Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

PERSONNEL
60.17
Revised 10-11
Human Resource Services
335-4521

Recruitment and Selection of Administrative Professional Personnel

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OVERVIEW

University departments are to follow the requirements and procedures in this section to create and change permanent, or temporary administrative professional positions and appointments.

Administrative Professional Definition

Administrative professional (AP) personnel include employees who perform administrative, managerial, professional, research, public service, and/or extension responsibilities and are exempted from the provisions of Washington Administrative Code Title 357. (See RCW 41.06.070.)

AP positions may be for permanent or temporary appointments. AP positions must be for no less than .50 FTE and require a minimum appointment of six months and one day. (See 58.01 for definition of full-time equivalent (FTE).)

Human Resource Services (HRS) reviews each position description and determines whether or not a position meets the exemption criteria and may be assigned to AP service.

To view the exemption definitions, see the Administrative Professional Handbook, which is available on the HRS website at:

http://hrs.wsu.edu/APHandbook

Responsibility

Human Resource Services (HRS)

HRS administers the recruitment procedures for administrative professional (AP) personnel.

Pullman HRS is responsible for making final determinations regarding recruitment for AP vacancies at all WSU locations systemwide.

Appointing Authority

The responsible appointing authority as delegated by the President coordinates the recruitment process with HRS to develop a recruitment strategy. See 60.10 for information about delegation of appointing authority.

To view the master list of delegations of appointing authority, go to the Managers area of the HRS website at:

http://hrs.wsu.edu/

Position Control

Departments are to create new permanent or temporary AP positions and change appointments in accordance with position control procedures. See 58.01 and 60.02.

Expenses

Expenses associated with searches for AP personnel and the relocation reimbursement for new employees are supported by employing units.

Departments are to contact Purchasing Services and Travel Services for recruitment and relocation expense specifics, including cost and weight limits. See 70.60 and 95.14.

OPEN COMPETITIVE RECRUITMENT

Washington State University (WSU) is an equal opportunity employer committed to eliminating barriers to employment and improving opportunities available to individuals in protected classes, particularly where there is underutilization. The University makes good faith efforts consistent with state and federal laws to meet this goal.

One method used to achieve this goal is open competitive recruitment. However, exceptional circumstances may justify foregoing the open competitive recruitment process. (See below regarding exceptions.)

Prior To Recruitment or Filling AP Position

Recruitment Strategy

Prior to submitting an online job posting, HRS and the appointing authority consider the competencies and requirements of the particular position in order to ensure the most effective, efficient, and useful method of recruitment for the position. HRS and the appointing authority may determine screening methods based on the HRS analysis of the position.

When appropriate, HRS may approve use of a search firm to assist with the recruitment and screening of candidates.

Recruitment Panels

Departments may utilize recruitment panels for the review portion of the recruitment process. Guidelines for recruitment panels are available on the on the Managers--AP/CS Recruitment area of the HRS website at:

http://hrs.wsu.edu/

Required Documentation

Prior to requesting recruitment for any AP vacancy, the department is required to submit the documentation indicated below.

Position and Travel Exemption Request System (PTERS)

Prior to requesting recruitment for all permanent AP appointments during the period from July 1, 2011 through June 30, 2012, the department must submit a hiring request to the Budget Office through the Position and Travel Exemption Request System (PTERS). See the position and travel exemption request policies on the Budget Office website at:

http://budget.wsu.edu/documents/FreezeGuidelines-new-May2012.pdf

Contact the Budget Office to obtain access to the PTERS and for further information; telephone 335-9681.

Position Action/PRR

If creating or modifying an AP position and/or its assignment of accounts, the department submits a completed Position Action/ PRR to Position Control. See 58.02 and 60.02.

HRS Approval

To recruit for or fill any AP position, the department submits the following to HRS for approval through the Online Position Description and Recruitment System (OPDRS):

See below and 60.02 for instructions.

HRS must complete the position review and approve the position description and salary before the department may submit a job posting for recruitment, even for existing AP positions.

Processing Job Posting Requests

Job posting requests for recruitment for all AP positions are processed through the OPDRS. To access the OPDRS, go to:

http://www.wsujobs.com/hr/

Each department user must establish a user account and password to use the online recruitment system.

The hiring manager (also referred to as the employing official (see 60.10), clerical manager, or other designated staff) completes and submits the job posting for recruitment for an AP position.

The hiring manager (also referred to as the employing official (see 60.10), clerical manager, or other designated staff) completes the required fields in the OPDRS:

Recruitment Procedures

Posting Job Online

Upon HRS review and approval of the job posting, HRS posts the position on the WSU Jobs website. HRS advises the applicable appointing authority regarding the recruitment process and advertising plan appropriate to each position.

Advertising

HRS posts positions on the WSU Jobs website at:

http://www.wsujobs.com

A department may choose to advertise a position outside of WSU. The department must submit the advertisement copy through the OPDRS to HRS for approval prior to submitting the copy to an outside advertiser.

Expenses associated with advertising are supported by the employing unit.

Affirmative Action

WSU is an equal opportunity/affirmative action employer. Consistent with its Equal Employment Opportunity and Affirmative Action Policy, WSU will make good faith efforts in outreach and recruitment to decrease underrepresentation of protected groups, in accordance with federal and state law.

The WSU Equal Opportunity and Affirmative Action Policy is published in the Executive Policy Manual under EP12.

Referral of Applicants to Hiring Manager

When the posting has closed, HRS may review the applicant pool. HRS releases the resulting eligible candidates to the hiring manager for consideration based upon the recruitment strategy determined at the time of the posting. In most cases, the pool includes applicants who meet the minimum competency qualifications of the position. If the number of applicants exceeds the needs of the hiring department, the hiring department may request HRS screen candidates for qualifications and refer the qualifying candidates to the hiring department.

Disqualification

HRS may disqualify an individual from consideration for employment at any time for good and sufficient reasons. HRS removes the individual's name from an applicant and/or candidate pool for failure to meet a benchmark or all benchmarks in a series.

HRS notifies the applicant or candidate in writing if she or he is removed from an applicant or candidate pool. The written notice specifies the reason for the removal and the right to request a review of the removal.

Review of Removal

An applicant or candidate may request a review of the removal. Such a request must be made in writing and submitted to HRS within 20 calendar days following the date of the notice of the action for which the review is requested.

An appropriate HRS representative who is not involved in the removal action conducts the review. The HRS representative provides the review decision in writing to the applicant or candidate. Review decisions are final and not subject to further review or appeal.

INTERVIEW

Once HRS releases an applicant or candidate pool to the hiring department, the hiring manager and recruitment panel, if applicable, reviews and considers the applicants for the position. The hiring manager is responsible for ensuring that the hiring process is fair and objective. See above regarding recruitment panels.

HRS recommends that the hiring manager, recruitment panel, and department coordinate interviews for those candidates considered most qualified for the position. The hiring department may conduct interviews in person or by telephone.

Guidelines

Hiring managers should review the preemployment inquiry guidelines in 60.08 when developing questions for candidate interviews.

Interviewers may also refer to the advisory guidelines for conducting interviews of candidates as outlined on the Managers--AP/CS Recruitment area of the HRS website at:

http://hrs.wsu.edu/

Update Candidate Status Online

The hiring manager is responsible for updating the current status of each applicant in the OPDRS, noting who is or is not being considered for the position. See above.

REFERENCE CHECKS

The hiring manager is responsible for investigating or verifying the following information provided by the candidate:

The hiring manager may examine personnel files of top applicant finalists who work or have worked at WSU. See 90.07. Contact HRS to arrange to view the personnel files of any such candidates.

Interviewers should follow the advisory guidelines for conducting reference checks outlined on the Managers--AP/CS Recruitment area of the HRS website at:

http://hrs.wsu.edu/

Background Check

The department contacts HRS to determine if the position requires a preemployment background check in accordance with 60.16. If a background check is required, the hiring manager is responsible for notifying HRS after a candidate or candidates are identified.

HRS is responsible for initiating the background checks.

SELECTION

The hiring manager in consultation with the appointing authority determines the best candidate to fill the vacancy. The hiring manager uses the OPDRS to indicate the candidate under consideration for hire. The hiring manager is responsible for ensuring that the status of all candidates is updated accurately in the OPDRS.

The appointing authority must obtain HRS approval prior to extending the offer. HRS is automatically alerted by e-mail through the OPDRS when the hiring manager requests to extend an offer. HRS reviews the request to offer and notifies the hiring manager when the job offer may be extended to the candidate.

Official Offer

When the selected candidate accepts the offer, the hiring manager updates the OPDRS accordingly so that all candidates are able to check the status of their applications. Each candidate is allowed to view the status of her or his application only.

Offer Letter

The responsible appointing authority makes the official offer for AP positions.

HRS recommends that the appointing authority send the offer to the candidate by letter. Templates for offer letters for AP positions are available from the Managers area of the HRS website at:

http://hrs.wsu.edu/

To consummate the agreement, the hiring department may request acceptance in writing by letter of acceptance or by the candidate's signature on the original letter of offer.

Positions Reporting Directly To Vice Presidents, Chancellors, Deans, or Athletic Director

Authorization is required prior to discussion OR extension of an offer to positions which report directly to vice presidents, chancellors, deans, or the WSU Athletic Director. Specifically, for direct appointments:

Records Retention of Offer

The hiring department retains a copy of the offer letter and the letter of acceptance.

The department forwards the original letter of acceptance and a copy of the AP candidate's offer letter or the original offer letter with the candidate's signature indicating acceptance to HRS. HRS retains the letters of offer and acceptance and copies of the resume and cover letter in the employee's personnel folder in accordance with University records retention requirements. See 90.01.

Notification to Applicants

HRS recommends that the appointing authority send letters to finalists who were invited to interview for the position, or to all applicants if desired, to notify them of the status of their applications. Sample letters are available at the HRS website.

EXCEPTIONS TO OPEN RECRUITMENT

Personnel Officer Approval Required

The University's designated personnel officer (see RCW 41.06.510) may approve direct appointment without a search under the exceptional circumstances described below. NOTE: The designated personnel officer is usually the administrator who oversees HRS.

See also "Positions Reporting Directly To Vice Presidents, Chancellors, Deans, or Athletic Director" above regarding required approval by the President and/or Provost for direct appointments.

Exceptional Circumstances

An appointing authority may request a direct appointment without a search under any of the following limited circumstances:

NOTE: During the period from July 1, 2011 through June 30, 2012, departments must submit hiring requests for all permanent AP appointments to the Budget Office through the Position and Travel Exemption Request System (PTERS). See the position and travel exemption request policies on the Budget Office website at:

http://budget.wsu.edu/documents/FreezeGuidelines-new-May2012.pdf

Contact the Budget Office to obtain access to the PTERS and for further information; telephone 335-9681.

Submitting Request for Direct Appointment

To request direct appointment of a candidate to a position, the appointing authority submits the following to HRS for approval through the Online Position Description and Recruitment System (OPDRS):

NOTE: Departmental personnel must indicate "Direct Appointment" in the Posting Details area of the OPDRS.

The University's personnel officer reviews the request and notifies the appointing authority of approval or denial of the request.

Executive Appointment

The President or the Provost and Executive Vice President may make a direct appointment without a search when he or she finds such an appointment to be in the best interests of the University.

The President or the Provost and Executive Vice President submits justification for this decision to HRS for retention in the appointed individual's personnel folder.

APPOINTMENT

PERMS Transactions and Attachments

Use the online Personnel/Position/Payroll Electronic Routing Management System (PERMS) to complete the personnel action for an appointed AP employee. Submit copies of the resume and any letters of reference or telephone reference check notes to HRS.

See 60.25 for instructions for completing and routing PERMS transactions and attachments for personnel actions.

Foreign Worker Disclosure Statement

The University must provide a disclosure statement to each worker who is a non-U.S. citizen and who comes to the state of Washington based upon an offer of employment. (RCW 19.320) See 60.05 for instructions.

Renewal of Temporary Appointment

Temporary AP appointments on self-sustaining, grant, contract, or other nonstate funds may be renewed without a search as long as the funding continues to be from nonstate funds. Temporary AP appointments on nonstate funds end on the terminal end dates unless positive action is taken to reappoint.

Transfer From Within WSU or Other State Employer

Transfer annual leave and sick leave for an employee changing positions within WSU or transferring to WSU from a state agency or other state institution of higher education. See 60.19 and 60.60.

If the selected candidate is a current WSU employee, obtain the Time Report or Leave Report file from the employee's former employing department. If the selected candidate is a former WSU employee reappointed within three years of separation, obtain the file from HRS. See 60.60.

If the selected candidate's former employer was another state of Washington agency or institution, HRS requests information from the former employer regarding accrued leave and other benefits. Refer to 60.19 regarding transfer of benefits from previous state employers.

RETENTION OF RECRUITMENT DOCUMENTS

The hiring department is to maintain all employee recruitment documents (i.e., search materials and references) in accordance with the University records retention schedule. See 90.01.

NEW EMPLOYEE ORIENTATION

New employees are to enroll in new employee and benefits orientation classes. Enrollment information is available from the Employees--Training and Development area of the HRS website at:

http://hrs.wsu.edu/

New Supervisor/Manager

New supervisors and/or managers are encouraged to enroll in supervisory and enhanced supervisory training. Enrollment information is available from the Employees--Training and Development area of the HRS website at:

http://hrs.wsu.edu/

Other Applicable Policies and Procedures

See also 60.71 and 60.72.