Human Resources Manual

Policy No.: 2-13 This policy applies to:
Policy Name: Recruitment & Selection - Staff Non-exempt staff
Effective Date: 08/01/04   Exempt staff
Revised: 08/01/08    Faculty

Policy

Loyola University New Orleans strives to recruit, hire, transfer and promote accomplished individuals who can further the university’s mission:

  • By selecting the individual who best meets the needs of the hiring department and the University,
  • By enhancing opportunities for internal mobility and promotion of qualified candidates who are current University employees,
  • By enhancing opportunities for employment of women and minorities in areas where they are underrepresented, and
  • By considering candidates without discrimination based on race, color, national and/or ethnic origin, sex, marital status, sexual orientation, handicap/disability, religion, veteran’s status, age or any other unlawful factor.

Procedures

A uniform procedure for the recruitment, selection and hiring of employees enables the University to hire the most qualified staff available and to assure that all applicable legal requirements are met.

Requisitions for Replacements

When a department head becomes aware that a position will be vacated, he/she should complete a Notice of Position Vacancy Requisition Form and forward it to Human Resources along with a current, accurate job description. A Human Resources representative will contact the supervisor to discuss the opening and to agree upon a recruiting plan. A requisition for replacement requires the signature of the appropriate department head and Provost or Vice President.

Additions to Staff

Supervisors requesting an addition to staff must submit a Request for New Position or Re-Classification Form to Human Resources indicating this is a request for a new position. Budget information including salary and benefits funds availability should be included on the form. This form should also include information concerning grants or other special funding for the position.

The Request must be accompanied by a job description. If necessary, the supervisor should work with Human Resources to develop a job description. Human Resources will research the market salary data and internal comparisons, and assign an appropriate band and salary range. All additions to staff must be approved by the appropriate Vice President before recruiting can begin.

Advertising

Open positions will be advertised on the Human Resources web page unless the position is to be filled from within the department. Other advertising sources including external web sites and newspaper advertising will be utilized as necessary. To achieve consistency and economy, all advertisements for staff positions will be placed through the Human Resources Department.

Applications

All applicants for employment with Loyola, whether the applicant is interviewed on or off campus, must complete a Loyola University New Orleans Employment Application form in addition to any vita, resume or other written material required. The application should be completed by the applicant before an interview is conducted but no later than before an offer of employment is extended. Loyola relies upon the accuracy of information contained in the employment application as well as the accuracy of other data provided by the applicant throughout the hiring process. Any misrepresentation, falsification or material omission in any of this information may result in the exclusion of the individual from further consideration or, if the person has been hired, termination of employment.

An EEO Inquiry Form must be requested of all candidates. The candidate has the option to complete or decline to complete this form. It is used for applicant tracking purposes only and is neither maintained with the applicant file nor considered as part of the hiring decision.

Interviewing and Testing

The hiring supervisor, in consultation with Human Resources, will select from among candidates expressing an interest in a position whose skills, education and experience suit the position. Candidates will be invited to interview with the hiring supervisor, a Human Resources representative, and others as necessary and appropriate. Where applicable, work sampling and other valid testing will be conducted in a consistent manner to allow applicants the opportunity to demonstrate relevant skills and abilities.

Any offer of employment made to job applicants whose work will require driving for the University must be made contingent upon the applicant's meeting special safety requirements. A driver authorization request must be made to the Director of Risk Management and the applicant's record obtained prior to the offer of employment.

Any offer of employment made to job applicants who will work in the Child Care Center or who will function as police or security is contingent upon the applicant’s successfully completing a special background investigation as required by Louisiana law.

References

To ensure that individuals who are employed by Loyola are well qualified and have a strong potential to be productive and successful, it is the policy of Loyola University to check the employment references of all prospective employees.

The hiring department or Human Resources conducts reference checks before an offer of employment is extended. Reference checks should be documented and forwarded to Human Resources for inclusion with the file of the candidate/employee. (This is especially important if the candidate is hired.) Hiring managers can use the Loyola Reference Form to document references.

Human Resources sends follow-up written confirmation of references, signed by the employee, once an individual is hired. Note: Written references are returned to Human Resources several days to several weeks after a new employee has begun work. At the supervisor’s option, employment can be delayed awaiting written reference information.

Where applicable, Human Resources also checks transcripts to verify educational credentials. References for internal candidates will be coordinated through Human Resources.

Employment Offers

Offers of employment, including starting salaries and other terms, should be coordinated through Human Resources. In no case should a supervisor enter into a formal or informal contract of employment with a prospective employee by making promises, oral or written, which would negate Loyola’s employment-at-will status.

Starting Salaries

Starting salaries are set between the minimum of the band and the midpoint depending upon level of skill, experience and other factors. Starting pay above the midpoint up to the third quartile of the salary band must be approved by the appropriate Vice President. The President must approve starting pay over the third quartile. Starting salaries are subject to available budget in the department. Hiring supervisors are responsible for ensuring that adequate funds are available before hiring.

Notice to Previous Employer

External candidates should be encouraged and allowed to give appropriate notice to their current employer, when applicable.

An internal candidate who accepts another position in the University must provide the current department with a minimum of two weeks advance notice before transfer to the new position. Exceptions may be made by agreement of the current and new departments.

EEO Applicant Summary

Immediately following the selected candidate's acceptance of an offer , the hiring supervisor sends the EEO Applicant Summary to Human Resources indicating the applicants who were considered, the applicant selected, and the reason the rejected applicants were not chosen.