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Policy 1313
Recruiting, Selecting & Hiring Classified and Wage (non-student/part-time) Positions

Date of Current Revision: November 2016
Primary Responsible Officer: Director of Human Resources

1. PURPOSE

The purpose of this policy is to provide requirements for the recruiting and selection process for classified and non-student wage employees at James Madison University.

2. AUTHORITY

The Board of Visitors has been authorized by the Commonwealth of Virginia to govern James Madison University. See Code of Virginia § 23.1-1600. The Board has delegated the authority to manage the university to the president.

STATE OR FEDERAL STATUTE AND/OR REGULATION

This policy is written in conjunction with and under the authority of Virginia Department of Human Resource Management (DHRM) Policy 2.10-Hiring.

The Americans with Disabilities Act Amendments Act (42 U.S.C. § 12101 et seq.) and Section 504 of the Rehabilitation Act (29 U.S.C. § 791 et seq.) prohibit discrimination against a person with a disability in the offer or conditions of employment and in the participation or furnishing of services. James Madison University is obliged to provide reasonable accommodations to enable candidates to apply and interview for open positions.

3. DEFINITIONS

Classified Position
A salaried position assigned to an occupational family and career group based on duties and responsibilities, and to a role code based on the compensable factors of complexity, results, and accountability. See DHRM Policy 2.20-Types of Employment.

JMU-Only Position
A position for which only current JMU employees may apply. (This excludes individuals designated as affiliates.)

Open Recruitment 
A position for which all state employees and the general public may apply.

Virginia Jobs
The statewide career site for the Commonwealth of Virginia. Positions reflected in the state’s Virginia Jobs system are available for view through the DHRM’s website.

Wage Employment
Employment within the university to meet part-time, temporary or seasonal needs. Wage employees are limited to working no more than 1,500 hours during each 12-month period of May 1 - April 30. In addition, wage employees may not exceed an average of 29 hours per week over the standard measuring period, May 1- April 30 of each year. Supervisors may allow wage employees to temporarily exceed the 29-hour limit, provided this exception is planned for and approved by Human Resources.

4. APPLICABILITY

This policy applies to all persons involved in recruiting, selecting and hiring classified and wage employees at James Madison University.

5. POLICY

The university will recruit, select and hire classified and non-student wage employees in accordance with federal and state law and university policies. To comply with these policies, to ensure that employment practices are effective and to provide equal employment opportunity, the following procedures must be observed in filling all classified and non-student wage positions.

James Madison University does not discriminate and will not tolerate discrimination or harassment on the basis of age, color, disability, gender identity, genetic information, national origin, parental status, political affiliation, race, religion, sex, sexual orientation or veteran status. Conduct by a member of the university community that constitutes discrimination or harassment on the basis of any protected class is a violation of university policy and is sanctionable. See Policy 1324-Discrimination and Harassment (Other than Sexual Harassment and Misconduct). The policy concerning harassment and misconduct on the basis of sex, sexual orientation, gender and gender identity, including sexual assault, sexual misconduct, and sexual violence, can be found in Policy 1340.

When requested, departments must provide reasonable accommodation throughout the application and selection process to persons with a qualified disability in accordance with the Americans with Disabilities Act.

6. PROCEDURES

6.1 Initial Steps

Before beginning a recruiting and selection process departments must:

  • Analyze the vacant position and determine if any changes in the job have occurred that would require a new or updated job description.
  • Update the position description in PositionLink to reflect current duties and responsibilities (applies to Classified positions only).
  • Determine the necessary and preferred knowledge, skills, and abilities (KSAs) or competencies for the position and identify up to five job-related screening criteria associated with the KSA’s that are predictive of a candidate’s ability to successfully perform the job.
  • Determine the appropriate salary hiring range.
  • Determine, with Human Resources assistance as needed, if the position is assigned to the proper role and make role changes as necessary.
  • Identify any education qualifications required for the position.
  • Identify any bona fide occupational qualifications (BFOQs).

6.2 Advertising

Departments should determine the recruitment strategy that best fits the department’s needs. This may be done in collaboration with Human Resources.

Job announcements must include the following:

  • Position title: Hiring officials will have the choice to use state role titles, working titles or a combination of both.
  • Any bona fide occupational requirements. Please call Human Resources for help in determining appropriate requirements.
  • A summary of job duties.
  • Any educational requirements not required by law, stated with a provision for equivalent substitution of applicable experience or training (e.g., bachelor’s degree or equivalent combination of education and work experience required). When indicating a preference for a college degree, the announcement must also include the specific types of related degrees that are applicable to the position’s core duties.
  • Any occupational certification, license, or registration required by law.
  • A statement that employment is contingent upon the successful completion of a criminal background investigation.
  • Notification that the selected candidate must complete a Statement of Personal Economic Interests as a condition of employment, if applicable (Va. Code 2.2-3114).
  • Positions funded by a grant must include a statement that the position is contingent upon continued funding.
  • Salary or hourly pay rate (ensuring that the Salary Administration Plan is adhered to and involving the HR Consultant to verify appropriate salary), hiring officials may choose to advertise one of the following:
    • Specific hiring range
    • Maximum starting salary
    • Minimum starting salary
    • Statement such as “commensurate with experience.” Advertised pay rates must be based on the appropriate pay bands and be within the budgeted amount for the position.
  • Number of hours of work per week if 29 hours or less, with a notification that health benefits are not included.

Job announcements may also include the following:

  • Preferred qualifications
  • A requirement for related experience (but requiring specific years of experience is prohibited)
  • Other aspects of the position such as shift, work hours, etc.

Advertisements for all classified positions will automatically be placed:

  • In the JMU JobLink recruitment system (including JMU-only announcements).
  • In the state’s Virginia Jobs system. Job announcements must be posted for at least five consecutive workdays (including JMU-only announcements).
  • Through the Historically Black Colleges and Universities listserv.
  • Through the Hispanic Association of Colleges and Universities listserv.
  • Posted on US Military Pipeline website.

Exceptions to the requirement for automatic advertisement placement are allowed for the following:

  • Positions that will be used as a placement for employees affected by a layoff.
  • Positions to be filled by agency-initiated demotions, promotions or reassignments.
  • Similar positions that become vacant within 90 calendar days from the closing date of the previously recruited positions. The hiring authority may use the same candidate pool if the two positions have the same role title, primary duties, work title and organizational unit.

Departments may also choose to advertise in newspapers, journals, websites, or other print or electronic periodicals, etc. This can be done through Recruitment and Employment Services in Human Resources. Advertisements must meet all required Equal Employment Opportunity Commission regulations.

  • Web and display ads (ads with images) must include the following statement: James Madison University is committed to a diverse and inclusive community and to maintaining a work and educational environment that is free of all forms of discrimination. This institution does not tolerate discrimination or harassment on the basis of age, color, disability, gender identity, genetic information, national origin, parental status, political affiliation, race, religion, sex, sexual orientation or veteran status. Anyone having questions concerning discrimination should contact the Office for Equal Opportunity: (540) 568-6991.
  • Line ads (ads without images) must include the following statement: JMU does not tolerate discrimination or harassment on the basis of age, color, disability, gender identity, genetic information, national origin, parental status, political affiliation, race, religion, sex, sexual orientation or veteran status.

The university does not require that non-student wage (part-time) positions be advertised. The departments may fill these positions without interviewing or screening applications; however, if a department chooses to conduct a formal search, the guidelines set forth in this policy must be followed.

6.3 Screening

Positions may be posted for a fixed period of not less than five consecutive workdays (excluding weekends and holidays) from the posting date. When choosing a fixed period, a closing date must be included in the announcement. All applications received by the closing date must be considered.

Positions may also be posted with an open-until-filled statement. If this method is chosen for a classified position, the announcement must be posted on the JMU JobLink recruitment system and the state’s Virginia Jobs system for at least five consecutive workdays (excluding weekends and holidays).

Departments may either interview all applicants for a position or reduce the applicant pool by screening applications/resumes. Before screening applications, the hiring authority must choose up to five job-related criteria (as noted in 6.1 above) based on the Position Description (found in PositionLink). These job-related criteria must be included as qualifications in both the JobLink posting and in related advertisements. Recruitment Specialists are available to assist departments with screening.

6.4 Interviewing

Interviews must be conducted for all advertised classified positions. An exception to this policy regards persons on layoff status. If a person in layoff status is minimally qualified for the position, no interview is required to make an offer of employment to that person. All candidates selected for an interview must be interviewed before an offer is made; however, departments are not required to reschedule interviews with applicants who were unable to make the initial scheduled interview.

Interview questions must be developed before the interviewing process and all questions must be asked of each applicant interviewed. Questions must be job-related and based on knowledge, skills and abilities. Additional follow up questions may be asked in response to statements or questions from the applicant, or to clarify information provided by the applicant.

Interviews may be conducted by the hiring authority, persons designated by the hiring authority or by a selection panel. The following are expectations and responsibilities for selection panel members conducting interviews:

  • Selection panel members should familiarize themselves with the basic responsibilities of the position.
  • If they are classified employees, selection panel members should be in the same role or a role with greater authority than the position for which they are interviewing candidates (unless the panel members are a human resource professional whose responsibilities include interviewing applicants).
  • Selection panel members must excuse themselves from the search process if they are related to or have knowledge of a candidate that creates a conflict of interest.
  • Selection panel members should make recommendations regarding their choice of applicants to the hiring authority.

6.5 Reference and Criminal History Checks

Reference checks are covered in detail in Policy 1320-Providing and Obtaining Employment Reference Information.
Criminal background checks are covered in detail in Policy 1321-Criminal Background Checks.

6.6 Selection

Reasons for non-selection of applicants must be specific and job-related and for each applicant who is not selected a ‘reason for non-selection’ must be noted in JobLink.

Using any of the following criteria as reasons for non-selection is prohibited by law and university policy:

  • Age, color, disability, gender identity, genetic information, national origin, parental status, political affiliation, race, religion, sex, sexual orientation or veteran status.
  • Mental or physical disability that does not interfere with the applicant’s ability to perform the essential functions of the job with or without a reasonable accommodation.
  • Other factors that have no bearing on job-related requirements.

Appropriate reasons for non-interview or non-selection may include any one or a combination of the following:

  • Unsatisfactory references or relatively weak references.
  • Applicant’s refusal or inability to accept work schedule, salary, duties or other job-related conditions.
  • Job-related education and/or training insufficient or not as strong as selected candidate.
  • Job-related experience insufficient or not as strong as selected candidate.
  • Job-related knowledge/skills/abilities insufficient or not as strong as selected candidate.
  • Interpersonal or communications abilities not suited to the needs of the position.

6.7 Hiring

After the hiring authority, person(s) designated by the hiring authority, or the selection panel has completed reference checks and made a decision on the candidate who should receive an offer, the hiring authority must contact Human Resources to discuss the appropriate starting salary. After speaking with an HR Consultant, the hiring authority may extend an offer of employment. When the offer has been made and accepted, the candidate and the hiring authority can determine a start date, and the hiring authority must then submit the Onboard Form/ePar to Human Resources. Human Resources will send a welcome letter to all new classified employees. The selected candidate will be required to complete the onboard process prior to the hire date. As part of the onboard process the candidate must present appropriate documentation in a timely manner to comply with requirements of the Form I-9 and the E-Verify system.

Nepotism and employment of family members is covered in detail in Policy 1301-Nepotism and Employment of Family Members.

Under Affordable Care Act (ACA) regulations the university shall not rehire a former JMU full-time employee into a wage position until the employee has been separated for a minimum of 26 weeks. Hiring supervisors should contact their HR Consultant or Recruitment Specialist for assistance when making rehire decisions on any JMU employee who was most recently employed in a full-time position at JMU and who wishes to return to JMU in any part-time capacity.

6.8 Recruitment and Selection Records

The recruiting process is one that is closely monitored by state and federal agencies. It is critical that the process for hiring employees at JMU reflect a commitment to hiring practices that do not discriminate on the basis of age, color, disability, gender identity, genetic information, national origin, parental status, political affiliation, race, religion, sex, sexual orientation or veteran status. 

For the protection of those involved in applying for positions, the information related to the recruiting and selection process shall be kept confidential. In addition, under the Virginia Freedom of Information Act (2.2-3700), agencies are not required to allow applicants to examine reference data or recommendation letters. Therefore, documentation of reference checks and information obtained must be maintained in strict confidence.

6.9 Documentation

It is important to provide rigorous documentation for each selection. Therefore, all hiring supervisors of classified positions (and of wage positions when a competitive search has been conducted) are responsible for submitting all of the following documentation to Human Resources within 14 days once a selection has been made:

  • The Screening Criteria Grid found in JMU JobLink documenting the following:
    • Names for all the applications received
    • Specific criteria used to evaluate applicants
    • Ratings based on the established criteria for all applicants
  • Interview notes/questions on all applicants interviewed from all selection panel members
  • Reference check forms
  • Any correspondence to or from the applicants  

7. RESPONSIBILITIES

Hiring managers at JMU are required to use all the information sources available to make effective selection/hiring decisions. In addition, hiring managers are responsible for:

  • maintaining clear, specific position descriptions in PositionLink for each classified position
  • developing well-targeted and effective recruitment advertising
  • designing specific, job-related candidate screening criteria
  • conducting legal, fair and effective job interviews
  • conducting open, complete and job-related reference research
Human Resources coordinates the recruiting and hiring of classified and wage employees and oversees this policy.

8. SANCTIONS

Sanctions will be commensurate with the severity and/or frequency of the offense and may include termination of employment.

9. EXCLUSIONS

This policy does not apply to the hiring of instructional or administrative & professional faculty.

10. INTERPRETATION

The authority to interpret this policy rests with the president and is generally delegated to the director of Human Resources.

Previous Version: January 2016
Approved by the President: September 2001