PPM 3-5, Hiring of Salaried Personnel

Responsible Office: Human Resources

1.0     PURPOSE

This policy outlines the hiring processes of the University.

2.0     REFERENCES

2.1 PPM 1-6, Selection of Vice Presidents
2.2 PPM 1-17, Selection and Evaluation of Academic Deans
2.3 PPM 1-19, Appointment of Department Chairs
2.4 PPM 3-5a, Employment of Persons with Criminal Records
2.5 PPM 3-10b, Layoff (Staff Employees)
2.6 PPM 3-14, Hourly Employment (Non-teaching Personnel)
2.7 PPM 3-32, Discrimination, Harassment, and Sexual Misconduct (including Title IX)
2.8 PPM 3-34, Americans with Disabilities Act & Section 504 Request for Accommodation
2.9 PPM 3-29a, Family and Medical Leave
2.10 PPM 3-10b, Layoff (Staff Employee)
2.11 PPM 8-6, Faculty Appointments
2.12 Utah Code § 71A-2-101, et. seq.

3.0     DEFINITIONS

3.1 Internal Candidate - Employees of the University including salaried, hourly employees and adjunct faculty.

3.2 Vacancy - A salaried position within the University that offers compensation and is open by virtue of the termination of an incumbent, the creation of a new position, or the enhancement of a current position.

3.3 Hiring Authority - The individual(s) who are authorized by the President, supervising vice president, or Provost to advertise, select, and employ a salaried employee. 

3.4 Lateral Transfer - A job change where an individual is transferring to a new position at the same or lower grade and appropriate salary for the position. The individual must meet the required qualifications of the new position.

4.0    GENERAL

The University is an equal opportunity employer. It is the policy of the University to make recruitment, employment and other employment-related decisions without regard to those classifications defined as "protected" in PPM 3-32.  

5.0     HIRING PROCEDURES

5.1    Human Resources (HR) is designated by the President to oversee hiring and personnel matters at the University. HR may make procedures and determinations that are in the best interest of the institution to support the purposes of the hiring processes. HR may review and enforce compliance with this policy and applicable procedures. HR may create separate processes for the hiring of hourly or non-salaried employees (see PPM 3-14).

5.2    The University strives to recruit applicants from as many sources as possible and employ the best qualified person for each position in accordance with University policy and applicable state and federal statutes. The University shall comply with law as required by the Utah Veterans Preference for Career Services Act.  

5.3    Open positions may be made available only to internal candidates, if the hiring authority so desires, provided HR and OEO has made the determination, in consultation with the President or appropriate vice president, that there are sufficient potential applicants on campus. If posted only for internal candidates, jobs must be posted for a minimum of five days. If after the initial five-day period, HR deems the pool of candidates not adequate, the hiring authority may then open the position for a full external search. Required posting durations must be in line with timeframes listed in section 6.1, with the initial five-day period not counting toward any of the minimums.

5.4    Requests to fill all salaried vacancies or a request for an exception (see section 7.0 of this policy) to some or all the provisions of this policy shall be submitted to HR. HR will assist in training hiring authorities and committees to implement the appropriate recruiting procedures after receiving approval from appropriate administrators.

5.5     For vice-president, dean, associate/assistant dean, or department chair appointments, the process outlined in PPM 1-61-17, or 1-19 respectively shall be followed, which processes may be supplemented by this policy as determined by the President. Certain provisions of PPM 8-6 governing hiring of faculty replace certain sections of this policy, where applicable. All other provisions of this policy apply to faculty hiring processes.  

5.6     For all other positions, the following apply:

5.6.1 The hiring authority shall initiate the hiring process by obtaining authorization from the President or appropriate vice-president to establish or fill a position.  

5.6.2 Following approval for the position, the hiring authority must appoint a screening committee of at least three people. Committee members should be selected based on expertise, knowledge of the position, and other factors designed to promote a fair and appropriate search. The screening committee may also contain persons from outside the department or institution. 

5.6.3  The hiring authority will determine the qualifications for this position and update the job description as necessary. The screening committee will review applications, interview candidates, and make recommendations to the hiring authority. 

5.6.4 All job applicants must submit a completed electronic application form and other required documents as specified by HR prior to any consideration for employment. Candidates must also comply with the requirements for criminal background screening (see PPM 3-5a). 

5.6.5 The screening and evaluation process must apply neutral, job-related criteria consistently to all applicants through the use of the HR approved applicant rating system. All candidates who apply during prior to the review date must be evaluated. 

5.6.6 Only applicants meeting minimum position qualifications for the position will be considered. In cases where equivalent experience, skill or education must be assessed, HR may assist in determining equivalency.

5.6.7 All qualifying tests for positions shall be administered or approved by HR and the Office of Equal Opportunity (OEO). Examples include, but are not limited to cognitive tests, sample job task tests, and language proficiency tests.

5.6.8 Typically candidates are invited to come to the campus for personal interviews or to participate in other campus or virtual activities in order that they may become better known and evaluated and to help them become acquainted with the institution and the locality of their prospective work and domicile.

5.6.9 Reference checks are normally conducted as part of the search process. Questions must be directly related to legitimate and neutral hiring criteria. The refusal of a candidate to permit such checks may be considered as a factor in the hiring decision.

5.6.10 When the review of candidates has been completed, the hiring authority shall forward the recommendation of the committee with all supporting documentation to HR. 

5.6.11 HR and OEO must review and approve the hiring documentation prior to sharing it with the President or appropriate vice president for final approval.

5.6.12 No offers, verbal or written, shall be made to a candidate without the approval of the hiring authority, HR, OEO, and the President or appropriate vice-president. In exigent circumstances, permission from HR may be requested to make a contingent offer to a candidate, subject to review and approval by OEO and the President or vice-president.  

5.6.13 Should the need arise, the hiring authority may select additional or replacement candidates from the existing pool of candidates for a period of six months from the date the posting was marked as filled.

5.6.14 Reasonable steps shall be taken to make on-campus applicants aware of job vacancies and encourage their application for career development opportunities. The following guidelines apply to on-campus applicants:

5.6.14.1 Only those candidates who have made formal application through the University’s online job board within the posting period shall be accepted as applicants.

5.6.14.2 The University reserves the right to give favorable consideration to internal candidates when they are qualified and apply.

5.6.14.3 In the event of transfer from one department to another, immediate supervisors in both departments shall mutually agree to the date of transfer.

5.6.14.4 After satisfactory completion of the probationary period in their current positions, employees are eligible to apply for vacancies. Permission to apply for internal positions during an employee’s probationary period must be given by the immediate supervisor, with notice to the hiring authority and HR. 

5.6.14.5 The hiring department shall assume the responsibility for accrued vacation, and sick leave benefits of transferring employees. Accrued compensatory time will be paid out by the originating department. If the employee is moving from staff to faculty, accrued vacation balances will also be paid out by the originating department.

6.0     ADVERTISEMENT AREA, DURATION, AND METHOD OF ADVERTISEMENT

6.1 Minimum Posting. At a minimum, all vacancies will remain open for a specific time period, be posted on the University job board, and be advertised within a specified recruiting area as described below. A position may be held open past the posting period by the hiring authority in consultation with HR and OEO, until a suitable and qualified pool of applicants is obtained.

Type of Position

Duration

Executive, tenure-track faculty, and exempt positions

21 Day Minimum

Instructor positions

14 Day Minimum

Non-exempt positions

10 Day Minimum

Note: If visa sponsorship is a possibility, a 30 day posting period is required by immigration regulation. Immigration regulations may otherwise extend the process, where applicable.

6.2 Waiver of Posting Requirements. A reduction or waiver of the posting period may be granted by HR and OEO when compliance with the posting period creates an unusual hardship or emergency for University operations or where both HR and OEO feel such action is consistent with the equal opportunity commitment of the University, such as when there is a qualified pool of candidates in the department and when employment of a non-department candidate would result in the displacement of a salaried employee in the department. Requests for reductions or waivers of the posting period must be made in advance according to procedures established by HR and OEO. 

7.0     EXCEPTIONS

7.1 HR in agreement with OEO, may waive some or all provisions of this policy.  As an Equal Opportunity Employer (see PPM 3-32), exceptions should be granted infrequently. Exceptions may be granted for any of the following reasons:

7.1.1 A truly exceptional candidate widely recognized for outstanding achievement in a needed area of expertise is requested by the President or supervising vice president.

7.1.2 The hiring of a spouse or significant other of an individual identified above is requested by the supervising vice president and the hire helps to meet important institutional needs. 

7.1.3 The President approves a direct appointment after consultation with HR and OEO to meet an important institutional need for which the individual is highly qualified.

7.1.4 The vacancy is temporary because it ends within one year. HR and OEO may allow a vacancy to be filled temporarily provided an open search is conducted within that time. 

7.1.5 Reorganization generated by budget considerations or strategic necessity that creates a vacancy which, if filled by anyone other than a particular current salaried employee, will necessitate terminating the employment of that salaried employee.

7.1.6 An approved job evaluation of existing job duties generates a recommendation for a change in title, grade, or classification that also results in a change in position.

7.1.7 A lateral transfer of an employee to a position at the same or lower grade. Individuals must meet the minimum requirements of the new position. 

7.1.8 A position is changed from hourly to salaried within a department, and (1) the position for which the hourly employee was originally hired was listed and filled through HR, and (2) the new benefits eligible staff position is logically relevant to that original assignment.

7.1.9 Transfer or re-employment of an employee in accordance with PPM 3-34, Americans with Disabilities Act and Section 504 Request for Accommodation and PPM 3-29a, Family and Medical Leave.

7.1.10 Hiring members of an athletic coaching staff by the head coach of that sport provided recruitment efforts are consistent with the University's approved hiring plan. 

7.1.11 The recall of an employee who had been laid off or placement of an employee with preference for re-employment or transfer per PPM 3-10b.

Revision History  
Creation Date: 8-17-77
Amended: 10-02-12; 7-17-24; 9-19-24