22 Saint Francis University Policies and Personnel Handbook

Transcription

1 Chapter 3 Employment Policies and Practices 3.1 Recruitment Philosophy, Policy, and Procedures Recruitment Philosophy - Hiring for Mission at Saint Francis University Individuals who apply for employment at Saint Francis University are choosing to put themselves forward as potential members of the Saint Francis community. They are beginning to imagine what their future could hold should they work as partners for the advancement of the University s mission in Catholic higher education. For these reasons the University takes seriously the responsibility to articulate its mission and values in a clear manner for applicants who have been invited to campus to interview for a position. Applicants are invited to respond thoughtfully to its mission and values, demonstrating how they understand them and how they might support them. This process is meant to assist the applicants in discerning whether employment at Saint Francis University would be a good fit for them. It follows that the hiring process at Saint Francis University at all levels should include meaningful conversations about mission and values, both out of courtesy and concern for the applicants and in service to the University. Hiring Procedures Since the addition of new staff and faculty is an important institutional decision to be made at Saint Francis University, the search process must be thorough, equitable, and smoothly executed. The following procedures will apply to filling all full-time vacancies. (Please refer to 3.14 personnel requests for procedures for requesting replacement of vacancies or requesting new positions.) A personnel requisition form (available on the local web or from Human Resources) must be completed by the hiring supervisor for all requests to fill vacant or new positions (in accordance with the policy on personnel requests). Once a position has been authorized to be filled, Human Resources will then initiate recruitment activities. Search Committee The hiring supervisor will meet with his or her chief administrative officer to discuss the composition of the search committee. Search committees are used to solicit the input of a variety of university constituents whose participation will be beneficial in the selection process. As much as possible, the composition of the committee should represent various gender, race, age, and interest groups. Although it is ultimately the responsibility of the chief administrative officer to recommend a candidate for appointment, search committees will be used in a screening/advisory capacity. Search committee members will review the files of applicants. Because of the role that search committees play in representing the University, members must be well-versed in the mission and goals of the University, as well as aspects of the position, the coordinating relations, and the role of the department within the University. Likewise, committee members must be aware of the legal aspects of interviewing. The hiring supervisor will meet with the Associate VP for Risk Management and Organizational Development prior to interviewing candidates to ensure an appropriate understanding of interviewing procedures and to discuss guidelines on the legal aspects of interviewing as well as compliance with all employment laws that affect hiring. It is most important that interviews be conducted in a manner that is lawful as well as consistent and fair to all candidates. Advertising 22 Saint Francis University Policies and Personnel Handbook

2 Positions will be advertised by Human Resources internally, and if appropriate, externally. Appropriate steps shall be taken to enhance inclusion of appropriately qualified, under-represented groups in the applicant pool. Applicant Process All candidates will complete an on-line employment application and submit materials electronically. Human Resources will acknowledge all applicants for position openings through or written format and inform them of the next steps in the search process, to include communication either verbal or in writing to them from the search committee. All application material will be made available on the local network to the hiring supervisor for review and consideration. Equal Opportunity / Affirmative Action Saint Francis University is committed to equal education and employment opportunities for all, without regard to gender, age, race, color, ethnicity, religion, sexual orientation, marital status, disability, veteran status, or any protected classification unrelated to performance in the position. In an attempt to attract qualified individuals from diverse and under-represented groups, hiring supervisors and search committees are instructed to recall the following needs when filling vacancies: Interviewing The strong institutional preference to achieve a diverse pool of applicants to be interviewed including under-represented groups. The institutional commitment to provide role models to all students While consideration of internal staff for vacancies is encouraged, preferential consideration will be not given. A final candidate will be selected based solely upon his/her qualifications, experience, and suitability for a position. From the applicant pool, the hiring supervisor and search committee will select candidates to be interviewed. Internal candidates are given equitable, but not preferential consideration. The hiring supervisor, in consultation with the chief administrative officer, will make arrangements for finalists to visit campus. While visiting campus, finalists will ordinarily meet with the hiring supervisor, the search committee, a representative from Human Resources and others as appropriate. Each candidate interviewed will be asked to complete an employment application (if not previously completed) and Criminal Background Check release form provided by Human Resources. When an applicant is granted an interview she or he shall be provided with the University s mission statement and its Goals of Franciscan Higher Education (found in this handbook) and will be invited to reflect upon them at their interview. Questions to consider: At Saint Francis University, every member of the community has a role in advancing our mission. You have carefully reviewed the University s statement of mission and identity. How would you support the Christian, Catholic, and Franciscan mission of Saint Francis University? Based upon the documents which have been provided to you, do you have any reservations about serving at a Catholic institution with the mission and values of Saint Francis University? How do the Franciscan values of Saint Francis University align with your personal values? Which of these values resonate most deeply with you? Give an example or two. Those applying for positions on the teaching faculty or for senior administrative positions (including but not limited to deans, vice president, president) will also be provided with documents regarding academic freedom and the Catholic Intellectual Tradition, etc. Reference and credential verification During the interview process, candidates will be instructed by the chairperson of the hiring supervisor (if 23 Saint Francis University Policies and Personnel Handbook

3 not instructed in the position announcement) to provide all appropriate transcripts. All transcripts should be sent directly to Human Resources. Before a recommendation to hire is made, the hiring supervisor will ensure that the appropriate credentials (official transcripts of work completed at undergraduate and graduate institutions or terminal degree) have been received and reviewed. The hiring supervisor will consult with the chief administrative officer about reference and previous employment verification. Under usual circumstances, the hiring supervisor or members of the search committee shall verify the references of candidates. Recommendation for Hire Once individuals have been interviewed for the position and references, credentials, and criminal history have been reviewed, the hiring supervisor will communicate to the chief administrative officer the person recommended for hire. This recommendation must include the candidate s name, credentials as they relate to the position, and a brief rationale for the recommendation. The chief administrative officer, upon endorsement, will forward a recommendation for appointment to the President. Upon the President s approval of the chief administrative officer s recommendation, the hiring supervisor will complete a New Hire Form, including all employment terms and send it to the Human Resources Manager, who will prepare an appointment letter to be signed by the President. All terms and conditions of employment shall be in writing. Notification of Unsuccessful Candidates The hiring supervisor will notify all unsuccessful candidates who were interviewed either verbally or in writing. Human Resources will notify applicants through or written format and inform them of the closure of the search. Disposition of Credentials / Interview Files All interview files, including transcripts/credentials will be electronically maintained for a period of at least one year. Any hard copies made by search committee shall be shredded and disposed by the search committee. Approved by the Faculty Senate April 13, 1993 Revised and reaffirmed by the President s Council March Saint Francis University Policies and Personnel Handbook

4 3.2 Employee Background Checks Policy Saint Francis University is committed to hiring the very best candidate for every position at the institution and to provide the safest possible environment for students, visitors, faculty and staff. To that end, thorough background checks will be conducted during the screening and selection process. It is the policy of Saint Francis University to obtain: 1. Criminal history record information on applicants who are under final consideration for positions following the normal screening and selection processes. 2. Consumer credit history checks on applicants who are under final consideration for positions that involve the handling or transporting of cash. All credit checks are conducted in compliance with the Federal Fair Credit Reporting Act of 1997 (FCRA). The employment application shall clearly state, All finalists for employment at Saint Francis University must undergo a criminal background check. Procedures A background check must be completed on all candidates for employment BEFORE an offer of employment is extended. 1. Authorization for Background Check Candidates for Full Time positions All candidates for full time positions must be scheduled to meet with the Human Resources Manager or his/her designee during their on-campus visit. During the meeting with the Human Resources Manager, candidates will be advised that employment is contingent upon an acceptable background check. Candidates will complete an Application for Employment (if not completed prior to visit) and an Employment Inquiry Release Form, authorizing the University to complete a background check. The Human Resources Manager will keep the signed authorizations on file, and will not start a background check UNTIL a request is made by the Hiring Supervisor. Candidates for Part Time, Adjunct, Casual, or Temporary positions: The hiring supervisor for all positions other than full time must inform the candidates that employment is contingent upon an acceptable background check. The hiring supervisor must obtain a completed application (if not completed prior), and an Employment Inquiry Release from each candidate. The hiring supervisor will forward the completed Employment Inquiry Release to the Human Resources Manager. 2. Completion of Background Check: The Director of Risk Management and Public Safety will engage an outside company to complete a statewide, county, and if applicable, credit background check for every location where the candidate has lived for the past seven years. Hiring supervisors should be aware that while some reports may be completed in as little as hours, the background check may take several weeks to complete, depending on how 25 Saint Francis University Policies and Personnel Handbook

5 many jurisdictions are checked. 3. Reporting the Completed Background Check The Human Resources Manager will contact the hiring supervisor when the background check is complete. The criminal history record information obtained by the University may be only used for the purpose of evaluating applicants for employment. This policy does not automatically exclude from consideration for employment individuals with criminal convictions. However, if the nature of a conviction may jeopardize the safety of students, faculty, and staff, it will preclude an individual from being hired. Use of the report is subject to federal and Pennsylvania laws concerning the use of arrest and conviction records for employment decisions. 4. Review of the Background Check Results All criminal conviction reports will be reviewed by the Director of Risk Management and Public Safety and/or University Counsel without any identifying information provided. If after review of the results the Director of Risk Management and Public Safety, University Counsel, the Human Resources Manager, and the hiring supervisor agree that hiring the applicant would pose a threat to students, faculty, and staff the applicant will be informed of these findings in accordance with FRCA (Fair Credit Reporting Act) requirements by the Human Resources Manager. In such cases, the applicant will be given the name, address, and telephone number of the firm that completed the criminal background report. 5. Recordkeeping All criminal background reports will be considered confidential. As such, they will not be made part of the applicant s file. The Human Resources Manager will destroy all criminal background reports no later than 180 days after receipt. Documentation will be maintained by the Human Resources Manager for anyone hired who has a criminal record. 6. Background Checks on Rehired Employees A new background check will be completed for employees who have been separated from the University for a period of one or more years. Questions regarding criminal background investigations should be directed to the Human Resources Manager or the Director of Risk Management and Public Safety. Definitions: Criminal conviction record information: Information collected about a person by a criminal justice agency that includes misdemeanor and felony crimes as defined below. Felony. A crime which may be in the first, second, or third degree classification and the person may be sentenced to a term of imprisonment of up to or more than ten years. Typical felonies include murder, arson, rape, burglary, kidnapping, causing or risking catastrophe, robbery and drug convictions. Misdemeanor. A crime which may be in the first, second or third degree classification and the person may be sentenced to a term of imprisonment of up to five years. Typical misdemeanors include possession of weapons on school grounds, stalking, assault on a sports official, indecent exposure, theft, and drug convictions. Background check company: A firm contracted to conduct background checks on behalf of an employer. Will conduct checks in accordance with employer requests. Approved by the Board of Trustees Revised and reaffirmed by the President s Council November Saint Francis University Policies and Personnel Handbook

6 3.3 Recruitment and Relocation Expenses Recruitment Policy Human Resources will approve all sources for ad placements and make every effort to place ads in a cost effective manner. There will be occasions when the University will interview candidates from outside of the geographical area. Reimbursement to candidates outside the geographical area will be provided in accordance with the following provisions. Outside the geographical area is defined as at least a fifty (50) mile radius from the campus. 1. Full-time faculty or administrative position candidates are eligible for reimbursement. Interview expenses consist of transportation, meals, lodging, and other legitimate travel expenses. 2. Candidates are responsible to pay for all expenses and to secure receipts. Candidates will be instructed to forward receipts to the Human Resources Manager along with a completed Candidate Travel Reimbursement Form signed by the hiring supervisor. The Human Resources Manager will review, approve, and arrange for reimbursement for all eligible expenses. 3. Mileage will be reimbursed at the current approved rate. 4. Lodging should be arranged on campus if possible. If not, local lodging may be arranged by the candidate or hiring supervisor. 5. Candidates are encouraged to travel by the most reasonable and economical means available. When flight arrangements must be made, hiring supervisors are expected to provide a 14 day lead time for the interview in order for the candidate to secure a reasonable flight rate. 6. Any exceptions to the policy must be approved by the Vice-President for Finance in consultation with the chief administrative officer, dean, or department director. Relocation Policy This policy provides guidelines on relocation expenditures incurred by newly hired personnel so that reimbursable costs incurred will be reasonable and appropriate. 1. Full-time faculty or administrative position candidates are eligible for reimbursement of relocation expenses which include mileage, transportation, and moving or rental fees. 2. Relocation assistance shall be limited to the expenses incurred in the actual movement of household contents and personal travel to an individual s new home. It must be at least fifty (50) miles. 3. The amount of relocation assistance will be based upon the position level and relocation distance. The relocation assistance amount calculation will be maintained and reviewed annually by the Human Resources Manager. 4. The hiring supervisor will request the relocation assistance amount from the Human Resources Manager at the same time he or she requests the background check on the candidate be completed. The hiring supervisor will then discuss the relocation assistance amount with the candidate during the offer of employment. 5. After the offer of employment is accepted, an employment letter will be sent to the candidate by the Human Resources Manager which shall confirm the relocation assistance amount and a copy of the relocation policy and reimbursement form will be enclosed. 6. The returned completed reimbursement form will be signed by the hiring supervisor, chief administrative officer, and the Human Resources Manager before being forwarded to the Business Office for payment. 7. Exceptions may be considered in certain situations. In such cases, the hiring supervisor may be asked to pay such expenses from his/her own departmental funds. Approved by the President s Council 2006 Reaffirmed by the President s Council November Saint Francis University Policies and Personnel Handbook

7 3.4 New Hire Employment Information In compliance with state and federal laws and regulations and Saint Francis University policy, all newly hired employees must complete employment paperwork no later than three days following their first day worked. This includes temporary and casual-status employees. As of August, 2011, required paperwork shall include: Employment data sheet I-9 form, including presentation of required documents W-4 form Policies and Personnel Handbook acknowledgment of receipt Confidential disclosure and non-use agreement Drug Free Workplace policy Worker s Compensation Notice of Rights and Duties Worker s Compensation Panel of Physicians Direct deposit authorization (not required, but available) Emergency contact Information Employees who become separated from the University for at least six months will be required to complete a new employment data sheet, W-4 form, and emergency contact information form. Employees who are separated from the University for more than two years will be required to complete new employment information as indicated above. 3.5 Orientation The hiring supervisor will be responsible for the immediate orientation of new employees, including arrangements for keys (if necessary), a vehicle registration tag, and an ID card, as well as any office furniture or computer equipment needed. The hiring supervisor will also be responsible for introductions to co-workers and orientation to new duties and responsibilities. New full-time employees will be scheduled to meet with the Human Resources Manager prior to or within the first week of work to enroll in benefit programs. New employee orientation is scheduled twice a year ( in August and February) to provide information on campus safety, benefits and pay, creating a respectful community, and Franciscan spirit on campus, among other topics. 3.6 Probationary Period (Administrators and Staff) The first ninety days of employment in a position constitute a probationary period for every full-time and part-time administrator and staff member, whether new or internally transferred. The probationary period will be defined in the individual s new appointment letter or contract. Upon hire the employee s supervisor will identify and explain the standards and expectations for success in the position with the employee in accordance with the performance planning and development program. At the end of the ninety day period, the supervisor and employee will meet and it will be determined by the supervisor whether the employee has met or has not met the standards and expectations. If the employee s performance during the probationary period met expectations he/she will be eligible to begin to utilize earned vacation, sick, or personal days. If the employee s performance during the probationary period was unsatisfactory or did not meet expectations, employment may be terminated. Approved by the Presidents Council November Saint Francis University Policies and Personnel Handbook

8 3.7 Employment Definitions, Guidelines and Terms A position s status at Saint Francis University is defined by the Human Resources Manager at the time a position is established. It is described as salaried (exempt) or hourly (nonexempt), full-time or parttime, and temporary or casual. Positions are also identified by the following job groups: Administration (chief administrative officers, deans, department directors, and supervisors) Faculty (those whose primary role is teaching. Excludes those defined as administration or staff) Staff (hourly or salaried non-teaching employees) The term administrative staff refers to salaried employees whose employment is professional in nature and generally requires specialized education or training. Administrators are engaged in activities in which they exercise a high degree of independent judgment in dealing with students and/or other university personnel. Faculty and administrative positions within Saint Francis University are defined as exempt. Employees who are exempt are professional and administrative employees whose positions meet specific tests established by the Fair Labor Standards Act (FLSA) and state law and who are exempt from overtime pay requirements. Exempt employees are expected to perform functions of responsibility and supervision that may require them to work beyond the normal workweek without additional payment. The term operational staff refers to hourly employees whose employment is generally clerical or manual in nature. For example: clerical, physical plant, or dining service employees. Operational staff positions within Saint Francis University are defined as non-exempt. Employees who are non-exempt are in positions which do not meet FLSA exemption tests and who are paid for all hours worked. Nonexempt employees are paid one-and-one half times their regular rate for hours worked in excess of 40 in one workweek. Overtime work must be approved in advance by the immediate supervisor. Full-time employment. Faculty with full time teaching and/or research responsibilities as identified in the faculty member's employment contract with the University. Non-faculty employees who are scheduled to work a minimum of 35 hours per week and 52 weeks per year, except as otherwise scheduled by the terms of appointment such as 9 or 10 month appointments. Part-time employment. Faculty appointed on an adjunct basis or annually on a half time teaching load basis. Hourly or salaried employees working less than 35 hours per week. Temporary employment is limited or sporadic, with a specific begin and end date. Employment is usually for a specific project, for temporary replacement or for short-term needs during peak workloads. Casual employment is on an as required basis without any commitment from either party to ongoing employment. There are no pre-determined hours of work and work arrangements are made on an hourly, daily or weekly basis as the university's needs arise. Unlike temporary employment, there is not a defined, specific end date. Employment at Saint Francis University is entered into voluntarily. Some positions require a contractual relationship with the University, and may have a fixed term of employment. Positions without fixed terms shall be considered employment at will. When an employee is hired, the terms of his or her employment relationship with the University are outlined in a letter of appointment issued by the Human Resources Office and signed by the President. Approved 2002 Revised and approved by the President s Council November Saint Francis University Policies and Personnel Handbook