11.01  An employee should give a supervisor appropriate notice when deciding to transfer, accept a promotion, or terminate. All employees are expected, but not required, to provide the university with at least two weeks’ notice of intent to terminate employment. The university does not allow an overlapping period between terminating employees and their replacements unless funding is available and the appropriate vice president approves the overlap in advance and in writing.

 

11.02  Procedures addressing the termination date and payment or transfer of leave balances are outlined in UPPS No. 04.04.30, University Leave Policy, and UPPS No. 04.04.50, Separation of Employment and Interdepartmental Transfers.

 

12.       PROCEDURES FOR EMPLOYEE REFERENCE CHECKS

 

12.01  Employees should forward all requests for reference checks for current or former Texas State employees to Human Resources. Human Resources will provide reference checks on a limited basis as outlined below.

 

a.   External Organizations – Human Resources will verify dates of employment, job title and salary information. Human Resources will not provide other information concerning the employee’s official work history unless requested via release signed by the employee. Human Resources will not provide information concerning a former employee’s eligibility for re-employment with the university.

 

b.   Texas State University Departments – Human Resources will verify dates of employment, job title, salary information, and reason for leaving. Additional information such as performance appraisals, attendance records, and disciplinary actions is available upon request.

 

NOTE: Supervisors are discouraged from responding to reference checks from other employers concerning former employees. Documentation contained in official university records must support an adverse response. An individual who gives out undocumented or unsubstantiated information on a reference check assumes personal legal liability for a resulting unfavorable hiring decision.

 

13.       SUMMARY OF RESPONSIBILITIES

 

Action

Responsible Party

Evaluate qualifications of employees for internal promotion or transfer. If applicable, complete internal applicant log and submit to Office of Equity and Access

hiring manager;

chief diversity officer and director, Office of Equity and Access

Approve internal applicant log and forward to Human Resources

chief diversity officer and director, Office of Equity and Access

Submit position requisition

hiring manager

Establish recruiting period and salary to be posted

hiring manager;

Human Resources

State specific job-related qualification requirements

hiring manager;

Human Resources

Announce vacancy

hiring manager;

Human Resources

Complete Confidential Applicant Data and electronic application

applicant

Conduct interviews

hiring manager

Complete hiring matrix, electronic applicant log, obtain applicant verification documentation, and forward electronically

hiring manager

Approve interview results and applicant log and applicant verification documentation

chief diversity officer and director, Office of Equity and Access

Conduct background check and notify hiring department of approval to hire

Human Resources

Notify selected applicant

hiring manager

As outlined in UPPS No. 04.04.15, New Employee Orientation – Staff, notify Human Resources of the new employee’s name, start date, job title, monthly salary and FTE, name and phone number of employee’s immediate supervisor, and whether the employee should go to lunch first or directly to the department after NEO

hiring manager

Submit PCR

hiring manager

Send selected applicant to New Employee Orientation

hiring manager

Notify those interviewed but not selected

hiring manager

 

14.       REVIEWERS OF THIS UPPS

 

14.01  Reviewers of this UPPS include the following:

 

Position                                                         Date

 

Assistant Vice President for Human        January 1 E3Y

Resources

 

Chief Diversity Officer and                         January 1 E3Y

Director, Office of Equity and Access

 

Chair, Staff Council                                    January 1 E3Y

 

15.       CERTIFICATION STATEMENT

 

This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

 

Assistant Vice President for Human Resources; senior reviewer of this UPPS

 

Vice President for Finance and Support Services

 

President