Recruitment, Job Posting, and Selection of Staff Employees
Section: Human Resources
The University of Houston-Victoria (UHV) is committed to equal opportunity and affirmative action in all employment practices, including recruitment, and selection of staff. This policy applies to all non-faculty staff positions and sets forth the process for recruitment and selection of candidates for vacant positions in accordance with state and federal law and UHS policy 02.A.13 (References). All regular staff positions shall be posted for a minimum of ten (10) working days prior to making a hiring decision. However, a hiring manager may request a position be posted internally for five (5) days to current UHV employees.
No policy or procedure shall be used to discriminate against any individual or group because of race, color, religion, national origin, sex (including pregnancy), age, disability, veteran status, or genetic information except where such a distinction is required by law. Additionally, the System prohibits discrimination in all aspects of employment on the basis of sexual orientation, gender identity or gender expression.
Internal job posting: Job vacancy announcement posted internally. Only those currently employed with the University may apply.
External job posting: Job vacancy announcement posted both internally and externally.
Job posting: Method of displaying current job openings that extends an invitation to those interested to apply. Postings include a summary of the major duties and responsibilities and minimum qualifications.
Position description: A document that describes the major duties, functions, and authority assigned to a position and the relationship between the position and other positions in the department. It details the minimum skills, knowledge and abilities required to perform a job.
Regular staff employee: An employee who is appointed for at least 20 hours per week on a regular basis for a period of at least four and one-half months, excluding students employed in positions that require student status as a condition for employment and those holding a teaching and/or research position classified as faculty.
Security Sensitive: As stated in the Texas Education Code § 51. 215, “Security sensitive
positions shall be restricted to employees who handle currency, have access to a computer terminal, have access to a master key, or who work in an area of the institution which has been designated as a security-sensitive area.”
Background check: A criminal background check must be conducted on any candidate, internal or external, for a full-time, part-time, regular, or temporary position who is under final consideration for employment, following normal screening and selection processes. Additional information on background checks for employees may be found in SAM 02.A.37 – Background Checks for Employees.
All regular staff positions will be listed with the Human Resources Department to ensure equal employment opportunity and to allow uniform reporting procedures. This listing must take place prior to initiating any search activities.
A position must be approved and funded before it is advertised.
Employment qualifications listed on position requests and job postings must be work-related and must be those qualifications included on the position description under which the position is classified.
Approved vacancies may be publicized in newspapers and academic journals upon the request of the hiring department. The decision to use additional advertising will be made on a case-by-case basis by the HR Employment Coordinator after consultation with the hiring supervisor. All staff advertisements must be approved by the HR Employment Coordinator prior to placement of the advertisement and must include the appropriate equal opportunity statement.
All position announcements, both external and internal, will be posted by Human Resources on the University’s employment website, and distributed via e-mail to the university community. External announcements will be posted on the University’s employment web site, posted on diversity websites, and posted on the Texas Workforce web site. Distribution of position announcements will be handled by the Human Resources Department.
Employment decisions will be based on merit, qualifications, and abilities. Candidates for staff positions will be evaluated based upon their ability to perform the duties established for the individual position for which the candidate is applying. The duties and qualification requirements of the position as described in the position description shall be used in determining which candidates possess the basic minimum qualifications.
All applications will be available online for the search committee and/or hiring supervisor during the search process. A “Selection Analysis Form” will be forwarded by the HR Employment Coordinator to the hiring supervisor for completion at the end of the search process.
The hiring department may establish a search committee to review the applications, with consideration of diversity in terms of both gender and ethnicity. The search committee is responsible for defining the selection criteria to be used to evaluate each candidate’s qualifications and identify those candidates who will be asked to interview. Selection criteria are defined by the job description. The search committee will provide the ranking and screening tool to the HR Employment Coordinator for review prior to screening applications.
To provide equal opportunity to applicants, the interviewing procedure must be standardized. A standard list of questions that all interviewees will be asked should be prepared and approved by the HR Employment Coordinator prior to the interview process. See Guidelines for Interviewing.
All paperwork related to the search process should be forwarded to the HR Employment Coordinator at the conclusion of the search process.
If an applicant contacts the hiring department directly and has not been routed through the Human Resources Department, the applicant is to be directed to the Human Resources Department to complete an application online.
All hire-in rates above the minimum of the pay range must be approved by the HR Director. All offers must be submitted in the University’s applicant tracking system for approval by the HR Director, Budget Office, and HR Employment Coordinator. When the offer is approved, the hiring manager can extend a verbal offer contingent upon successful completion of a background check. Once the background check is cleared, the hiring manager can extend the e-offer letter to the candidate in the applicant tracking system.
The hiring supervisor should ensure that the new employee meets with the Benefits Manager on or before the first day of employment. The hiring supervisor shall also ensure that the proposed compensation is in compliance with UHV Policy C-15, Compensation of Staff Employees.
UH System Administrative Memorandum (SAM) 02.A.13
SAM 02.A.37 – Background Checks for Employees
Texas Education Code § 51. 215 (c) Security Sensitive Position
Guidelines for Interviewing
UHV Policy C-15, Compensation of Staff Employees
Signature Obtained 05/03/2023
Robert K. Glenn PH.D.
Next review date: May 2028 (5 Years)
Origination: Human Resources Department