Department of Human Resources & Equal Opportunity

Hiring Manual

Step by Step Procedure in Hiring a Non-Academic Employee

Table of Contents

• Step 1: Job Description
  
  

• Step 2: Prepare a Job Requisition
  
  
• Step 3: Interviews
  
  
• Step 4: Reference Checks
  
  
• Step 5: Notify Applicants
  
  
• Step 6: Complete Hiring Process
  
  
• Step 7: Onboarding- Orientation

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Guidelines for Temporary Appointments

CIVIL SERVICE

Temporary Appointment - must have a beginning and end dates, can be either full-time or part-time. They become continuing with all rights/benefits after more than 3 consecutive calendar years.

AFSCME CLERICAL

Continuing or Temporary Appointment vacancies are posted for a minimum of seven (7) days.

Temporary Appointment (Posted) - positions with a designated percentage appointment of 36% or greater and a set term with an expected duration up to a maximum of one year. (See Article 6, Section 3B).

Temporary No Post Appointment - positions on 36% or greater which do not have a set term and are expected to be six (6) months or less in duration.(See Article 6, Section 3C).

Extensions: If the position is expected to extend beyond six (6) months, it must be posted either Temporary Appointment (Posted Position) or as a Continuing Appointment. The only time these are extended beyond the original six (6) months is if the person in the original position as approved continuous leave due to disability, pregnancy leave or other approved leave of absence.

Supplemental Positions - positions which are hourly positions with no designated percentage appointment, recognized under (See Article 2, Section 1). These employees work schedules that are variable, intermittent, or on-call.

Employees under these positions do not have the same rights as an employee on a Temporary or Continuing Appointment and may be terminated at any time. (See Article 6, Section 3A).

Probationary Period - a department, at their discretion may count time worked in a Temporary No Post position towards completion of the probationary period, when the employee moves to a posted temporary or continuing appointment, which is the same position and classification with no break in service.

AFSCME Technical

Continuing or Temporary Appointment vacancy must be posted for at least seven (7) calendar days and state the date at which bargaining unit consideration ends.

Temporary Posted - positions with a designated percentage appointment of 36% or greater and a set term with an expected duration of up to a maximum of three (3) years.

Extension: A Temporary Posted appointment may be extended beyond 1 year without posting where such an extension is a result of a continuing disability, pregnancy leave, or other approved leave of absence where the employer expects return of employee holding the position.

Otherwise, if Temporary Posted Appointment is extended beyond one (1) year, the position must be posted as Temporary Posted Appointment or as a Continuing Appointment.

Temporary No Post - position of 36% time or greater which do not have a set term and are expected to be six (6) months or less in duration.

Extension: If a Temporary No Post Appointment is extended beyond six (6) months (unless the extension is due to continuing disability, pregnancy leave, or other approved leave of absence where the Employer expects the return of the employee holding the original appointment), the position must be posted either as a Temporary Posted Appointment or as a Continuing Appointment.

TEAMSTERS

All job openings are to be posted internally for seven (7) calendar days.

Temporary Appointment - if posted and employer later decide to continue the position beyond the temporary period initially posted, such job opening must again be posted for seven (7) calendar days.

POSTING REQUIREMENTS

1. For jobs not posted: The unit enters information directly into HRMS system. The hiring department carries the sole responsibility for maintaining appropriate documentation to support the appointment and classification of these employees.

2. Job Posting/Requisition: A Job Requisition is to be posted if the department needs to recruit applicants for a position that lasts more than one year. If a requisition is posted for a temporary or casual appointment, the hiring department carries the sole responsibility for maintaining appropriate documentation to support the appointment and classification of these employees.

HIRING SALARY

AFSCME CLERICAL & TECHNICAL EMPLOYEES

1. Departments may give a one-step increase for every year of work experience or education specifically related to the position to a maximum of the mid-point IF this experience or education is over that which is required in the essential qualifications.

2. Minimum hourly rate, or range: If departments are hiring at a minimum only, it is okay to list the minimum rate only. If departments want the person to get benefits, paid holidays, vacation, and sick leave, they must list a % appointment.

CIVIL SERVICE

1. There is an equivalent formula for non-represented Civil Service employees (2% to match the AFSCME step increase).

2. If a department wants to hire above this formula, they should put their request in writing (email is OK) to MLC, giving justification for the request.

3. There is a 5-work day minimum-posting requirement.

NUMBER OF PEOPLE TO INTERVIEW TO NUMBER OF APPLICANTS