848.1 Employment Policy-Administrative and Support Personnel

848.1 Employment Policy-Administrative and Support Personnel

A. Background

The employment, promotion, and transfer of personnel should follow established policy and procedures in all departments and to ensure compliance with EEOC regulations and the University's affirmative action program. (See File 832.1.) Procedures for appointment to faculty are contained in the Academic Affairs section of File 157.9) Employment procedures for students are administered through the Financial Aid Office.

B. Policy

Applicants for employment will be recruited, selected, and employed, promoted or transferred on the basis of individual merit and ability with respect to the position being filled, and without regard to race, color, sex, disability, national origin, age, or status as a disabled or Vietnam veteran. The Personnel Director/Affirmative Action Officer will be responsible for ensuring compliance with University policy and procedures, the Affirmative Action Program, and with federal equal employment regulations. Therefore, all advertisements, applicant pools, selections and job offers must be cleared through the Personnel Office during employment, promotion, or transfer process.

C. Guidelines

1. To provide for proper personnel administration and to conform to the University's affirmative action program, the following procedures must be followed for all non-faculty employment:

Budget Unit Heads

• Prepare a "Requisition for Personnel" and forward it to the Personnel Office for review and approval. The form is available in the Personnel Office.

Personnel Office

• Receive "Requisition for Personnel" and reconcile any questions regarding salary and the advertising time frame. Work with Budget Unit Head to prepare the advertisement and to determine the appropriate publications for placing the advertisement to attract a qualified and diverse applicant pool. (If the Budget Unit Head places any advertisement, a copy must be sent to the Personnel Office.)
• Obtain the approval signatures on the "Requisition for Personnel."
• Post the advertisement in campus locations (required for all openings), issue the advertisement to local agencies including the South Carolina Employment Commission (required) and place the advertisement in the appropriate publications. The minimum advertising period for most publications will be two (2) weeks unless the Personnel Director approves otherwise. For salaried administrative officers, national advertisements will also be placed in The Chronicle of Higher Education for a minimum advertising period of thirty (30) days unless the Personnel Director approves otherwise.
• In coordination with the hiring department, provide the following services: reviewing active applications on file screening applications performing initial interview of applicants preparing acknowledgments of letters for applications/resumes received setting up interview schedules for departments checking references. recording applicants by category according to EEO regulations.

Budget Unit Head

• Review applications/resumes. Select applicants for interview and notify Personnel Office of the applicants selected for interview. Qualified applicants from within Furman University should be interviewed for the position.

Personnel Office

• Review the list of applicants selected for interview and the total applicant pool for compliance with Furman's Affirmative Action Plan. Recommend action for compliance or documentation as needed. (See File 832.1.)

Budget Unit Head

• With the immediate supervisor, interview applicants. Selection of the final candidate will be made in conjunction with the immediate supervisor of the new employee.
• Consult with the Personnel Office regarding pay and fringe benefits before making any offer of employment. No offer of employment will be made until after the advertising cut-off date. (Personnel Office staff are available to discuss benefits with final candidates.)
• After consulting with Personnel Office, make final offer to candidate, then confirm the new hire's pay, benefits, and employment date with Personnel Office.
• Return all applications (including the new hire's) to the Personnel Office.

Personnel Office

• Assist with completing the paperwork for the new hire and prepare response letters to notify applicants that the position has been filled.

Standards and Conditions of Employment

• The applicant will be at least eighteen (18) years of age, unless the Director of Personnel gives approval for hiring sixteen (16) or seventeen (17) year olds for a specific position.
• Prior work history and/or personal references will be checked on all final applicants considered for employment. The applicant for support positions should personally complete the application form on the premises; however, an application blank will be forwarded to the applicant at his or her request. Deliberate omission or falsification of any pertinent information in the resume or application for employment is sufficient grounds for immediate termination of employment.
• The applicant must be acceptable to the supervisor to whom he or she will report.

Promotions and Transfers

• Employees interested in a promotion or transfer must apply for the position in the Personnel Office by the advertised cut-off date. Applications will be reviewed by the Personnel Office and those applications that meet the qualifications of the position will be sent to the hiring department for review.
• Current employees may agree to an initial interview with the hiring department; however, at the time a second interview is requested or the department indicates it is seriously considering the current employee for hire, the employee must notify his or her Budget Unit Head or ask the Personnel Office to notify the Budget Unit Head of the possible transfer and/or promotion.
• Promotions and transfer decisions will be made based on the job performance and qualification of the applicant(s) compared to the job requirements of the vacant position. If two applicants are equally qualified for a position, and one is a current employee, then the employee will be given preference for the job.
• This section of the policy, Promotions and Transfers, will not apply in the following situations:
• Temporary opening where the job is established for a specific period of time or for the duration of a specific project or assignment.
• Reassignment of a number of employees in connection with an internal reorganization of a department or function made at the discretion of the Budget Unit Head and the Director of Personnel.
• Reassignment of an employee to correct a faculty placement, eliminate personal frictions, or accommodate a disability made at the discretion of the Budget Unit Head and the Director of Personnel. Induction and Orientation
• The Personnel Office is responsible for initial orientation and induction of a new employee, including informing each new employee about Furman and its programs, benefits, and regulations. Personnel orientation will require an appointment in the Personnel Office on the first day of employment and attendance at an orientation session after six (6) to eight (8) weeks of employment.
• The Budget Unit Head is responsible for ensuring that the new employee's workplace is ready and for further orientation and training concerning the job.

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