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USF Staff Hiring Policy

Table of Contents

  1. JOB DESCRIPTIONS
    1. Determine if the Position needs Compensation Review and Approval
    2. Create a Job Description - Procedure
      1. Determine Job Requirements - Procedure
    3. Obtain a Position Number - Procedure
    4. Determine a Salary Grade - Procedure
  2. POSTINGS
    1. Create a Job Posting - Procedure
    2. Approval Queue – Procedure
    3. How Long to Post
    4. Internal Postings; Internal Posting -Procedure
    5. Recruitment Agencies
    6. Exceptions to Job Posting
  3. ADVERTISING;  Advertising a Job Posting - Procedure
  4. APPLICANT REVIEW, INTERVIEWS, AND SELECTION
    1. Identify a Selection /Search Committee; Identify a Selection /Search Committee – Procedure
    2. Develop an Applicant Pool – Procedure
    3. Review Job Applicants – Procedure
    4. Conduct Job Interviews – Procedure
    5. Interview Techniques – Procedure
    6. Tips to Remember While Interviewing a Candidate
    7. Three Points Concerning Legal Aspects of Interviewing
    8. Travel Associated with the Job Interview – Procedure
    9. Notify Candidates Not Offered an Interview – Procedure
    10. Selection Process – Procedure
  5. VERBAL OFFER; Verbal Offer – Procedure
    1. Employment Visas
    2. Relocation 
    3. Vacation 
  6. OFFER FORM; Create Offer Form – Procedure
    1. Submission Requirements; 30-10-5
    2. Offer Letters
  7. TRANSITIONING
    1. Notification to Non-Selected Candidates
    2. Announcing Personnel Moves; Announcing Personnel Moves - Procedure
  8. PREHIRE ONBOARDING
    1. Tracking Tools
      1. Staff New Hire Notification Email
      2. Prehire Tracker
    2. New Hire Paperwork
      1. Background Checks – Policy and Procedures
      2. I-9 Form
    3. Staff Prehire Onboarding EPAFs
  9. HIRING TEMPORARY STAFF AND CONTRACTORS
  10. PROMOTIONS

     A.  Promoting an Employee – Procedure 

  1. TRANSITIONING EMPLOYEES
    1. Converting Temporary Workers to a USF Employee
    2. Move from Full-Time Employee to Part-Time Employee

­­­­­­­­­­­­­­­­­­­­­­­­Note to Hiring Departments

As of June 1, 2012, all hiring managers, posting managers, supervisors, budget managers, and EPAF administrators are required to complete training on the staff prehire onboarding process in order to post positions, hire new employees, and/or create staff prehire onboarding EPAFs. To schedule training, please contact the Human Resources Department (HR) at x6707.

Access to PeopleAdmin and staff prehire onboarding EPAFs will be granted to those who complete staff prehire onboarding process training.


USF Staff Hiring Policy

Each hiring department is responsible for identifying their need to hire for a position. Once the need is identified, the hiring manager must obtain approval from the following as applicable:

  • Hiring department’s Dean/Director
  • Hiring department’s VP
  • USF’s Budget department
  • Human Resources Department (for final review and posting)

* Grant-funded positions will also need additional approval from Accounting and Business Services.

Once approval is obtained, the hiring manager must create or update a job description.  Each position in a department must have a job description. 

I. JOB DESCRIPTIONS

Job descriptions are written and developed by each hiring department and should have a clear listing of the job summary, responsibilities, minimum qualifications, and additional knowledge, skills, and abilities to be successful.  Once written, each job description is reviewed and salary graded by Compensation.  When complete, the hiring department enters the job description into the PeopleAdmin system to create a job posting.

  1. Determine if the Position is New or Existing - Procedure
  2. Create a Job Description -Procedure
    1. Determining Job Requirements -Procedure
  3. Obtain a Position Number -Procedure
  4. Determine a Salary Grade -Procedure

II. POSTINGS

The submission of a posting by the hiring department to HR for approval and posting to usfjobs.com confirms that all details of the position are FINAL. No changes can be made to the position following the submission. The finalized information will be entered into Banner.

Any exceptions must be requested in writing by the hiring department’s Dean/Director/VP and must be sent to HR immediately. The hiring department will be documented for all such requests. HR prioritizes those Postings that are submitted in a timely manner and according to this policy, and therefore there will be an indeterminate delay in processing the exception.

  1. Create a Job Posting - Procedure
  2. Approval Queue – Procedure
  3. How Long to Post

All open jobs must be posted a minimum of 10 business days before they can be closed or an offer can be extended.  Offers can be made only after the posting close date and all timely applicants have received consideration.  Managers may choose to post for more than 10 business days or until the job is filled.

*Union positions are to be posted according to their contract with USF.  For more information, please contact HR at (415) 422-6707.

D. Internal Postings

All positions are viewable on usfjobs.com.  If the hiring department is only accepting internal applicants (current USF employee), the job posting must be posted to usfjobs.com and will be viewable to external candidates as well. Please reference Internal Postings – Procedure.

*All applicants, including internal, must complete an online application.

E.  Recruitment Agencies

When needed, hiring managers should work with HR to determine hiring the appropriate agencies or recruiters to use for particular positions.  The hiring department is responsible for any recruitment agency fees depending on the situation.

F.  Exceptions to Job Posting

All open positions are to be posted unless specifically exempted by the HR Director.   Following are examples of positions that may not be posted:

  • Promotion: Promoting an employee to a higher grade within a designated career or position ladder where no vacancy is created by the promotion.
  • Lateral Moves: Changing positions within a department where there is no change in grade, reporting relationship, or head count.
  • Reorganizations: Realigning duties due to reorganization without an increase in head count.
  • Positions with No Significant Changes: Employees whose positions remain substantially the same following reorganizations.
  • Assignment of Additional Duties: Employees who have been assigned additional responsibilities as a result of organizational work changes.

III.  ADVERTISING

In addition to usfjobs.com, you can select additional websites and media to advertise your job.  Please reference Advertising – Procedure.

HR covers the cost for all jobs advertised up to $2,000 per job posting. The hiring department’s budget is responsible for advertising costs that exceed $2,000.

IV. APPLICANT REVIEW, INTERVIEWS, AND SELECTION

  1. Identifying a Selection Search Committee
    1. The hiring department organizes the selection team or search committee for each position and determines the selection process.  Each person involved in the selection process should be familiar with the job description and requirements for the position. Identifying a Selection Search Committee – Procedure
  2.   Develop an Applicant Pool –Procedure
  3.   Review Job Applicants –Procedure
  4.   Conduct Job Interviews –Procedure
  5.   Interviewing Techniques –Procedure
  6.   Tips to Remember While Interviewing a Candidate
  7.   Three Points Concerning Legal Aspects of Interviewing
  8.   Travel Associated with Job Interview – Procedure
  9.   Notify Candidates Not Offered an Interview – Procedure
  10.   Selection Process – Procedure

V.  VERBAL OFFER

The first part of the offer process is a verbal offer for both internal and external candidates.

Verbal offers may be made only after all timely applicants have received consideration. Please reference Verbal Offer –Procedures.

A. Employment Visas

Offers involving visa sponsorship are conditional pending approval of all required immigration documents.  The hiring department is responsible for costs related to immigration.  Please contact HR for more details.

B. Relocation

Where relocation or moving reimbursement is necessary, the hiring department may provide assistance and coordination with the Moving Reimbursement Policy.

C. Vacation

Any exceptions to the staff vacation policy must be approved by the Assistant Vice President of Human Resources and the hiring VP/Dean before the exception can be negotiated in an offer to the candidate. Please reference the staff vacation policy here: https://www.usfca.edu/HR/Employment/Employment_Lvl2/Comp___Pay_Practices/#vacation.


VI.  OFFER FORM

Once a Verbal Offer is made, the hiring department completes an Offer Form in PeopleAdmin. Please reference Create Offer Form – Procedures.

A. Submission Requirements; 30-10-5

The submission of the Offer Form is crucial to the timely onboarding of a new employee to insure ample time for the processing of email accounts, One Card, and other USF systems access.

Offer Forms can be submitted up to 30 calendar days prior to your new employee’s start date.

Offer Forms MUST be submitted 10 business days before the start date of the new employee or the hiring department will be subject to an indeterminate delay in access to the new employee’s email account, OneCard, and other USF systems.

If an Offer Form is submitted at least 10 business days in advance, then the new employee will receive access to USF systems 5 business days prior to their start date. 

The submission of an Offer Form by the hiring department to HR for approval confirms that all details of the offer are FINAL. No changes can be made to the offer following the submission. The finalized information will be entered into Banner.

Any exceptions must be requested in writing by the hiring department’s Dean/Director/VP and must be sent to HR immediately. The hiring department will be documented for all such requests. HR prioritizes those Offer Forms that are submitted in a timely manner and according to this policy, and therefore there will be an indeterminate delay in processing the exception.

B. Offer Letters

For both internal and external candidates, offer letters will be created by HR for full-time and part-time, exempt and non-exempt staff. 

The Offer Letter is sent to the new hire via email, by HR, with links to new hire paperwork and the benefits enrollment guide.

*Offer letters for USFFA Faculty and Librarians are created by the Provost’s Office.


VII.     TRANSITIONING

A.  Notification to Non-Selected Candidates

Non-selected candidates should be notified after the successful candidate has accepted the job offer but prior to any public announcement of the position is made.  Please contact all interviewed internal candidates directly.

B.  Announcing Personnel Moves

After all the non-selected candidates are notified, hiring managers are responsible for announcing personnel changes to:

  • The immediate work group and hiring department
  • Other related departments in the function, as appropriate
  • The new hire’s major internal and external contacts
  • For more information please reference Announcing Personnel Moves – Procedure

VIII.   PREHIRE ONBOARDING

Once the Offer Form has been submitted, the new employee is considered to be in a “prehire” role as they begin their onboarding process and up until their start date.  Tracking tools are available to track the onboarding process, set-up USF systems access, and I-9 Form completion.

A. Tracking Tools

The budget manager, hiring manager, supervisor, EPAF originator, and Etimesheet approver (as designated on the original posting) can track the prehire using these tools:

  1. Staff New Hire Notification Email
  2. This email notifies the individuals listed above that the prehire has been entered into Banner and roles can be attached.
  3. Prehire Tracker

    The prehire tracker is available to the individuals listed above to monitor the prehire’s transition to an employee.

B. New Hire Paperwork

The prehire must complete the following forms available at http://usfca.edu/HR/Employment/New_Hires/ and submit them to HR on their first day of employment:

  • Employment Eligibility Verification Form (I-9)
  • Employee Withholding Form (W-4)
  • CA State DE-4 Withholding Form
  • Direct Deposit Form
  • USF Voluntary Self ID Form
  • USF Employee Data and Emergency Contact Form
  • Background Check Disclosure and Authorization Form

The Immigration Reform and Control Act of 1986 requires the University to verify employment eligibility for all employees within the first three days of employment. If the employee does not complete Section 1 on the I-9 form satisfactorily and present documentation that establishes identity and employment eligibility to Human Resources in person within the first three (3) days of employment, the position will be terminated. The Employment Eligibility Verification Form I-9 can be found at http://www.usfca.edu/HR/Employment/New_Hires/.

Please note that HR will NOT approve and apply staff prehire onboarding EPAFs until the I-9 Form has been successfully completed.

C. Staff Prehire Onboarding EPAF

Once the EPAF Originator (as designated on the original posting) receives the “Staff New Hire Notification” email, they can originate the staff prehire onboarding EPAF.

The EPAF information will already be prepopulated from the initial Banner input of the new hire by HR, but must be routed through the approval queue as designated by the EPAF originator.

Once the EPAF is approved and applied, the new hire’s “pre-hire” status is replaced with “employee” status. 

 

IX.  HIRING TEMPORARY EMPLOYEES

When hiring a temporary worker, please refer to Hiring Temporary Staff at USF.

  

X.  PROMOTIONS 

A promotion is an employee move from his or her current position to a higher position or rank within the same department, whether the position is an existing position, vacant position, or a new position.

Approved promotions are not required to be posted on usfjobs.com.

A. Promoting an Employee – Procedure

 

XI.  TRANSITIONING EMPLOYEES

A. Converting Temporary Workers to a USF Employee

Bringing temporary staff or contractors on as a regular USF employee must be pre-approved by HR.  Please discuss with HR prior to making an offer to a temporary staff or contractor.  In addition, some vendors may charge a fee when their employee is hired by a client and HR can determine acceptable fee amounts.

B. Move from Full-Time Employee to Part-Time Employee

Prior to moving an employee to part-time status, the hiring manager or Dean/Director of the hiring department should determine whether or not the move is in line with their department needs and the needs of the University.  If the decision is made for the employee to move to part-time status, then their status will need to be changed in the Banner system.  Please contact HR with any questions.