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Part 4. Personnel Policies

Section II. Appointment

A. Position Authorization (Updated 3-06)

1. New Positions

a. General

All new positions, regardless of funding source, require University authorization and approval before applicants can be recruited. Permanent positions require approval of the State Board of Education.

b. Procedure for Establishing Nonclassified Positions (Including Faculty):

(1) Prepare and submit a written justification to the appropriate administrator(s) for approval. Include the need for the position, the duties of the position and the proposed salary.

(2) Obtain approval from the University administration.

(3) Obtain State Board of Education approval by submitting the appropriate request forms to the Financial Vice President’s Office for inclusion on the State Board agenda.

c. Procedure for Establishing Classified Positions

Follow b above, in obtaining approval. ISU's Office of Human Resources must be informed by the immediate supervisor of the details concerning the new position. This information is submitted to the ISU Office of Human Resources in the form of a Position Description Questionnaire to be reviewed by the Idaho Division of Human Resources. Contact the ISU Office of Human Resources for information and assistance.

2. Reauthorization of Positions

Permanent positions which have remained vacant for more than twelve (12) months must be reauthorized by the Division of Financial Management (DFM) before an appointment may be made.

3. Temporary or Special Positions

a. Nonclassified/Faculty

Temporary or special positions may be established by the President without prior approval of the Board. Such temporary or special positions must be for definite periods of time, and no such position is to require State funding at the expiration of the position.

b. Classified

Temporary appointment in the context of Classified positions means appointment of a person to a position which would otherwise be Classified but which is either not permanent in nature, or in which employment will not exceed one thousand three hundred eighty-five (1,385) hours of credited State service during any twelve (12) month period for any one (1) department. Such employees on temporary appointment are not protected by the Idaho Division of Human Resources rules.

(1) Temporary appointments to existing Classified positions will not be approved if there is an existing register of eligible candidates.

(2) Temporary appointments can be made in order to perform tasks that are seasonal or of short duration.

(3) Except for violations of civil rights, temporary employees have no grievance rights.

(4) Temporary employees have no claim to the position that they are temporarily filling.

(5) The temporary employee cannot take departmental promotional examinations.

(6) Temporary employees working five (5) months or less do not accrue vacation or sick leave.

c. For further guidelines on implementation of Temporary Employment, see Appendix D.

4. EEO/Affirmative Action Criteria

In order to achieve its affirmative action goals, the University will actively recruit federally defined minority group members, women and individuals with disabilities, by identifying potential sources of federally defined minority and women candidates and individuals with disabilities, making the candidates familiar with the positions available, and encouraging them to apply.

An equal opportunity clause must be in all advertising for personnel.

The EEO/Affirmative Action Officer will review and recommend action on recruitment procedures in advance of any advertisement of openings. The EEO/Affirmative Action Officer will see that openings are widely and openly advertised.

The EEO/Affirmative Action Officer will examine qualification requirements for all job categories and position announcements or advertisements to ensure that these requirements are free from bias in regard to race, color, religion, national origin, sex, or age, except where sex is a bona fide occupational requirement, and that they do not screen out a disproportionate number of minority group members and/or women or individuals with disabilities in the recruiting process.

For all openings, the EEO/Affirmative Action Office will monitor and approve or disapprove selection procedures before an offer is made to a particular candidate. In case of disapproval of a particular selection procedure, the EEO/Affirmative Action Officer will determine selection procedure changes which will assure compliance with affirmative action procedures and regulations.

The EEO/Affirmative Action Officer or a designated representative from the EEO/Affirmative Action Policy Committee may be appointed by the appropriate University officer to serve as a consultant in any approved selection procedure or as a consultant to any selection committees at any level within the University. The recruitment and selection process is directly affected by many state and federal laws. Minimum requirements must be carefully considered to reflect bona fide job qualifications and to avoid the elimination of individuals from protected groups.

Requests for additional information and interviews require sensitivity and must be job related. Questions that once were common place such as birth date, marital status, birthplace, disability, citizenship, arrest record, must be avoided unless they are directly job related.

The entire process — from advertising and screening to selection — is critical if there is a chance that the search will result in the hire of an alien who does not have permanent status to work in the U.S. It is even more critical if the alien plans to secure a “green card”. Advertisements must be worded especially carefully and placed in the proper media in order to satisfy the requirements of the Department of Labor. A written report addressed to the hiring officer from the search committee which tracks the efforts of the committee is very useful.

Below you will find references to some of the laws upon which these principles are based:

5. Procedure for Filling Established Positions

a. Classified

Notify the ISU Office of Human Resources of any opening far enough in advance to allow time to obtain a register from the Idaho Division of Human Resources for interviewing and selecting a replacement.

If the Idaho Division of Human Resources furnishes a register with the names of at least five (5) available applicants, selection must be made from that register. If there are fewer than five (5) candidates on the register who wish to be considered for the position, the supervisor may either hire from the remaining names, or request that an examination be announced and conducted.

If no register is available, the ISU Office of Human Resources will submit a request to the Idaho Division of Human Resources for an announcement and examination. The ISU Office of Human Resources will coordinate the request with the Idaho Division of Human Resources.

The ISU Office of Human Resources should be notified of the selection of a candidate as far in advance as is practical, preferably no less than two (2) working days before the effective date, certainly no later than the effective date of the appointment.

The submission of a Personnel Recommendation Form constitutes formal notification of a selection.

b. Nonclassified Employees

(1) General

All nonclassified positions (faculty and nonfaculty) must be filled in compliance with University regulations and the Idaho State University EEO/Affirmative Action Policies and Procedures. Copies of Affirmative Action forms are available at the EEO/Affirmative Action Office (Museum Building) or the Office of Human Resources (Administration Building). All nonfaculty searches must be coordinated with and are subject to the review of Human Resources.

(2) Faculty

(a) The Office of Human Resources is available to assist the faculty search process. Provide Human Resources with a copy of the job description, announcement and all other documents pertinent to the search.

(b) Determine what salary, fringe benefits and moving expenses will be allowed in order to negotiate the contract. (See Moving Expense Reimbursement Policy, Part 4., Section II.A.6.)

(c) Secure Affirmative Action forms from the EEO/Affirmative Action Office.

(d) Submit the completed Selection Criteria and Position Announcement forms to the EEO/Affirmative Action Office for review and approval before initiating the search.

(e) Conduct the search. Complete the AA Applicant Analysis form and send Ethnic Identification Forms to applicants. (NOTE: The EEO/Affirmative Action Officer will serve as an ex officio member of all search committees).

(f) Submit the Application Analysis form to the EEO/Affirmative Action Office listing alphabetically the top ten candidates in the space provided on the form. The EEO/Affirmative Action Office will review the list and inform the committee of the ethnic minority and women candidates.

(g) Notify the EEO/Affirmative Action Director of any selection(s) and obtain clearance before making the final offer.

(h) Coordinate with Human Resources and the Purchasing Department regarding authorization and coordinating of moving. (See Moving Policy.)

(3) Nonfaculty

(a) Provide the Office of Human Resources with a copy of the job description or sufficient information concerning responsibilities and perceived minimum requirements. The Office of Human Resources has the responsibility to determine whether the position can be nonclassified. The Office of Human Resources will make suggestions for constructive changes or write a description or announcement to the satisfaction of the department.

(b) Determine what salary, fringe benefits and moving expenses will be allowed in order to negotiate the contract.

(c) Secure Affirmative Action forms from the EEO/Affirmative Action or the Office of Human Resources.

(d) Submit the completed Selection Criteria and Position Announcement forms to the EEO/Affirmative Action Office for review and approval before initiating the search.

(e) Submit the Application Analysis form to the EEO/Affirmative Action Office listing alphabetically the top ten candidates in the space provided on the form. The EEO/Affirmative Action Office will review the list and inform the search committee of ethnic minority and women candidates.

(f) Notify the EEO/Affirmative Action Director of any selection(s) made and obtain clearance before making the final offer.

(g) Coordinate with Human Resources and the Purchasing Department regarding authorization and coordinating of moving. (See Moving Policy.)

6. Moving Expense Reimbursement Policy (Rev. 3-06)

The University may provide reimbursement to eligible employees for actual, allowed moving expenditures when accompanied by adequate accounting and documentation. For the complete Moving Expense Reimbursement Policy, see Part 5, Section III. A., found at the following link: isu.edu/fs-handbook/part5/5_3/5_3a.html.

7. Changing Classifications (Classified)

Reclassification of a position is defined as a change in the classification assigned to the position to properly reflect duties and responsibilities. Classifications can be changed upward or downward.

a. The supervisor must receive authorization from the appropriate dean, vice president or President to determine the availability of funds for additional salary and fringe benefits which may be involved in a reclassification.

b. The supervisor must contact the Office of Human Resources with the request and the verification of approval from the dean, vice-president or president.

c. Human Resources will have the incumbent complete a Position Description Questionnaire (PDQ) which outlines job duties and indicates the level of responsibility.

d. The Office of Human Resources will review the PDQ and forward it to the Idaho Division of Human Resources. A Division of Human Resources analyst will review the forms for concurrence with the Office of Human Resources' recommendation.

8. Personnel Recommendation Form

The Personnel Recommendation Form is the only document accepted by the University as proper notification of personnel actions affecting faculty and staff. Such actions include:

a. Appointments, reappointments, reinstatements and promotions

b. Discharges and resignations

c. Salary and adjustments

d. Initiation and termination of leaves

e. Name changes

f. Account code changes.

9. Immigration Control and Reform Act, 1986

a. Purpose

To ensure that aliens without work authorizations are not employed.

b. Requirements

(1) Documents

All employers must produce on every employee hired after November 6, 1986 (whether full-time, part-time, permanent or temporary) documentation verifying authorization to work in the United States. Documents providing such proof consist of such items as passports, social security cards, drivers licenses, birth certificates, etc.

(2) Procedure

All employees must complete a Form I-9 which is kept on file in the Office of Human Resources.

Completion of the Form I-9 takes place when the employee signs on to the payroll.

(a) A full time employee has three (3) days from the date that she/he begins service to produce documents and complete the form. There can be an extension of 21 working days if the employee can show within the three (3) day limit that she/he has made application to acquire replacement documentation.

(b) A short-term temporary employee has one (1) day to produce documents and complete the form.

c. Non-immigrant/Immigrant status

(1) Definitions

(a) Non-immigrant: A non-immigrant is an alien whose reason for coming to the U.S. involves a temporary stay that will end when its purpose is accomplished.

(b) Immigrant: An alien who has been lawfully admitted to the U.S. for permanent residence. The words “immigrant” and “permanent resident” are interchangeable in common usage.

(2) Non-immigrant visas in common use on campus:

F-1 Student

F-2 Spouse or child of student

H-1 Temporary worker of distinguished merit and ability

H-2 Temporary worker performing services unavailable in the U.S.

H-3 Trainee

H-4 Spouse or child of alien classified as H-1, H-2, or H-3

J-1 Exchange visitor

J-2 Spouse or child of exchange visitor

M-1 Vocational student

M-2 Spouse or child of vocational student

(3) Departments which provide assistance to aliens:

(a) F-1 & F-2; M-1 & M-2

(i) Visa applications — International Student Clerk — Admissions Department

(ii) Advising — International Programs and Services Director — Student Affairs

(b) H-1, H-2, H-3, H-4

(i) Visa requests — International Programs and Services Director

(ii) Immigrant status — International Programs and Services Director

(c) J-1, J-2

(i) International Programs and Services Director — Student Affairs

Regulations of the U.S. Immigration and Naturalization Service are very complex and must be followed to the letter. Visa approval must be obtained before the alien engages in studies or work. See the above mentioned campus representatives for assistance.


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