Recruitment, Selection, and Hiring of Staff Non-Faculty Positions

Policy number: 7.2

Policy section: Human Resources

Revised Date: January 2, 2019

1. Policy Statement

Southern Methodist University is committed to attracting, selecting and hiring the best-qualified candidates for University staff positions. The Department of Human Resources oversees the recruitment efforts and hiring of regular staff positions to ensure compliance with applicable federal, state, and local laws and regulations.

2. Purpose

This policy establishes guidelines for recruitment, selection, and hiring practices for regular staff positions to ensure consistency and compliance with applicable federal, state, and local laws and regulations. In adherence with applicable laws and University policies, SMU prohibits discrimination in any employment practice, educational program, or educational activity on the basis of race, color, religion, national origin, sex, age, disability, genetic information, or veteran status. The University’s commitment to equal opportunity includes nondiscrimination on the basis of sexual orientation and gender identity and expression.

3. Applicability

This policy applies to all regular full-time and part-time regular staff positions at the University.

4. Department Administrative Rules, Procedures, and Guidelines

The Department of Human Resources, under the purview of the Vice President for Business and Finance, has oversight and administrative responsibility for this policy and shall promulgate departmental rules, procedures, and guidelines pursuant to this policy. Detailed administrative rules, procedures, and guidelines can be found in Appendix A below.

5. Questions

Questions regarding this policy should be directed to the Department of Human Resources at recruitu@smu.edu.

Appendix A: Recruitment, Selection, and Hiring Procedures

Staff Position Management Process
1. All regular staff positions are posted and filled through open recruitment by the Department of Human Resources. Senior level positions, administrators, athletic director, and head coaches are coordinated through the Office of the President in consultation with Human Resources and the Office of Institutional Access and Equity, and may be subject to different recruitment procedural guidelines.
2. The hiring official follows the staff position management process for gaining general and budgetary approval for a newly created position and to fill an existing vacant position. Requisitions are created by the Department of Human Resources or by the hiring official in the recruitment system, routed for approval, and reviewed by the Department of Human Resources before posting.
3. The hiring official provides a job description for evaluation to the Department of Human Resources. All positions are evaluated for assignment of a job title, job code, pay grade, and intended starting salary. The starting salary must be consistent with the compensation practices of the University.
Job Posting and Applications
1. The Department of Human Resources will create a job posting based on the job description or review the recommend job posting submitted by the hiring official. The Department of Human Resources reserves the right to edit job postings to adhere to University practices and procedures.
2. Positions must be posted for a minimum of ten (10) consecutive working days. The position may be posted longer based upon the job market specific to that position. Job postings must have a deadline to apply and may have a priority consideration date. Unclassified or hard to fill positions may be open until filled. The hiring official must contact the Department of Human Resources if a vacant position will not post immediately to discuss reasons for the delay in recruiting for the position.
3. The hiring official can do an internal only posting to allow current regular employees to apply for the position. Internal only postings are posted for a minimum of five (5) consecutive working days. Hiring officials can consult with The Department of Human Resources to determine if an internal only posting is appropriate.
4. Jobs are posted on the SMU careers website, which serves as the official posting document for the University. All applicants complete SMU’s application when applying for open positions. Applications shall be accepted as long as the position is posted.
Advertising and Outreach
1. The Department of Human Resources will consult with the hiring official to develop an effective advertising strategy. The hiring official can select advertisement on external websites, publications, professional organizations, professional journals, placement agencies, and community organizations. All external advertising must include the University’s EEO statement.
2. The University will not discriminate in any program or activity on the basis of race, color, religion, national origin, sex, age, disability, genetic information, veteran status, sexual orientation, or gender identity and expression. The Executive Director for Access and Equity/Title IX Coordinator is designated to handle inquiries regarding nondiscrimination policies and may be reached at the Perkins Administration Building, Room 204, 6425 Boaz Lane, Dallas, TX 75205, 214-768-3601, accessequity@smu.edu.
3. The hiring official must authorize advertising expenditures and the department is responsible for all advertising costs. The Department of Human Resources will coordinate and assist with the placement of external advertising.
4. The Department of Human Resources reviews the University’s Affirmative Action Plan to determine if a placement goal has been established for women and/or minorities. If a placement goal exists, the Department of Human Resources will work with the hiring official to develop a recruitment strategy focused on the affirmative action placement goals. The Department of Human Resources shall also implement good faith efforts to recruit qualified veterans and persons with disabilities.
Selection and Interviewing
1. The Department of Human Resources or the hiring official will review applicants and determine if the applicant meets the minimum requirements and/or the preferred qualifications outlined in the job posting. He/she is responsible for updating the status of the applicant in the University’s applicant tracking system.
2. The hiring official will select the candidates that best meet the qualifications for the position and set up interviews. The term interview consists of any direct contact with the candidate including questionnaires, telephone interviews, video interviews, and in-person interviews. The hiring official must apply consistent standards as candidates are moved through the search process and document reason for non-selection of candidates in the University’s applicant tracking system. All interviews must follow the interviewing guidelines provided by the Department of Human Resources to ensure compliance with University procedures and applicable federal and state laws. Interview evaluations must be submitted electronically via the University’s applicant tracking system.
3. The Department of Human Resources is available to consult with the hiring official and search committee/interview team on the procedures of the staff search process.
Offers
1. Offers of employment cannot be extended until after the deadline to apply.
2. The hiring official will notify Human Resources of his/her decision on the top candidate, before making an offer of employment.
3. Prior to making an offer of employment, all search materials must be submitted in the University’s applicant tracking system and the required pre-employment checks must be completed. The Department of Human Resources is responsible for the maintaining all search materials for the required period of time.
4. The Department of Human Resources will notify the hiring official when he/she can extend a verbal offer. Once a verbal offer is accepted, the Department of Human Resources will send an offer letter and initiate new employee processing. Offers are contingent upon the prospective employee demonstrating the ability to work in the United States for any employer. The hiring official must consult with the Department of Human Resources if the prospective employee requests for the University to sponsor work authorization.
5. The Department of Human Resources or the hiring official will notify candidates not selected that the recruitment and selection process is complete and the position is filled.
Physical Examinations
Certain designated positions may have employment offers conditioned upon successful completion of a post-offer physical examination. Notice of this requirement will be evident in each posting for such a designated position. The physical exam is designed to determine if an applicant can perform the essential job functions, and will be performed only upon the applicant’s written consent. In no event will an applicant be hired if the applicant is unable to perform the essential job functions, with or without reasonable accommodation, or if the applicant presents a direct threat to his/her safety or the safety of others.
Search Firms
In consultation with the Department of Human Resources, hiring departments may use a search firm for senior leadership positions and hard to fill positions. The hiring official must adhere to the University’s contract administration process for all search firm contracts. All search firms doing business with the University must agree to comply with University policies and provide the University with the information needed to meet its recordkeeping obligations.
Exceptions
Under exceptional circumstances, it may be necessary for the University to hire an employee without complying with all provisions of this policy. The hiring official must consult with the Department of Human Resources to determine if an exception is appropriate. A request for an exception to the hiring process must be made in writing and must include an explanation of the business impact and circumstances necessitating an exception to standard recruitment procedures. The Department of Human Resources and the Office of Institutional Access and Equity must approve all exceptions to the hiring process.
Temporary Employees for Vacant Regular Staff Positions

The hiring official may hire a temporary employee on an interim basis for a vacant regular staff position and he/she must adhere to the University’s process to hire a temporary employee. The temporary employee’s assignment should not exceed more than three (3) months, which allows ample time to conduct a search under this policy.

Revised: January 2, 2019

Adopted: August 20, 2007

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