Staff Selection

Procedures for Requesting Staff

When a non-student personnel need (full- or part-time, temporary or regular, exempt or non-exempt) has been identified as a result of termination, transfer or promotion, increased workload, or similar circumstances, the department head completes a "Requisition for Staff/Faculty." The requisition is submitted to the Human Resources Department, along with the job description and any supporting documentation which the department head may wish to provide.

All requests to fill regular or temporary staff positions must be supported by budgeted funds and must be approved by the appropriate vice president.. Requests for new positions (additions to existing complement of staff positions in a department) must also have the approval of the Vice President for Finance and Administration. Requests for temporary help for five working days or less do not require a requisition if funds budgeted for the temporary help are available.

Student employment at Puget Sound is not only a form of financial aid intended to assist students in financing their education, but also an opportunity for students to gain meaningful work experience. For information on hiring students, contact the Student Employment Office.

Job Sharing

Upon approval of the department head, two staff members may share a single full-time position. Each staff member would be entitled to benefits on the basis of the staff member's full-time equivalency and the eligibility requirements applicable to the various benefits.

Promotions and Transfers for Regular Staff Members

An effective transfer and promotion program helps the university utilize the many skills and capabilities staff members bring to their jobs. It also serves to reward staff members for their contributions to the university and offers them opportunities commensurate with their abilities within the needs of the institution. Therefore, the university may fill job openings by transfer or promotion of current regular staff members. Promotion and transfer decisions involve many factors and considerations; in all cases such decisions will be based on such job-related considerations as performance, ability, skills, experience, education and related qualifications. Length of service, current position or location and similar job-related factors are usually secondary considerations.

Intradepartmental Transfer or Promotion

When a vacancy has been identified, the department head should first review the staff in the department to determine whether an individual is qualified and available for transfer or promotion. Potential candidates for intradepartmental transfer or promotion include regular staff members, staff members who are serving initial evaluation periods, and student staff members. Temporary staff members are not normally appointed to regular positions unless they are selected following a competitive search.

If a potential candidate for transfer or promotion is identified from within the department, the department head should contact the Director of Human Resources and Affirmative Action or his or her designee to discuss whether the potential candidate meets the position description requirements for the vacancy. If so, the Director of Human Resources and Affirmative Action will advise the department head of any applicable considerations (possible salary adjustment, evaluation period, etc.). The department head may then offer the position to the staff member and advise the Human Resources Department, preferably in writing, that the staff member has accepted the offer of transfer or promotion, including the effective date of the move.

Job Posting Program

If the department head is unable to identify an individual within the department for transfer or promotion, the Human Resources Department will prepare a vacancy announcement describing the job opportunity and the requirements for the position. Position vacancy announcements are posted for the consideration of current staff. Normally, position vacancy announcements are posted for about five (5) working days. Internal job posting and external recruitment activities are generally conducted simultaneously. However, a department head can request that the Human Resources Department post the vacancy announcement exclusively for the consideration of university staff prior to expanding the recruitment to persons outside of university employment, if necessary. All position vacancy announcements are posted on the Human Resources Department's bulletin boards and on bulletin boards in other university work locations. Vacancy announcements are also listed on the JOBLINE (253.756.3368).

In order to participate in the job posting program by applying for jobs in other departments, staff members must have successfully completed the six (6) month initial evaluation period. Staff members in the six (6) month initial evaluation period, temporary staff members and student staff members interested in posted positions will be considered in the same manner as external candidates.

A staff member interested in applying for transfer or promotion should complete the "Transfer Application" form. Indication of interest in an announced opening will not affect any individual's current employment status.

Eligible internal candidates who meet minimum qualifications for available non-exempt positions are generally interviewed by hiring departments. Eligible internal candidates who apply for exempt positions may be interviewed by hiring departments if the amount and relatedness of their experience in comparison with that of other applicants identify them as finalist candidates.

If a staff member is selected for transfer or promotion, the Human Resources Department usually consults with the current and future supervisors to determine an appropriate starting date. The current supervisor may retain a staff member in an exempt position for twenty (20) working days and a staff member in a non-exempt position for ten (10) working days. A staff member who is transferred or promoted to a new job assignment will serve a six (6) month evaluation period (see "Initial Evaluation Periods" policy in this section of the manual).

Recruitment, Selection and Placement of Outside Candidates for Employment

Temporary positions will be filled either through a specific search with normally a five (5) day posting period or through the pool of potential temporary staff members which is maintained by the Human Resources Department. If temporary assistance is needed for more than five (5) working days, a "Requisition for Staff/Faculty," with the appropriate budget account number and signatures, must be forwarded to the Human Resources Department.

If a regular position is not filled intradepartmentally or through the job posting program, or if the position is to be announced externally and internally simultaneously, the Human Resources Department conducts the search for possible candidates to fill the vacancy.

The Human Resources Department's recruitment processes involve some or all of the following, depending upon the vacancy: local, regional, and/or national newspaper advertisements; advertisements in professional newsletters/journals; distribution of position vacancy announcements to local, regional, and/or national organizations and educational institutions; posting of position vacancy announcements on campus and on the JOBLINE, etc. The Human Resources Department will consult with the department head to develop a recruitment plan appropriate for the specific vacancy.

The Human Resources Department usually screens all candidates for non-exempt positions and will normally refer three (3) to five (5) qualified candidates to the department. The employment offer to the successful candidate for a non-exempt position is usually made by the Human Resources Department.

Candidates for exempt positions are usually invited to submit application materials to the Human Resources Department. The Human Resources Department generally forwards the application materials for all candidates to the department for consideration.

The department will normally select three (3) to five (5) qualified candidates for final consideration. Before an employment offer is made to a successful candidate for an exempt position, the department should discuss the hiring decision and the conditions of the employment offer with the Director of Human Resources and Affirmative Action or his or her designee.

• Faculty Recruitment Guidelines
• Exempt Staff Recruitment Guidelines
• Non-exempt Staff Recruitment Guidelines

All new staff members report to the Human Resources Department on their first day of employment to complete necessary forms and to be scheduled to attend an orientation program.

The Immigration Reform and Control Act of 1986 requires that all staff hired by the university provide documentation to verify eligibility for employment in the United States. This verification should be presented to the Human Resources Department on the first day of employment, but no later than the third business day after hire. Failure to provide proof of employment eligibility within the time period required by law may result in release from university employment.

Employment of Minors

No child under the age of 14 may be employed by the university. There are special restrictions governing the employment of those between the ages of 14 and 18 years of age. Please contact Human Resources prior to considering the employment of a minor.

Origination Date: 3/1974
Revised: 1996