Policy and Procedures Date: February 26, Subject: Interviewing and Selection Guidelines for Off-Campus Wage and Salaried Classified Positions

Transcription

1 Virginia Plytechnic Institute and State University N Rev.: 3 Plicy and Prcedures Date: February 26, 2000 Subject: Interviewing and Selectin Guidelines fr Off-Campus Wage and Salaried Classified Psitins 1. Purpse Guidelines Prcedures Applicant Eligibility Screening Criteria t Identify Qualified Candidates Interviewing Exceptins Preferential Emplyment Under State Layff Plicy Interviewing Interviewers and Interview Questins Applicants with Disabilities Cnditins f Emplyment Cnducting Reference Checks Pre-hire Review Selecting New Emplyees Reasns fr Nn-Selectin Unacceptable Reasns fr Nn-Selectin Reasns fr Nn-Interview r Nn-Selectin Reasnable Accmmdatin fr Applicants with Disabilities Criminal Cnvictin Check and Drivers Recrd Check Drug and Alchl Testing Guidelines Exceptinal Salary/Wage Request Infrming the Successful and Unsuccessful Candidates Virginia Emplyment Cmmissin Ntificatin Emplyment Recrds Unit Applicant Flw Lg Off-campus Psitin Filled Reprt Recruitment and Selectin Flders Payrll and Persnnel Recrds Classified Salaried Psitins Wage Psitins Resurces Assistance References Apprval and Revisins Purpse T cmply with state and university plicies, t ensure that emplyment practices are effective, and t prvide equal emplyment pprtunity, the fllwing interviewing and selectin guidelines and prcedures must be bserved in filling all ff-campus wage and salaried classified psitins. Interviewing and Selectin Guidelines fr Off-Campus Wage and Salaried Classified Psitins Page 1 f 12

2 Virginia Plytechnic Institute and State University Plicy 4031 Revisin: 3 February 26, Guidelines Virginia Plytechnic Institute and State University prvides equal pprtunity with respect t all emplyment practices, including emplyment interviewing and selectin, and administers such practices withut regard t race, clr, gender, sexual rientatin, disability, age, veteran status, natinal rigin, religin, r plitical affiliatin. The university's interviewing and selectin guidelines and prcedures must be fllwed fr all salaried classified vacancies and fr wage vacancies nt exempted frm advertising under the Recruitment Guidelines fr On- and Off- Campus Wage and Salaried Classified Psitins, N It is the respnsibility f the department head and hiring supervisr t ensure all emplyment practices are fairly administered and that all necessary steps are taken t ensure the bjectivity and fairness f the interviewing and hiring prcess. Department heads must ensure that hurly wage emplyees (including emergency hires) are apprpriately cmpensated. Only jb-related criteria may be used in screening applicatins, interviewing, and selectin. 3. Prcedures Prcedures and guidelines fr screening, interviewing, selectin and recrd keeping are prvided in the fllwing sectins. 3.1 Applicant Eligibility Only individuals wh have submitted the applicatin materials by the applicatin deadline may be cnsidered as candidates fr the psitin. Current university emplyees wh have nt cmpleted their six-mnth prbatinary perid are nt eligible t be cnsidered fr ther salaried psitins utside f their department. Cntact Persnnel Services fr guidance. 3.2 Screening Fllwing the clse f recruitment fr the vacant psitin, the hiring department reviews and screens the applicatin materials received by the applicatin deadline t determine the mst suitably qualified grup f applicants t be interviewed. The Unit Applicant Status Lg shuld be cmpleted at this time dcumenting the names f all applicants, reasns fr interviewing r nt interviewing, and reasns fr nn-selectin Criteria t Identify Qualified Candidates Jb-related knwledge, skills and abilities (ksa's) are t be evaluated using a cmbinatin f the fllwing methds t identify the mst suitably qualified candidates fr interviews based n the specified criteria: 1. Evaluatin f ksa's as demnstrated by related educatin, training, and paid r unpaid experience described n the applicatin materials. 2. Evaluatin f applicants' qualificatins btained frm screening interviews cnducted in persn r by telephne. 3. Evaluatin and verificatin f applicant qualificatins, including perfrmance and cnduct, btained frm current r previus supervisrs. 4. Evaluatin f applicant qualificatins as measured by a valid test. The use f any test in the emplyment prcess requires the prir apprval f Persnnel Services. Refer t Guideline N. 4045, Emplyment Testing Guidelines. 5. Evaluatin f applicant's qualificatins as demnstrated by wrk samples in psitins such as Graphic Arts r Public Relatins. This methd requires advance apprval by Persnnel Services. Interviewing and Selectin Guidelines fr Off-Campus Wage and Salaried Classified Psitins Page 2 f 12

3 Virginia Plytechnic Institute and State University Plicy 4031 Revisin: 3 February 26, 2000 Screening criteria used in the evaluatin prcess and reasns fr nn-selectin fr each applicant must be dcumented at each step f the emplyment prcess Interviewing Exceptins An exceptin t interview may be granted fr applicants wh wuld be cnsidered qualified and wuld be included in the interview prcess under mst circumstances. The department representative shuld discuss any requests fr interviewing exceptins with a Human Resurce Cnsultant. If the exceptin is granted by Persnnel Services as a result f discussin with the department representative, it shuld be nted n the reasn fr nn-selectin sectin f the Unit Applicant Status Lg. The fllwing are categries f applicants wh may be exempted frm an interview: 1. A previus emplyee in the same department wh had unacceptable perfrmance r wrk habits and n intervening emplyment. (The department must assume respnsibility fr maintaining dcumentatin f perfrmance r wrk habits. This dcumentatin can prvide supprt fr a decisin t deny an interview.) 2. Current emplyees in the department with pr wrk habits r perfrmance wh are referred fr an interview t anther psitin within the same department must be cunseled by their supervisr if issues with their current wrk perfrmance r habits will prevent them frm being granted an interview. When a department acts as wrk reference n current r frmer emplyees, reference checks are t be cnducted n all applicants referred fr interview t insure cnsistency in the use f reference infrmatin. 3. An applicant previusly interviewed by the same department wh received unfavrable wrk references and wh has nt had intervening emplyment that wuld prvide anther jb reference. If the applicant has related intervening experience that wuld prvide anther jb reference, the applicant shuld be ffered an interview unless the new reference is als unfavrable. 4. An applicant wh des nt live in the immediate vicinity and wh indicates t the department representative that they cannt affrd t travel t Virginia Tech fr an interview when the department is nt paying travel expenses. (A preliminary telephne interview may be cnducted if this is mutually acceptable t the applicant and the hiring authrity.) 5. An applicant wh refuses t make available adequate disclsures abut references r emplyment. 6. Applicants wh indicate that they are nt available fr an interview within a reasnable perid f time. 7. An applicant wh the department representative has been unable t cntact (see Sectin 3.2.). 8. An applicant wh indicates t the department representative during the scheduling f the interview that the cnditins f emplyment (such as salary, wrk hurs, etc.) are unacceptable. 9. An applicant wh has been interviewed in the department by the same interviewer r essentially the same interview panel fr the same type f psitin within six mnths when the same duties, knwledge, skills and abilities are required and the applicant has nt demnstrated the acquisitin f additinal experience r skills since the interview. The applicant may be selected r rejected fr the psitin based n the results f the previus interview. On the Applicant Interview Recrd P115 nte the jb title, number, name f interviewer, and interview date f the psitin fr which the applicant had been previusly interviewed. 10. An applicant fr whm unsatisfactry wrk references are received prir t the interview when the department is paying travel expenses Preferential Emplyment Under State Layff Plicy Under the State Layff Plicy (DPT Plicy 1.30), emplyees wh have actually been laid ff by anther Executive Branch Agency are given preference in hiring in their ccupatinal classificatin if they submit the Preferential Hiring Interviewing and Selectin Guidelines fr Off-Campus Wage and Salaried Classified Psitins Page 3 f 12

4 Virginia Plytechnic Institute and State University Plicy 4031 Revisin: 3 February 26, 2000 Card (blue card) befre the advertising deadline. Preferential emplyment rights extend fr a perid f 12 mnths frm the effective date f leave withut pay-layff. If tw r mre emplyees entitled t preferential emplyment apply fr the same vacancy and bth are minimally qualified, the emplyee with the mst senirity must be hired. Emplyees f ther Executive Branch Agencies wh have been ntified f layff, are eligible, under the State Layff Plicy, fr preferential emplyment fr psitins that are in their same r lwer salary grade, prvided they are minimally qualified. Emplyees wh apply fr a vacancy and present the yellw Inter-agency Placement Screening Frm, n r befre the applicatin deadline, must be given preference in screening and hiring unless a current university emplyee r an emplyee submitting a Preferential Hiring Card is selected t fill the psitin. Upn receipt f a Inter-agency Placement Screening Frm r a Preferential Hiring Card, the hiring supervisr shuld cntact Persnnel Services fr assistance and guidance in the implementatin f this plicy. 3.3 Interviewing Except in the case f sme emergency hires r wage hires thrugh a temprary agency, interviews must be a part f every selectin prcess. Althugh interviews are nrmally cnducted in persn, there are sme situatins where telephne interviews may be apprpriate. Fr infrmatin n this interviewing methd, cntact Persnnel Services. At least three attempts shuld be made t cntact each applicant selected fr interview, with at least ne attempt made utside the nrmal wrking hurs (8 a.m.-5 p.m.) The dates and times f unsuccessful effrts t cntact an applicant must be dcumented Interviewers and Interview Questins A set f interview questins based n jb-related criteria must be develped and asked f all applicants interviewed. Specific guidelines fr cnducting lawful and effective interviews are prvided in the Emplyment Interviewing Handbk r cntact Persnnel Services. The interviews shuld be cnducted in a cnsistent manner. T ensure this, the interviewer r the interview panel, as well as the interview questins, shuld be the same fr each candidate. Interview panels shuld reflect a diverse wrkfrce when pssible Applicants with Disabilities Interviewers may be required t prvide reasnable accmmdatins t applicants with disabilities during the interview prcess. Fr example, it may be necessary t arrange t have an interpreter present fr an applicant with a hearing impairment. Cntact Persnnel Services with questins r fr assistance with accmmdatins Cnditins f Emplyment Cnditins f emplyment, such as hurs f emplyment, unusual r hazardus wrking cnditins, Cmmercial Driver's License requirements, cnvictin check r drivers recrd check, required training perids, leave plicies and restrictins, and status f the psitin (part-time, temprary, etc.), shuld be explained t the applicants during the interview. Each interviewed applicant shuld be asked t review and sign the Applicant Interview Recrd that shuld prvide a descriptin f the relevant emplyment cnditins. It is strngly suggested that interviewed candidates be shwn the wrk area and be prvided basic infrmatin abut the psitin duties. 3.4 Cnducting Reference Checks Reference checks with current and previus supervisrs must be cnducted n the finalists fr the psitin. Sectin 9 n the Virginia State Applicatin Frm shuld be checked t ensure that the applicant wuld permit their current supervisr t be cntacted. Additinal guidelines and recmmendatins fr effective reference checks are included in Interviewing and Selectin Guidelines fr Off-Campus Wage and Salaried Classified Psitins Page 4 f 12

5 Virginia Plytechnic Institute and State University Plicy 4031 Revisin: 3 February 26, 2000 the Emplyment Interviewing Handbk. Degrees, required licenses r certificatins shuld als be verified. At a minimum, the supervisr must attempt t btain the fllwing jb-related infrmatin. Name Emplyment dates Jb held, title, duties Beginning and ending salaries Training cmpleted Jb Perfrmance Eligibility fr rehire and reasn fr leaving Dcumentatin f reference checks, including ntes, shuld be maintained in strict cnfidentiality. Pursuant t the Virginia Privacy Prtectin Act, an agency shuld nt release t anyne including the emplyee, recmmendatins r letters f reference. These recrds shuld be kept in a cnfidential file. 3.5 Pre-hire Review The Department Head/Unit Head must cnduct a pre-hire review fr any psitin which has affirmative actin gals when the unit has an pprtunity t interview a member f a grup that is under-represented in the vacant psitins jb categry. Fr assistance cntact Persnnel Services. 3.6 Selecting New Emplyees Reasns fr Nn-Selectin Reasns fr nn-selectin f applicants must be specific and jb-related. The reasns fr nn-interview and nnselectin are recrded n the Unit Applicant Status Lg that will becme part f the recrd fr each psitin vacancy. It is used t insure cmpliance with emplyment and EO/AA plicies and is examined in the rutine audit f selectin decisins and in the investigatin f any cmplaints. Persnnel Services shuld be cntacted if any infrmatin btained during the reference checks r interviews indicates that the applicant has: prvided inaccurate infrmatin abut educatin and/r experience; ptentially jb-related cnvictins; r serius perfrmance/disciplinary prblems s further investigatins can be cnducted Unacceptable Reasns fr Nn-Selectin Reasns fr nn-selectin may nt be related t: 1. Race, gender, age, clr, religin, natinal rigin, plitical affiliatin, veteran status, r sexual rientatin. 2. Physical r mental disability which des nt interfere with the applicant's ability t perfrm the essential functins f the jb. 3. Other factrs which have n bearing n the jb-related requirements fr this psitin. Interviewing and Selectin Guidelines fr Off-Campus Wage and Salaried Classified Psitins Page 5 f 12

6 Virginia Plytechnic Institute and State University Plicy 4031 Revisin: 3 February 26, Reasns fr Nn-Interview r Nn-Selectin Apprpriate reasns fr nn-interview r nn-selectin may include any ne r a cmbinatin f the fllwing: 1. Unsatisfactry references r relatively weak references in cmparisn with selected candidate. 2. Applicant's refusal r inability t accept wrk schedule, salary, duties, r ther jb-related cnditins. 3. Jb-related educatin and/r training insufficient r nt as strng as selected candidate. 4. Jb-related experience insufficient r nt as strng as the selected candidate. 5. Jb-related knwledge/skills/abilities insufficient r nt as strng as selected candidate. 6. Interpersnal r cmmunicatins abilities nt suited t the needs f the psitin. Fr any f the reasns fr nn-selectin listed abve r fr thers that may be apprpriate, a specific explanatin is required. Fr example, the statement that an individual des nt have as much experience as the selected candidate is insufficient. The reasn must be tied specifically t jb duties and requirements. Als, reasns fr nn-selectin shuld nt be based slely n the absence f a particular skill r knwledge that culd be learned during a nrmal jb rientatin r within a brief training time. These guidelines d nt cver every situatin that may arise in the selectin prcess. Questins abut acceptable reasns fr nn-selectin shuld be referred t Persnnel Services Reasnable Accmmdatin fr Applicants with Disabilities The university has a legal bligatin t prvide reasnable accmmdatins fr applicants with disabilities wh are qualified t perfrm the essential jb duties. If a hiring supervisr believes that a qualified applicant cannt be reasnably accmmdated, the supervisr must cntact Persnnel Services t discuss the situatin prir t finalizing any selectin decisins Criminal Cnvictin Check and Drivers Recrd Check After the applicants have been interviewed and reference checks cmpleted, the mst suitably qualified applicant is identified. Individuals selected fr identified security sensitive psitins r thse requiring the use f a state vehicle are instructed by the hiring authrity t initiate a cnvictin recrd check r drivers recrd check. Refer t Plicy 4060, Criminal Histry and Drivers Recrd Investigatin. Persnnel Services will cntact the department with the results f the cnvictin check r drivers check as sn as pssible. If the emplyee has been ffered the psitin, the cntinuatin f emplyment will be cntingent upn the results f the tests. In sme cases, the ffer f the psitin will be delayed until the results f criminal r driver's recrd check are received. If jb-related cnvictins are fund, a determinatin may be made in accrdance with the plicy t deny emplyment. The Criminal Histry and Driver's Recrd Investigatin plicy describes the university plicy and related prcedures in detail Drug and Alchl Testing Guidelines Certain psitins at the university have been identified as falling under the Omnibus Transprtatin Emplyee Testing Act f This law requires that jb candidates must underg and pass pre-emplyment drug tests if the psitin requires a Cmmercial Driver's License. Testing may als be cnducted peridically at randm and pst-accident. Refer t Guideline 4061, Drug and Alchl Testing Guidelines fr Cmmercial Drivers License Hlders fr infrmatin n the prcedures t fllw Exceptinal Salary/Wage Request An Exceptinal Salary/Wage request may be apprpriate if the selected candidate will nt accept the entry step. An abve-entrance ffer fr a salaried psitin cannt be made withut prir apprval f Persnnel Services. Fr a Interviewing and Selectin Guidelines fr Off-Campus Wage and Salaried Classified Psitins Page 6 f 12

7 Virginia Plytechnic Institute and State University Plicy 4031 Revisin: 3 February 26, 2000 detailed explanatin f the prcedures t request an exceptinal starting pay rate Refer t Guideline N. 4065, Guidelines n Starting Pay fr Salaried r Wage Classified Emplyees Infrming the Successful and Unsuccessful Candidates Each f the applicants interviewed and nt selected must be infrmed f the decisin in writing unless the applicant withdrew r declined an ffer. It is recmmended, as a curtesy, that ther applicants nt receiving interviews be infrmed by letter that the psitin has been filled. Classified state emplyees are nt t be emplyed under emplyment cntracts either expressed r implied. The sample ffer letter shuld be used as a guide fr the fficial letter f ffer. It is imprtant t include the applicable prvisins f the specific psitin being ffered in the letter t ensure the selected candidate is fully infrmed f any emplyment cnditins Virginia Emplyment Cmmissin Ntificatin The Virginia Emplyment Cmmissin Office shuld be ntified immediately when a selectin decisin has been made. The ntificatin shuld include the name, scial security number, and emplyment date f the selected candidate. 3.7 Emplyment Recrds Departments must retain any interview and selectins ntes fr a perid f three years. Reasns fr nn-selectin are checked fr jb-relatedness, acceptability, accuracy, and cnsistency. The hiring department is respnsible fr cnfidentially maintaining all ther recrds related t the search (screening ntes, interviewing ntes, reference check ntes, etc.) fr a perid f three years frm the date f appintment. In additin, the fllwing is required when a new emplyee is hired Unit Applicant Flw Lg A lg f all applicants fr a psitin must be maintained separate frm applicatins until the hiring decisin has been made. The Unit Applicant Flw Lg P113 r a similar frm prviding the same infrmatin shuld be used t recrd the fllwing infrmatin fr each applicant: name, race, sex, age, veteran status, date f applicatin, and the advertised psitin title. This infrmatin is btained frm the tear-ff sheet at the bttm f the State Applicatin Frm befre remving it frm the applicatin. If the infrmatin is nt prvided, the applicant is recrded n the lg as unknwn. Infrmatin cllected n this frm can be used when cmpleting the Off-Campus Classified Psitin Filled Reprt P Off-campus Psitin Filled Reprt The Off-Campus Classified Psitin Filled Reprt must be cmpleted by the hiring department fr each psitin filled by riginal appintment, transfer, demtin, prmtin r re-emplyment. The data n this frm is required in rder t cmply with state and federal requirements. It is used t cmplete reprts that are included in the university's Affirmative Actin Plan Recruitment and Selectin Flders A cnfidential Recruitment and Selectin Flder fr each vacancy (labeled with the psitin number and title, and date filled) must be established and retained fr three years frm the date the psitin was filled. Emplyment recrds may be reviewed by Persnnel Services, the EO/AA staff, and representatives f state and federal regulatry agencies. After the retentin perid the flders must be destryed by shredding. The recrds shuld include: 1. A cpy f the psitin descriptin fr salaried psitins. 2. Cpies f all vacancy annuncements and advertisements, shwing dates and methds f annuncement. Interviewing and Selectin Guidelines fr Off-Campus Wage and Salaried Classified Psitins Page 7 f 12

8 Virginia Plytechnic Institute and State University Plicy 4031 Revisin: 3 February 26, A cpy f the Unit Applicant Flw Lg P113 (see Sectin 3.7.1). 4. All cmpleted state applicatin frms received and all supplementary infrmatin received cncerning applicants with a cpy f the selected applicant's state applicatin. 5. Race/sex applicatin tear-ff frms (which have been remved frm the state applicatins.) 6. Screening criteria used in identifying the applicants t be interviewed and names f individuals respnsible fr screening applicatins. 7. The Unit Applicant Status Lg P114 (see Sectin 3.2) cntaining recrded reasns fr nt selecting applicants fr interviews and fr nt hiring interviewed candidates. 8. A list f interview questins asked f all applicants fr the psitin, interview ntes, and a list f the interviewers r interview panel. 9. The Applicant Interview Recrd Frm P115 (see Sectin 3.3.3). 10. Cpies f the jb ffer letter sent t the successful applicant, and cpies f the letters infrming unsuccessful interviewed applicants the psitin was filled. Acceptance r rejectin letters frm the selected candidate shuld be included, if available. 11. All ntes and mems assciated with the selectin prcess fr the vacancy. 12. Letters f reference and results f reference checks, including ntes taken. 13. A cpy f the cmpleted Off-Campus Classified Psitin Filled Reprt P116 listing infrmatin abut applicants fr bth wage and salary psitins (see Sectin 3.7.2). 3.8 Payrll and Persnnel Recrds The fllwing dcuments and frms must be prepared and submitted thrugh prper apprval channels t Persnnel Services when a new emplyee is hired: Classified Salaried Psitins 1. When a salaried psitin advertises, a representative frm Persnnel Services will cntact the hiring supervisr t request the fllwing frms and infrmatin. As sn as the emplyment ffer has been accepted, the fllwing frms shuld be submitted t Persnnel Services. Reprt f Appintment r Change f Status P3A Off-Campus Classified Psitin Filled Reprt fr Wage r Salaried Emplyees P116 including applicant race/sex data (see Sectin 3.7.2) Unit Applicant Flw Lg P113 (see Sectin 3.7.1) Original State Applicatin with riginal signature f the applicant selected Cpy f the ffer letter 2. The fllwing frms shuld be cmpleted r cpied n the first wrk day and submitted immediately t Persnnel Services. Orientatin Checklists (P-76A and P-76B) Interviewing and Selectin Guidelines fr Off-Campus Wage and Salaried Classified Psitins Page 8 f 12

9 Virginia Plytechnic Institute and State University Plicy 4031 Revisin: 3 February 26, 2000 Benefits frms In cmpliance with the Drug-Free Wrkplace Act f 1988, the alchl and drug plicy infrmatin shuld be given t the emplyee. T cmply with Virginia Huse Bill 2046 enacted in 1993 n child supprt disclsure requirements, all new emplyees shuld be asked if they are under an incme withhlding rder. If the answer is yes, the supervisr will ntify the Payrll Department, then ask the emplyee t frward a cpy f the current withhlding rder directly t Payrll. If the emplyee respnds that they are nt under an incme withhlding rder, n further actin is required. 3. The fllwing shuld be cmpleted n the first day f wrk and sent directly t the Payrll Office: I-94 (Arrival/Departure Recrd issued by Immigratin and Naturalizatin Service (INS) t nnimmigrant aliens and attached t the unexpired freign passprt) r I-20 (Certificate f Eligibility fr Nn-immigrant and F-1 Students) and cpy f the Visa if applicable. I-9 Emplyment Verificatin Frm. On the first day f emplyment, the new emplyee must cmplete Part I f the frm and prvide acceptable dcumentatin f their identity and emplyment eligibility in rder fr the department t cmplete the I-9 Frm. Once cmpleted and within three days it must be sent t the Payrll Department. Selective Service Registratin Questinnaire. Recent amendments t the Cde f Virginia require selective service cmpliance as a cnditin fr emplyment. T cmply with this cde change, all male emplyees hired after July 1, 1999, must cmplete the Selective Service Registratin Questinnaire in rder t cntinue as a state emplyee. Once cmpleted, send t the Payrll Department alng with the I-9 frm Wage Psitins 1. The fllwing infrmatin shuld be cmpleted and apprpriate frms frwarded t Persnnel Services: The Off Campus Classified Psitin Filled Reprt fr Wage r Salaried Emplyees P116 (see Sectin 3.7.2). Unit Applicant Flw Lg (see Sectin 3.7.1). In cmpliance with the Drug-Free Wrkplace Act f 1988, the alchl and drug plicy infrmatin shuld be given t the emplyee. Orientatin checklist fr Wage Emplyees P-76C. 2. The fllwing infrmatin shuld be cmpleted and submitted t the Payrll Department Cpy f the Scial Security Card. Federal Tax Withhlding Certificate (W-4.) State Tax Withhlding Certificate (VA-4.) I-94 (Arrival/Departure Recrd issued by INS t nn-immigrant aliens and attached t the unexpired freign passprt) r I-20 (Certificate f Eligibility fr Nn-Immigrant and F-1 Students) and a cpy f the visa if applicable. Interviewing and Selectin Guidelines fr Off-Campus Wage and Salaried Classified Psitins Page 9 f 12

10 Virginia Plytechnic Institute and State University Plicy 4031 Revisin: 3 February 26, 2000 I-9 Emplyment Verificatin Frm. On the first day f emplyment, the new emplyee must cmplete Part I f the frm and prvide acceptable dcumentatin f their identity and emplyment eligibility in rder fr the department t cmplete the I-9 Frm. Once cmpleted and within three days it must be sent t the Payrll Department. Selective Service Registratin Questinnaire. Recent amendments t the Cde f Virginia require selective service cmpliance as a cnditin fr emplyment. T cmply with this cde change, all male emplyees hired after July 1, 1999, must cmplete the Selective Service Registratin Questinnaire in rder t cntinue as a state emplyee. Once cmpleted, send t the Payrll Department alng with the I-9 frm. T cmply with Virginia Huse Bill 2046 enacted in 1993 n child supprt disclsure requirements, all new emplyees shuld be asked if they are under an incme withhlding rder. If the answer is yes, the supervisr will ntify the Payrll Department, then ask the emplyee t frward a cpy f the current withhlding rder directly t Payrll. If the emplyee respnds that they are nt under an incme withhlding rder, n further actin is required. 3. The fllwing transactins shuld be cmpleted prir t the wage payrll cutff date Demgraphic infrmatin entered n-line indicating hire date and psitin ending date, if knwn. Time cards entered each pay perid. 4. Resurces 4.1 Assistance The fllwing are issues and questins that may arise during the interviewing and selectin prcess with the apprpriate department listed t cntact fr infrmatin and assistance: Persnnel Services ( ) Emplyment Prcess Interviewing Prcess Salary Determinatins Legitimate Reasns fr Nn-Selectin Reasnable Accmmdatins fr Disabled Applicants Prblems Assciated with Hiring Questins frm Applicants r Other Individuals abut the Release f Emplyment Infrmatin n the Retentin and Destructin f Official Persnnel Recrds Payrll Department ( ) Federal and State Withhlding Certificates I-94 Frms - Arrival/Departure Recrds Issued by INS Emplyment Verificatin Frms Interviewing and Selectin Guidelines fr Off-Campus Wage and Salaried Classified Psitins Page 10 f 12

11 Virginia Plytechnic Institute and State University Plicy 4031 Revisin: 3 February 26, 2000 Time Cards fr Wage Emplyees Human Resurces Infrmatin Systems ( ) Questins cncerning training fr the Human Resurces Infrmatin Systems (HRIS) Questins abut the Entry f Hurs Wrked n the HRIS The Equal Opprtunity/Affirmative Actin Office ( ) Equal Opprtunity Issues Affirmative Actin Issues Discriminatin Issues 5. References 1. Plicy N. 4032, Recruitment Guidelines fr On- and Off-Campus Wage and Salaried Classified Psitins 2. Guideline N. 4045, Emplyment Testing Guidelines 3. State Layff Plicy Department f Persnnel and Training Plicy Emplyment Interviewing Handbk published by the Virginia Tech Persnnel Services Department April 6, 1987 and as revised. 5. The Virginia Privacy Prtectin Act 6. Criminal Histry and Drivers Recrd Investigatin, Plicy N Omnibus Transprtatin Emplyee Testing Act f Guideline N. 4061, Drug and Alchl Testing Guidelines fr Cmmercial Drivers License Hlders 9. Guideline N. 4065, Starting Pay fr Salaried r Wage Classified Emplyees 10. University's Affirmative Actin Plan 11. Drug-Free Wrkplace Act f Virginia Huse Bill 2046, Apprval and Revisins Revisin 0 Additins t the plicy are the Interviewing Exceptins in Sectin 3.2.2, the reprting requirements and recrds management in Sectin 3.7. Apprved Octber 29, 1996 by the Assciate Vice President fr Persnnel Revisin 1 Sectin 3.1, secnd sentence, ther salaried was added. Interviewing and Selectin Guidelines fr Off-Campus Wage and Salaried Classified Psitins Page 11 f 12

12 Virginia Plytechnic Institute and State University Plicy 4031 Revisin: 3 February 26, 2000 Apprved June 27, 1997 Revisin 2 Sectin 2.0. Added Department heads must als ensure that hurly wage emplyees (including emergency hires) are apprpriately cmpensated. Links t the apprpriate web sites were established fr plicies and frms referenced. Sectin Language was added t clarify that sme cnvictin checks are cnducted prir t the ffer f emplyment. If the emplyee has been ffered the psitin, the cntinuatin f emplyment will be cntingent upn the results f the tests. Revisin 3 Sectins and Added Selective Service requirements due t change in Cde f Virginia. Sectin 3.8.2, #1. Added Orientatin Checklist fr Wage Emplyees P-76C t list. Apprved February 26, 2000 by Assistant Vice President fr Persnnel Services, Linda S. Wdard. Interviewing and Selectin Guidelines fr Off-Campus Wage and Salaried Classified Psitins Page 12 f 12