Purpose
To ensure compliance with budgetary requirements, state and federal employment laws, and the University’s affirmative action obligations, all hiring activities must follow the procedures outlined below.
1. Position Posting Requirements
- All regular University positions must be posted on the USI employment website: www.usi.edu/jobs.
- Minimum posting periods:
- Faculty: 30 days
- Administrative: 14 days
- Support Staff: 7 days
- Best‑consideration dates must meet or exceed these minimums.
- Applicants who meet all minimum qualifications will receive consideration.
2. Request to Fill a Position
- A request to fill a position (requisition) must be submitted through the University’s applicant tracking system.
- The requisition routes in the following order:
Fiscal Agent → Executive Approver (Provost or Vice President) → Compensation → Budget Director → Human Resources - Advertising requests and recruitment strategies should be documented in the applicant tracking system.
- Human Resources collaborates with the hiring manager or search committee chair to develop active recruitment strategies, including external advertising.
3. Recruitment and Selection Process
3.1 Administrative, Support Staff, and Faculty Searches
- Administrative positions: A departmental director or supervisor initiates the search committee and typically serves as chair.
- Support staff positions: Recruitment is managed directly by the hiring manager.
- Faculty positions: Follow Item III of the Faculty Handbook, Selection and Appointment Procedures.
3.2 Training Requirement
All hiring managers and search committee members must complete Human Resources–provided online or in‑person training on employment laws every six months before participating in a search
3.3 Human Resources Review
- Human Resources reviews the requisition, job description, and all advertising to ensure compliance with employment laws, affirmative action plans, and University hiring policies.
- Once recruitment begins, no changes may be made to the job description without Human Resources approval.
- All recruitment advertising must include the University’s Equal Opportunity/Affirmative Action statement.
3.4 Search Committee Expectations
- A search committee must include a minimum of three members, including the chair, all appointed by the hiring manager.
- For vice president positions, the President appoints the committee.
- Committee responsibilities include:
- Evaluating applicants
- Recommending candidates for interviews
- Conducting candidate interviews
- Providing written evaluations to the hiring authority
- The hiring manager or search committee chair, in consultation with the financial manager, coordinates candidate travel and schedules in accordance with B.26 Expenditures for Hospitality Search Committee Guidelines.
3.5. Interview and Reference Protocol
- Prior to interviews, the committee must prepare a consistent set of job‑related questions for all candidates.
- A standard set of job‑related questions must also be prepared for reference checks.
- Interviews should include all appropriate campus personnel.
4. Offer Process
After reviewing the committee’s recommendations and confirming leadership alignment, Human Resources reviews the proposed offer for compliance.
- Offers within the approved budget do not require additional approvals.
- Offers outside the approved budget require approval from Human Resources, the appropriate Vice President, and the Budget Office before being extended.
- Offers may be made contingent upon satisfactory background check results, as outlined in F.46 Background Checks for Faculty and Staff.
- Contingencies must be clearly communicated during the verbal offer.
- Candidates may not begin employment until all contingencies are met.
4.1. Pre-Employment Requirements
Pre‑employment requirements may include:
- Background check
- Official transcripts of the highest degree earned (if a degree is required)
- At least three references, including the current or most recent supervisor
- Proof of certifications, licensure, or other required credentials
- Additional checks as required by job duties (e.g., motor vehicle record, financial history)
4.2 Authority to Extend Offers
- Only the President or designee is authorized by the Board of Trustees to make employment offers.
- For support staff positions, Human Resources is the only office authorized to extend an offer of employment.
- Human Resources prepares the official written offer, which must be signed, dated, and returned to Human Resources.
5. Selection Documentation and Record Retention
- After an offer is accepted, or a search has failed, all recruitment materials, including applications, interview notes, reference checks, and search materials must be returned to Human Resources.
- Human Resources maintains these records in accordance with federal and University retention requirements.