University Business Policies and Procedures Manual

3210
RECRUITMENT AND HIRING
Subject to Change Without Notice
Effective Date May 15, 2003
Revised: 11/1/91, 10/15/95, 2/5/96, 05/15/03, 08/01/06, 10/01/07, 08/12/08

Authorized by Regents' Policy 6.2 "Hiring, Promotion, and Transfer" and Policy 2.17 "Public Access to University Records"

1. General

The University of New Mexico (UNM) is committed to ensuring equal employment opportunity to all qualified individuals.  UNM is committed to taking affirmative steps to create a workforce that reflects the diversity of our population and eliminates the vestiges of prior discrimination based on race, ethnicity, gender, national origin, physical or mental disability, or other inappropriate and unlawful criteria. UNM believes a diverse workforce will enhance its ability to fulfill its mission of education, research, and public service. This Policy describes recruitment and hiring policies and employment restrictions for all University staff employees.

2. Objectives

The goal of the University's recruitment and hiring process is to achieve an excellent and balanced workforce with representation and participation from all of the diverse sectors of our society. The primary objectives of the process are:

3. Disclosure of Employment Applications

Application materials submitted by candidates for employment at UNM are public records and are subject to public inspection in accordance with the provisions of the New Mexico Inspection of Public Records Act (“IPRA”).  Certain information provided by candidates that is not subject to public disclosure under IPRA will be redacted in accordance with "Disclosure of Personnel Information," Policy 3710 UBP before such application materials are produced for inspection.  To protect the integrity of the search process when UNM conducts a search to fill a specific position, UNM policy is to withhold from public inspection application materials submitted by candidates until after the closing date established for the submission of applications.  Disclosure of application information of candidates for the position of the University President is governed by UNM Regents' Policy 1.4 "Appointment of the President of the University."  

4. Tier I and Tier II Recruitment and Hiring

There are two (2) types of recruitment procedures to fill staff positions: Tier I and Tier II. Tier I procedures are used to fill the majority of staff positions, except senior executive positions.  Tier II procedures are used to fill senior executive positions identified in UNM Regents' Policy 3.3 "Appointment and termination of Key Administrators."  The Office of Equal Opportunity (OEO) will provide oversight to ensure the equal employment and affirmative action policies and guidelines are adhered to. The Department of Human Resources is responsible for ensuring the hiring process is conducted in accordance with this Policy. 

4.1 Tier I  Recruitment and Hiring

The Tier I recruitment and hiring process is used for all staff positions excluding key executive positions defined as Tier II positions.  For Tier I contract positions, there should be a search committee with at least three (3) members that reflects diversity including at least one (1) female member and one (1) member from an under-represented group and they may not be the same person. Tier I contract positions will also require a minimum fifteen (15) day posting period in order to accommodate a national search for candidates.  For more information concerning Tier I recruitment and hiring contact HR.

4.2 Tier II Recruitment and Hiring 

A Tier II process is used for key executive positions. In a Tier II search, the hiring officer must appoint a formal search committee to assist in actively recruiting candidates. Every search committee must have at least three (3) members with one (1) female member and one (1) member from an under-represented group and they may not be the same person. All Tier II recruitments will use targeted recruitment strategies to create a broad and diverse applicant pool and require a minimum fifteen (15) day posting period.  The hiring officer and search committee must make special efforts to recruit individuals from all protected groups, paying particular attention to individuals from underutilized groups.  All targeted recruitment efforts must be documented.

4.3. Screening and Interviewing Applicants

The Bona Fide Applicant Pool includes all candidates or nominees who meet minimum position requirements. The search committee will assist the hiring officer in screening applicants for minimum requirements, knowledge, skills, and abilities as they relate to both the minimum requirements and preferred qualifications. The hiring officer or search committee is responsible for contacting and scheduling interviews with the applicants. Generally, a minimum of three (3) candidates are interviewed.  A set of standard questions must be used for all candidates in the interview process and the candidates' answers must be documented.

4.3.1. Testing

Departments may not formally test individuals unless they have obtained a validated testing instrument that has been approved in advance by HR. Testing is defined as any test that is scored. This includes verbal or pen and paper tests, such as composition or writing, and skill tests, such as typing or word processing that are scored.  Informal evaluation of work samples is encouraged as a valuable source of information during the applicant evaluation process as long as the work is not scored.

4.3.2. Reference Checks

Prior to conducting reference checks candidates must be asked for authorization to contact their references. At a minimum, references must be checked on the successful candidate. However, checking references on other applicants may also be done. For external candidates at least (3) three previous supervisors should be contacted.  For current UNM employees, contact a minimum of two (2) previous supervisors.  A written record of reference checks, which includes questions, responses, and identities of individuals contacted is required.  If the applicant is a current or former UNM employee, the hiring officer may review the employee's UNM personnel file.

4.4. Selecting the Successful Candidate

UNM's goal is to achieve representation within each job category at UNM that more closely matches the availability of underrepresented individuals (based on gender and ethnicity) in the recruitment area workforce. The hiring officer should keep in mind any underutilization for the position identified by OEO.

In accordance with UNM Regents' Policy 6.2. "Hiring, Promotion and Transfer," when qualifications, abilities, and past performance of candidates are substantially equal as determined by the hiring officer:

The hiring officer must provide written justification for the selection. This includes an evaluation of the qualifications of each finalist interviewed to the job requirements. Before extending an offer, the hiring officer must obtain approval from HR.

4.5. Offer of Employment

Prior to formal HR approval, tentative verbal job discussions may be held as long as it is clear that the job offer is contingent upon HR approval. After  HR approval, the hiring officer may extend an official offer of employment. HR will send hiring officers the formal Offer Letter. All final offers must be confirmed in writing. Any deviations in the obligations, commitments, or conditions of employment in the Offer Letter must be approved in advance by HR. Refer to "Wage and Salary Administration" Policy 3500, UBP for a discussion of starting salaries.

4.6. Closing the Process

Once a candidate accepts an offer, the hiring officer is responsible for notifying all other applicants in writing of the results of the search. The new employee should report to HR to complete  new employee paperwork (I-9, W-4, demographic form, payroll deposit authorization, etc.) in advance of the first day of employment, but no later than three (3) work days after the employee begins work.  Certain positions may require medical evaluations or background checks.  Medical evaluations will be conducted after the offer of employment and employment is contingent on the results of the evaluation.  Background checks are typically conducted prior to a formal offer of employment.

4.7. Temporary Services Program

HR has a Temporary Services Program designed to assist hiring departments with their temporary staffing needs. Temporary employees are available for many entry level positions.

 5. Alternative Appointments

The University recruits and hires through competitive processes. However, from time to time there may be circumstances when an alternative appointment is necessary to fill a position. These circumstances are described below. Whenever an alternative appointment is used to fill a staff position, the department must submit an Alternative Appointment Request Form which can be found on HR's website.  By signing the form, the hiring officer/chair and dean/director certify that the conditions of the appointment meet the criteria as defined in this Policy. Requests to appoint staff under this Policy must be documented and approved by HR.

5.1. Professional Service Appointment--Not to Exceed Six (6) Months (Exempt Staff, Nurses, and Technical Researchers)

Where there is a critical, immediate, and temporary need for an individual to perform professional services, these alternative appointment procedures may be used. The professional service appointment will last no longer than six (6) months and there will be no extensions allowed in these cases. Individuals hired on six (6) month professional service appointments are classified as temporary employees. If a department thinks the assignment will take longer than six (6) months, the department must start a competitive search at the time the professional service appointment is made. The six (6) month professional service appointment will allow the department to have someone on board immediately while the competitive process is taking place.

5.2. Short Duration for Less than Three (3) Months

A hiring officer may fill a new or vacant position for less than three (3) months per calendar year under these alternative appointment procedures. This type of alternative appointment is typically used for full-time, part-time, or intermittent services. The student summer employment program is administered under this provision through HR.

5.3. Change in Employee Status

A UNM retiree or former employee may be hired under these alternative appointment procedures to perform duties similar to the position he or she previously occupied, but may not be hired into a higher grade than previously assigned without going through a competitive hiring process. Retirees or former employees can be rehired into critical or difficult to fill on-call, temporary, or regular positions where it would be beneficial to the University to have requisite skills, training, and/or familiarity of unit operations or functions. UNM retirees, who are hired under this provision must be in compliance with the Employee Retirement Board programs. Retirees hired for more than .25 of an FTE must be certified as eligible to work under the State's Return to Work Program. These retirees must have completed the twelve (12) month lay-out period as described in 1978 NMSA 22-11-25.1 and 2 NMAC 82.5.15 (A) to be eligible to return to employment without suspending retirement benefits. In cases of re-employment of both retirees and former employees, candidates must meet minimum qualifications for the position and salary rates must be approved in advance by HR.

5.4. Voluntary Lateral Transfer

A hiring officer may fill a new or vacant position under these alternative appointment procedures with an employee requesting a lateral transfer. A transfer is defined as a lateral move from one (1) job to another, or one (1) geographical location to another, in the same or similar classification within the same job grade. In most instances the lateral transfer creates a vacancy that will be filled through a competitive recruitment and hiring process.

5.5. Named in a Contract or Grant Award

A hiring officer may fill a new or vacant position under these alternative appointment procedures with an individual specifically named in a contract or grant.  Additionally, individuals who possess unique or highly specialized qualifications required by the granting agency may be hired under this category.

5.6. Acting and Interim Appointments

An employee is considered to be in an acting position while temporarily filling a position where the regular incumbent is expected to return. An employee is considered to be in an interim position while filling a position for which a search is to be conducted. Although a formal search process is not required when a current employee is appointed to an acting or interim position, a limited competitive process must be conducted if the appointment will involve a higher salary and greater scope of responsibilities. The limited recruitment must be documented by the hiring officer and must afford at a minimum all qualified and interested individuals in the department/unit where the vacancy exists the opportunity to be considered. Any exception to this limited process must be approved by HR. Typically, an acting or interim appointment will not exceed six (6) months. Extensions beyond or appointments for longer than six (6) months, must be approved by HR.

5.7 Recall from Layoff

Priority rehire of an individual who has been laid off through Policy 3225, "Separation of Employment, UBP" may take place under these alternative appointment procedures

5.8. Competitively Chosen by Outside Entity

The University may fill a new or vacant position under these alternative appointment procedures with an individual who has been competitively chosen by an outside entity according to pre-determined criteria. The UNM hiring officer must provide HR with a statement from the outside entity certifying that the individual was selected through an open, competitive process. The hire is subject to review and approval by HR.  Examples of an acceptable external competitive process include a fellowship competition, or a process that, due to the nature of the work performed, must draw applicants from an identified group of candidates, such as teachers within a school district.

5.9. Sole Source

A hiring officer may fill a new or vacant position under these alternative appointment procedures with an individual who has unique qualifications needed for the position. Usually the position will not exist unless a specific person can be hired. This situation is very rare. Where there is a question whether the person has truly unique qualifications, a competitive search should be undertaken to answer the question.

5.10. Specialty Service Provider

A hiring officer may fill a new or vacant position under these alternative appointment procedures with an individual who is providing services which are considered specialty in nature. These positions exist because of the unique needs of a client or because the individual hired possesses specific attributes required for the job. These appointments are limited to on-call staff such as interpreters, models, note-takers, translators, readers, simulated patients, simulated students, and tutors.

5.11. Spouse or Domestic Partner Hiring

Given the significance of diversity to the University and the recognition of dual career families in today's workplace, spouses or domestic partners, as defined in "Domestic Partners," Policy 3790, UBP, may be hired under these alternative appointment procedures to enhance and support the recruitment, hiring, and retention of qualified executive administrators. Hiring of the spouse or domestic partner depends upon the qualifications of the spouse or domestic partner, the availability of a suitable and acceptable position in each case, and is subject to the approval of the department into which the spouse or domestic partner will be hired. Placement must comply with "Employment of Family Members" Section 6.2. herein.

5.12. Under-represented and Established Placement Goals

A hiring officer may fill a new or vacant position under these alternative appointment procedures with an individual who is a member of a group which is historically under-represented (as verified by OEO) in the job group for which the person is being considered; and another more qualified member of an protected group is unlikely to apply.

5.13. Employment of Intercollegiate Coaches

In recognition of the unique nature of the recruitment and hiring of athletic coaches, the University provides for an exception to competitive hiring processes noted in this Policy in those circumstances where the urgency of committing a job offer to a candidate is documented and indicates that normal competitive processes are not practical to secure the selection of a highly qualified candidate.  All candidates hired under this exception will serve under time-limited contract appointments.   

6. Restrictions on Employment

 6.1. Employment Under Age 18

Normally, the University does not employ persons under eighteen (18) years of age with the exception of the student summer employment program. Any exceptions for regular positions must be approved by the dean, director, or department head of the hiring organization and HR. Applicable federal and state laws must be observed.

6.2. Employment of Family Members

Hiring officers may not hire or supervise a family member or a family member of a line supervisor without the advance approval of the President. For the purposes of this Policy, family members are defined as any individuals related by blood, adoption, marriage or living in the same household.  This applies to all categories of employees, including regular, temporary, and on-call employees. If a change in an employee's family relationship results in a violation of this Policy, the situation must be corrected within six (6) months through the transfer, resignation, or discharge of one (1) or more of the related employees. Any exceptions must be approved in writing by the President and the approval must be placed in the employee's official personnel file.  Employment of family members involving faculty are addressed in the Faculty Handbook section C-30.

7. Probation

All new employees hired into regular positions, except police officers, are employed on a probationary basis for the first six (6) calendar months of their employment. Police officers are on probationary status for twelve (12) calendar months from the date of hire or completion of certification as a State of New Mexico law enforcement officer. The probationary period may be extended on a day-for-day basis for full days not worked by the employee. This includes annual and sick leave as well as leave with or without pay. The immediate supervisor shall notify the employee in advance and in writing that she/he will be extending the probationary period. Probationary periods may also be extended for other bona fide reasons with the advance approval of the Vice President for Human Resources. Promotion or transfer during an employee's probationary period is discouraged and any employee who is promoted or transferred during that period will be required to serve a new probationary period in the new position. An employee may be released from employment during the probationary period with or without cause in accordance with Policy 3225, "Separation of Employment, UBP".

8. Trial Period

Each employee promoted or transferred to a different position after completing a probationary period is provided a trial period of thirty (30) working days to demonstrate the ability to perform the new job satisfactorily. The trial period for police officers is six (6) months from date of certification as a State of New Mexico Law Enforcement Officer. The trial period may be extended on a day-for-day basis for full days not worked by the employee. This includes annual and sick leave as well as leave with or without pay. The immediate supervisor must notify the employee in advance and in writing that he/she will be extending the trial period. Trial periods may also be extended for other bona fide reasons with the advance approval of the Vice President for Human Resources. Employees are permitted to return to their previous job, at their request, during the trial period if the position is still available. In addition, if a supervisor determines that an employee is not performing his or her job satisfactorily, the supervisor may return the employee to his or her former position during the trial period. If the former position no longer exists or has been filled by a regular status employee, the returning employee is given two (2) weeks notice to find another position. If no other position is obtained within the two (2) week period, the employee will be laid off by the current department and will be entitled to benefits in accordance with Policy 3225, "Separation of Employment, UBP".

9. New Employee Orientation

Each new employee must attend the New Employee Orientation workshop offered by HR. Supervisors must complete a departmental orientation for each new employee. Refer to "New Employee Orientation" Policy 3250, UBP.

10. Exceptions

Any exceptions to this Policy must be approved in writing by the Vice President for Human Resources.  Exceptions to Section 6.2. herein require the President's approval.

11. Related Links

Alternative Appointment Request Form

Comments may be sent to UBPPM@UNM.edu
http://www.unm.edu/~ubppm

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