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Internal Audit Office

Kansas State University
5 Anderson Hall
Manhattan, KS 66506-0118

 

785-532-7308
785-532-0186
internalaudit@k-state.edu

Recruitment and Selection for University Support Staff

Chapter 4410
Revised June 19, 2014

Table of Contents

.010 Introduction
.020 Related Policies
.030 Types of University Support Staff Jobs
.040 Types of University Support Staff Recruitment
.050 Recruitment Procedures for University Support Staff Positions
.060 Screening, Interviewing and Selecting
.070 Drug Screening, Alcohol, and Controlled Substance Testing for Commercial Drivers and Safety Sensitive Positions
.080 Temporary Positions
.090 Record Keeping
.100 Recruitment Forms and Guidelines
.110 Questions

.010 Introduction

The Employment Services unit in Human Resources is responsible for managing the recruitment and hiring of all University Support Staff at Kansas State University (K-State). The purpose of this chapter is to identify procedures for recruitment of university support staff positions.

.020 Related Policies

KSU Policies and Procedures Manual, Chapter 4210 Position Management, Funding and other changes for University Support Staff Positions

KSU Policies and Procedures Manual, Chapter 4450 Compensation for University Support Staff

KSU Policies and Procedures Manual, Chapter 4460 University Support Staff Personnel Actions

.030 Types of University Support Staff Jobs

There are five types of university support staff jobs, referred to as positions:

  1. Regular Full-Time Position
  2. Regular Part-Time Position (.9 or less)
  3. Limited-Term Position (Pre-determined end date)
  4. Nine-Month Position
  5. Temporary Position (Restricted to 999 hours per year)

Recruitment for each type of position is identical except for Temporary Positions (see Section .080) that do not require advertising or formal position descriptions. Employment Services must approve the process and selection for temporary positions. Full discussion on types of positions is available in PPM 4210.

.040 Types of University Support Staff Recruitment

The Employment Services Unit manages all recruitment actions for current Kansas State University employees (internal vacancies) and for prospective employees (external vacancies open to all eligible persons). The Employment Services Unit works in concert with the Office of Institutional Equity in the recruitment process. Affirmative Action (AA) policies and procedures regarding recruitment and selection are available at the Office of Institutional Equity web site.

Current K-State employees may apply for any position for which they meet the minimum qualifications, whether the position is at a higher pay grade (promotion), a lower pay grade (voluntary demotion), or at the same pay grade (lateral transfer).

There are two types of recruitment:

  1. External: Recruitment is open to all applicants from the general public who meet the minimum requirements. External announcements generally produce the most applicants.
  2. Internal (Agency only): Recruitment restricted to current employees of Kansas State University, i.e., (university support staff, unclassified, temporary and students). Limiting the vacancy to internal applicants will lower the number of applicants in the pool. If fewer than seven apply, the department will be required to open the recruitment externally.

.050 Recruiting Procedures for University Support Staff Positions

Prior to Recruitment

Before recruitment can begin, the Compensation and Classification Unit of Human Resources must approve the job title of an allocated position (new), or in the case of an established position, review the current job title and its last analysis date. Complete information on allocations, reclassifications and annual updates of positions is available in PPM Chapter 4210 (.040). Before a filled position can be recruited for, a letter from the employee indicating the termination date is required.

Steps to Initiate Recruitment

Departments initiate the recruitment process with Employment Services. Recruitment begins with completion of the Request for Certified Names, PER-5. Information needed to complete the PER-5 is available on the position description for the vacant position. Employment Services will review the document and contact the department prior to posting if necessary.

  1. Vacant position:
    If recruiting for a vacant position, review the current position description. If it is older than one year but still current, submit an Annual Review form (PER-26) to Compensation and Classification. If it is not current, revise and submit the position description (DA 281-2 Special) to Compensation and Classification. Classification actions for recruitment are handled expeditiously, but review time must be built in to the process. 
    Submit a PER-5 and the Initial Screening form, AA-28 outlining the screening criteria and Interview Questions to Employment Services.
  2. New position: 
    Complete allocation process for a new position according the department and college processes as well as those for Human Resources. See PPM Chapter 4210 (.040) for applicable information. Once completed, submit a PER-5, Request for Certified Names, the Initial Screening form, AA-28 outlining the screening criteria and Interview Questions to Employment Services.
Advertisements and Postings

External vacancies in the Manhattan area will be advertised in the weekend edition of two newspapers: The Manhattan Mercury and the Junction City Daily Union. Vacancies at K-State Salina will be advertised in the Salina Journal; vacancies in other areas will be advertised in a local newspaper. Employment Services will submit all advertisements to the newspapers in a standard format. Departments will be billed directly from the newspaper. The cost of advertising is split evenly among all the departments advertising for that issue. Vacancies are posted on the K-State Employment Opportunities website and the State of Kansas Employment Website.  Additional targeted advertising may be necessary depending on the nature of the position and difficulty in recruitment.

Employment Services manages recruitment requests daily and does not impose a deadline for submission. Many factors will contribute to when a vacancy is posted and advertised. PER-5s will be processed as soon as possible. For planning purposes, the following schedule is provided:

  • Wednesday-Vacancies are listed statewide on the  Employment Opportunities, the State of Kansas Employment Website, and Kansas Works.
  • Weekends-Advertisements appear in The Manhattan Mercury and the Junction City Daily Union or a local newspaper outside of Manhattan.
  • 2nd Thursday-Vacancies close on the Thursday at 5:00 p.m. after they appear in the weekend paper.
  • Following requisite posting period, Employment Services staff will verify that applicants meet minimum requirements, after which those applicants become candidates for the position.
Canceling Recruitment

If circumstances arise when a recruitment in progress needs to be cancelled, the department must contact Employment Services. The department with the vacant position should notify all applicants that the recruitment has been cancelled or postponed.

Subsequent Recruitments

If a department recruits for a vacancy that is the same job title as another vacancy filled within the past 60 days, a second candidate may be selected from the same group of applicants with permission from Employment Services. The last date on which applications were accepted for the first vacant position starts the 60-day period. Contact Employment Services before proceeding with this option.

.060 Screening, Interviewing and Selecting

All applicants must apply through the State of Kansas Employment Center. Employment Services will check for completeness of documents and offer assistance to applicants. Departments should refer any calls from applicants to Employment Services at 785-532-6277.

Applicant Lists

Once a vacancy has closed, Employment Services will certify that applicants meet the minimum requirements for the job title. Once an applicant is certified, the applicant becomes a candidate for the open position. Departments will receive a list of all qualified candidates along with all original documents submitted by candidates, which must be returned upon hiring a new employee.

Initial Screening of Candidate Documents

Employment Services certifies all candidates as meeting the minimum requirements. As such, departments must consider all candidates in the screening process, using the preferred criteria set forth on the Initial Screening form, AA-28. This tool allows departments to rate applications based on those qualifications beyond the minimum requirements, i.e. the preferred selection criteria. Caution must be taken to ensure that the preferred knowledge, skills and abilities used to screen are actually needed in the job. Selection criteria must be applied equally to all candidates. This process is necessary to identify the top candidates through a structured process based on a point system. The AA-28 form becomes very important should any questions arise as to the selection process used to determine those selected for interviews.

K-State requires at least three candidates be interviewed though it is recommended that departments interview 5-7 individuals. In the unlikely event that no candidates match the preferred screening criteria, Departments should contact Employment Services for guidance.

Reference Checks

References for candidates selected for interview should occur after the interview has taken place. 

Interviewing and Conducting the Interview

The names of candidates selected for interviews must be submitted for approval to the Office of Affirmative Action along with a completed Initial Screening of Candidates form, (AA-28) prior to scheduling interviews. The Selection Report form, PER-10 will be fully completed after a hiring decision has been made. Departments must obtain permission to hire candidates of choice from the Office of Institutional Equity prior to extending an offer.

Interviewing begins with preparation of job-related and employment reference questions for candidates. Each candidate must be evaluated on the same set of prepared questions. This becomes increasingly important as candidates are eliminated from consideration. Complete interview guidelines are available at Guidelines for Interviews.

Testing

Other than mandatory drug and alcohol testing conducted by Employment Services, Kansas State University does not allow the use of performance tests, whether physical or written, as selection instruments. See Section .070.

Selection

Kansas State University is committed to nondiscrimination on the basis of race, color, ethnic or national origin, sex, sexual orientation, gender identity, religion, age, ancestry, disability, genetic information, military status, or veteran status, as required by applicable laws and regulations.

The Department must contact the Office of Institutional Equity with the names of the top candidates to which they wish to extend a job offer prior to offering any candidate a position.

If the candidate accepts the offer, complete the PER-10 and return to the Office of Institutional Equity. If the candidate does not accept, proceed to offer the position to the next candidate identified to the Office of Institutional Equity as a potential hire.

Once the selection is complete, begin the hiring process. The employment offer is contingent on successful completion of criminal Background Check. Appointment information for USS employees is available at the Human Resources website.

The department has an obligation to notify all non-selected candidates that the position has been filled.

Acting Assignments

This type of appointment may take place in the event of a pending recruitment or extending medical leave of absence of another permanent employee. The minimum timeframe is 30 days and the maximum is one year. Prior approval must be obtained by the Appointing Authority, through Employment Services.

Guidelines for Hiring Above Minimum Rate at Recruitment

Departments are pre-approved to offer up to 10% higher than the minimum pay rate of the range for designated job titles based on the difficulty of recruitment, retention or other special needs of the unit. See the Job Codes listing for the designated job titles. The following guidelines may be used to determine the appropriate starting pay rate for new hires or current employee job changes due to competitive transfer or promotion for these designated job titles.

In the case of a transfer, the employee is eligible for the same rate of pay up to 10% higher. In the case of promotion, the employee is eligible for up to a 10% higher pay rate than that described above for promotion.

Consider all of the following criteria in determining the starting rate of pay:

Recruitment/retention difficulty
• Candidate has exceptional competencies specific to the position
• Internal equity with the unit
• Budget constraints
• Critical nature of the position to the operation of the department and university

University Support Staff job titles not designated as pre-approved must be filled at the minimum rate for the grade or receive prior approval from Human Resources before extending an offer of employment at a higher rate. Submit a Request to Hire above Minimum for USS, Form PER-3, to Employment Services in Human Resources to request this exception. Contact Employment Services, Human Resources, for additional information.

Request to extend search

Departments may request to extend the search and re-advertise. This type of request may be needed if the candidate of choice declines the offer and no other candidates are viable choices or the department has exhausted its pool of candidates.

.070 Drug Screening, Alcohol, and Controlled Substance Testing for Commercial Drivers and Safety Sensitive Positions

Commercial Driver Positions

All announcements for positions requiring a commercial driver's license (CDL) will contain a statement that alcohol and controlled substance testing is required as a condition of employment.

Safety Sensitive Positions

All announcements to recruit applicants for designated safety sensitive positions, as law enforcement officers authorized to carry firearms, will contain a statement that drug screening is required at the time an offer of employment is made.

Offers of employment are contingent upon successful passing of the relevant substance testing.

.080 Temporary Positions

Departments needing to hire a temporary employee must obtain prior approval from Employment Services. Temporary employees must meet the minimum requirements for the positions they fill. If the temporary need is not to fill a vacant position, the Department must first obtain approval for the job title to be used from Employment Services.

Temporary employees may not work for K-State more than 999 hours in a 12-month period, whether it is in one position or multiple positions. All hours, including overtime, count toward the 999 hours maximum. Temporary hires employed for six months or more must successfully complete a background check prior to working.

.090 Record Keeping

Original application materials are forwarded to hiring departments at the close of the job listing; see .060. These original documents, along with a copy of the PER-10 must be returned to Employment Services within 10 days of hiring the selected candidate. Departments should keep copies of recruitment materials for their records.

.100 Recruitment Forms and Guidelines

All forms and guidelines mentioned in this chapter are available through the K-State Human Resources Employment website or the Office of Institutional Equity website.

.110 Questions

Questions concerning this chapter should be directed to Employment Services, Human Resources, 785-532-6277.