Recruitment and Selection Procedures for the Central Office

As the designated representative of the board, the Chancellor has the authority to employ professional and staff employees as appropriate for the efficient discharge of official duties. Before filling any vacant position at the Central Office, the hiring official must conduct a search as described below. The Chancellor identifies and recommends to the board candidates for all senior staff positions at the Central Office; those appointments must be approved by the board.

The process as described below may be modified as circumstances warrant.

1. External Search

   1. Advertising

      A position description, minimum criteria, and an advertising/recruitment plan must be submitted to the Office of Human Resources for prior approval. All advertisements must include the abbreviated affirmative action statement. The advertising / recruitment plan must comply with the provisions of TBR Guideline P-010.

      Minimum Amount of Time for Advertising

      EEOC Code one (1), two (2), and three (3) positions shall be advertised for a minimum of thirty (30) days. The time required for advertising clerical and supporting position vacancies, EEOC four (4) through seven (7), is a minimum of ten (10) calendar days.

   2. Application Process

      Application Process for Senior Staff, Administrative & Professional Positions

      All prospective applicants for senior staff, administrative and professional positions must complete the Central Office application form. In this way, all applicants will be given an opportunity to indicate their status as a member of a protected group.

      Application Process for Clerical and Supporting Positions

      All prospective applicants for clerical and supporting positions will be required to complete the Central Office application form. Applicants who are applying for positions which require specific clerical skills may be tested by the Office of Human Resources. If administered, the Office of Human Resources will use the test results to screen applicants according to the minimum clerical skills requirements. To assure the Central Office's compliance with the Federal Employee Selection Guidelines, any testing of applicants by departments shall be limited to tests which have been approved by the Assistant Vice Chancellor for Human Resources.

      The Applicant Pool

      The applicant pool must generally reflect the availability data for the defined vacancy in that discipline or field as determined by the appropriate job group in the Affirmative Action Plan.

      Review of Applicant Pool

      The Assistant Vice Chancellor for Human Resources in consultation with the department Vice Chancellor, General Counsel or Chancellor shall review all applications to determine the qualified applicant pool. In cases in which an applicant is clearly and obviously not qualified for the position (example holds an M.A. when the job description requires a Ph.D.); the applicant will not be included in the applicant pool. Reasons for the elimination based on qualifications must be documented for the record.

      Prior to beginning interviews or other selection procedures, the qualified applicant pool shall be reviewed by the Assistant Vice Chancellor for Human Resources under TBR Guideline P-010 to ensure adequate representation of applicants from underutilized groups. The applicant flow data form should be completed by the Office of Human Resources. The applicant pool representation must be approved by the Assistant Vice Chancellor for Human Resources and the department Vice Chancellor, General Counsel or Chancellor before applications are reviewed. If there is inadequate representation of minority and female applicants, it may be necessary to reopen the search and/or extend the deadline to strengthen the efforts. In determining whether or not the search must be reopened or the deadline extended, the department Vice Chancellor, General Counsel or Chancellor and the Assistant Vice Chancellor for Human Resources shall consider the efforts that have been made to recruit minority and female persons in the appropriate labor market. Any candidate invited for an interview must be listed by the Department Vice Chancellor, General Counsel or Chancellor when submitting the Certification Pool form for approval.

   3. Evaluation of Applicants for Senior Staff, Administrative & Professional Positions

      The following steps may be taken by the appropriate individual or by consultation with an appointed committee.

      Applicants to be Interviewed

      After the initial evaluation of the applicants, it shall be the responsibility of the appropriate departmental authority (Vice Chancellor, General Counsel or Chancellor) to recommend to the Office of Human Resources candidates to be invited to the Central Office for an interview. The interview pool shall be reviewed by the Assistant Vice Chancellor for Human Resources for minority representation. Ultimate approval of the number of candidates who may be invited for an interview rests with the Chancellor.

      Interviewing Process

      When the decision is made on the selection of the applicants to be interviewed, the Administrative Assistant is available to make the appropriate interview appointments. Prior to the interview, the departmental authority (and committee members, if a committee is used) shall, in addition to becoming familiar with the applications, review the position summary/job description, required qualifications, and advertisement. The CUPA pre-employment Inquiry Guide, which is a part of the selection committee orientation, shall also be reviewed to avoid unlawful employment inquiries. The purpose of the interview is to collect additional information on the applicant's job related knowledge, skills and abilities, which should be helpful in selecting the individual most likely to succeed on the job.

      An interview should be as structured as possible, yet tailored to each particular applicant. Each interviewer should evaluate the same general criteria for each applicant.

      Checking References

      Since reference checks provide useful indicators for predicting the applicant's potential for success, the interests of both the system office and the applicant are served by reference checking. Reference checks from a recent employer are required before a candidate recommendation is made by the appropriate departmental authority.

   4. The Appointment of an Applicant

      Required Documentation for Appointment Recommendations for All Positions

      All recommendations shall be accompanied by the supporting materials on the recommended applicant, as well as materials on all applicants. If the affirmative action goals for the job category in question have not been met by the Central Office, TBR Guideline P-010 must be followed.

      Procedure for Recommending Appointments for Senior Staff Appointments

      Senior staff is defined as all Vice Chancellor and General Counsel appointments at the Central Office and other positions that report directly to the Chancellor. All recommendations for senior staff appointments shall be sent from the Chancellor through the Board Committee on Personnel to the full Board of Regents for prior approval before making an offer to a candidate.

      If emergency situation arises, appropriate measures will be taken to approve appointments in the interim through the Committee on Personnel, which will have full authority to act on behalf of the Board.

      Procedure for Recommending Appointments for Administrative & Professional Appointments

      After screening, the appropriate Vice Chancellor shall make a final recommendation of an applicant, accompanied by the required documentation, to the Chancellor through the Office of Human Resources.

      Procedure for Recommending Appointments for All other Positions

      The supervisor will recommend an applicant to his/her Vice Chancellor. The appropriate Vice Chancellor shall submit a written recommendation of an applicant, accompanied by the required documentation, to the Chancellor through the Assistant Vice Chancellor for Human Resources.

      Prior Approval for Employment

      Under no circumstance shall a commitment be made to an applicant until the Chancellor has reviewed and approved the recommendation for employment. The complete selection file shall be reviewed with the Chancellor by the Assistant Vice Chancellor for Human Resources.

      In addition, appointment recommendations from the Chancellor for senior staff positions will be forwarded through the Committee on Personnel, and final approval will be given by the full Board of Regents.

      Notification of Applicants

      All applicants who requested that their applications be reviewed will be notified in writing that the application has been received and is being reviewed. All applicants who are interviewed will be notified in writing that the search has been concluded and a selection made. If a position is being re-evaluated and re-advertised, all applicants shall be apprized of the status of his or her application.

2. Internal Search

   The process shall generally follow the procedure for external searches. However, positions will not be broadly advertised but will be posted internally as approved by the Office of Human Resources.

3. Promotion/Re-assignment

   Promotions involve the re-assignment of an employee to a position having either higher pay, increased responsibilities, or increased benefits. Promotions can occur between the various departments or within the same department at the Central Office.

   Employees may be reassigned either within a department or between departments of the Central Office. The employee may be moved laterally to a position with the same job title and similar duties in another department either at the employee's request or at the request of the supervisor.

   A search is not required for either promotions or reassignments; however, the vacated position may require a search. Promotions and re-assignments must be approved by the Assistant Vice Chancellor for Human Resources.

4. Employment Agreements, Contracts and Letters of Agreement

   The Chancellor must approve employment agreements, contracts, and letters of agreement used in the appointment and employment of Central Office personnel.

5. Procedure For Processing Dual Service Contracts

   1. The Central Office Department that is procuring the service completes the Dual Service Agreement (template is available on the General Counsel’s website).

   2. Contact Payroll/HR for assistance with calculating benefits.

   3. Mail the contract to the institution where the employee will be working for signature by their signatory authority.

   4. When the contract is returned, forward to the Director of Purchasing and Contracts with a contract routing form and summary sheet.

   5. When processing of the contract is complete, forward a copy to HR for inclusion in the employee’s personnel file.

   6. When the employee’s service is complete, the department procuring the service will send the institution a memo stating that the service is complete so that they will generate a bill to the Central Office. When the invoice is received, the department procuring the service signs, dates, and indicates that services are complete and approved to pay. A confirming requisition is sent to the institution and to Central Office payroll for processing.

Forms: 

Job Analysis Questionnaire 

Employment Requisition 

TBR Form A-1 

TBR Form A-2 

TBR Form A-3 

Background Check Procedure