The following are commonly asked questions regarding the University of Puget Sound (the “university”) Staff Selection Policy. Please click on the question to be directed to the relevant policy section.
- Who can supervise a non-student staff member?
- How are staff job openings requested and approved?
- What are the options available to hiring managers for filling vacant positions?
- What are the eligibility requirements for intradepartmental transfer and promotion?
- What are the eligibility requirements for participation in the internal job posting program?
- How do hiring managers conduct an external search?
- What additional activities are required for new staff members to finalize their employment?
- Can current students be considered for open staff positions?
- What are the requirements for using outside search firms or employment agencies?
- What are additional resources for hiring managers?
- How does the university ensure reasonable accommodation in search and selection processes?
- Does the university employ minors in staff positions?
- Does the university allow job sharing?
The university considers talented and productive staff among its most important resources. Accordingly, the university strives to ensure its staff selection practices support the effective attraction and selection of highly-qualified candidates from appropriately diverse applicant pools. The purpose of this Policy is to provide hiring managers and others involved in staff selection processes with the requirements and resources to announce vacant positions, conduct screening activities compliant with all applicable laws and regulations, and finalize the selection of new staff members.
II. Eligibility and Scope
The following policy applies to recruitment and selection for all categories of staff employment.
All non-student positions must be supervised by a regular university staff member or faculty member. Students cannot serve as primary supervisors of any university staff member. In some circumstances, dotted line reporting between a staff member and secondary leader is acceptable to provide additional oversight and guidance to the staff member.
Professional staff members require a certain level of continuity and consistency to effectively execute their university roles and responsibilities that cannot be met by having a university student as a primary supervisor. Requiring university staff members to be supervised by other staff members or faculty members provides this continuity and strengthens the university’s system of internal controls for safeguarding and stewardship of university assets and resources and of ensuring compliance with regulatory and policy requirements. For these reasons, the university requires that the identified hiring manager and primary supervisor for any staff position be another staff member or faculty member.
When a non-student personnel need (full- or part-time, temporary or regular, exempt or non-exempt) has been identified as a result of departure, transfer or promotion, increased workload, or similar circumstances, the hiring manager works with the Human Resources recruitment coordinator to create a requisition/job posting in the online recruiting system. Positions normally require approvals of the hiring manager and the next-level supervisor. Search processes, including posting to the university’s jobs site at www.pugetsound.jobs, commence when the required approvals have been completed, and following a review of the submitted job posting and supporting job description and confirmation of position budget by Human Resources.
The university may fill job openings by transfer or promotion of current regular staff members to best utilize staff members’ skills and capabilities and provide growth opportunities for high-performing staff members. Promotion and transfer decisions involve many factors and considerations; in all cases, such decisions will be based on such job-related considerations as performance, ability, skills, experience, education, and related qualifications. Length of service, current position or location, and similar job-related factors are usually secondary considerations. Transfers or promotions require an approved requisition in the online recruiting system, as described above.
When a vacancy has been identified and approved to fill, the hiring manager should first review staff in the department in consultation with the next-level supervisor and/or department head to determine whether there are individuals who are qualified and available for transfer or promotion. Potential candidates for intradepartmental transfer or promotion include regular staff members, staff members who are serving initial evaluation periods, and former student staff members or student staff members who may be completing graduation requirements within the next three (3) months (see Employment of Current Students below regarding the employment of individuals who will continue as students beyond a three-month period).
If a single potential candidate for transfer or promotion is identified within the department, the hiring manager should contact the Human Resources Manager or his or her designee to discuss whether the potential candidate meets the position description requirements for the vacancy. If so, the Human Resources Manager will advise the hiring manager of any applicable considerations (possible salary adjustment, evaluation period, etc.). The hiring manager may then verbally offer the position to the staff member and advise Human Resources when the staff member has accepted the offer of transfer or promotion. Human Resources will work with the hiring manager to issue a new appointment letter for the staff member’s transfer or promotion.
If more than one candidate for transfer or promotion is identified within the department, the hiring manager should consult with the Human Resources Manager to design an appropriate internal selection process. This would normally include an invitation to all potentially viable candidates within the department to indicate their interest in the transfer or promotion opportunity.
Appointment of a current or former temporary staff member without a competitive search may be considered where circumstances warrant based on consideration of multiple factors including but not limited to
- advancing the university’s strategic priorities including recruitment and retention of diverse staff
- the type of position and the availability of required qualifications or skills in the external market and, as available, the results of recent searches for similar positions
- the duration, scope, and recency of the temporary assignment
- the temporary staff member’s performance during the temporary assignment
- consideration of potential interest by current university staff outside the department and candidates external to the university.
2. Internal Job Posting Program for Current Puget Sound Staff Working Outside the Department
Internal job posting and external recruitment activities are generally conducted simultaneously. However, a hiring manager can request that Human Resources posts the vacancy announcement exclusively for university staff consideration before expanding the recruitment to persons outside of university employment. In such circumstances, Human Resources will publish the approved job posting, including requirements for the position, to the job site available only to internal candidates. Normally, internal job postings are posted for approximately five (5) working days.
To candidate for internal positions currently posted in other departments, staff members must have completed the six (6) month initial evaluation period. Staff members in the six (6) month initial evaluation period, current or temporary staff members, and student staff members interested in posted positions will be considered only if the internal posting does not result in a selection and if the position is posted for external candidates.
Indication of interest in transfer or promotion will not affect any staff member’s employment status. While internal candidates are encouraged to notify current supervisors of their interest in other campus positions as early as possible, hiring managers considering internal candidates are authorized to conduct reference check activities with current campus supervisors or other campus references only following the current staff member's identification as a finalist candidate. Hiring managers should first notify the current staff member of their identification as a finalist candidate to provide the staff member an advance opportunity to notify their current supervisor of their selection as a finalist. Hiring managers will not have access to current staff files outside the department who have applied for the position.
If following an internal posting, a staff member is selected for transfer or promotion; Human Resources usually consults with the staff member and the current and future supervisors to determine a starting date in accordance with the following guidelines.
- Starting dates will coincide with an upcoming pay period as defined by the new position’s FLSA status (exempt or non-exempt).
- Staff members may begin working in the new positions after serving a period of notice based on the FLSA status of the old position
i. Staff members in exempt positions may begin in new positions approximately twenty (20) working days after providing notice
ii. Staff members in non-exempt positions may begin working in new positions approximately ten (10) working days after providing notice
iii. Transitions may occur earlier if determined by the staff member and current and future supervisors, and as needed to coincide with upcoming pay periods.
A staff member who is transferred or promoted to a new job assignment will serve a six (6) month evaluation period (see "Initial Evaluation Periods" policy).
If a regular position is not filled through the internal job posting program, or if the position is to be announced externally and internally simultaneously, Human Resources searches for possible candidates to fill the vacancy.
Recruitment processes involve some or all of the following, depending upon the vacancy: advertisements on online sources; local, regional, and/or national advertisements in print publications; advertisements in professional newsletters/journals; and distribution to targeted professional networks community organizations. Human Resources will consult with the hiring manager to develop a recruitment plan appropriate for the specific vacancy.
Benefits-eligible (long-term) temporary positions will normally be filled through a specific, simultaneous internal/external search with a posting period appropriate to the position's requirements. Short-term temporary positions will normally be filled either through a specific search or through the pool of potential temporary staff members maintained by Human Resources.
Positions are normally advertised on the job site for a minimum of five (5) working days. Positions may be posted with a closing date, at which time no further applications may be considered. Positions may also be posted with a guaranteed consideration date (the date by which complete applications must be submitted to ensure consideration), with additional applications accepted following that date as needed to provide a sufficient pool of applicants. Candidate materials are accepted through the recruiting system.
At the hiring manager’s request, Human Resources may screen candidates and will normally refer three (3) to five (5) qualified candidates to the department. In instances where hiring managers conduct the initial review of applicants, hiring managers are required to consult with the Human Resources Manager about their identified candidates prior to proceeding with telephone or in-person screening activities to ensure the candidates selected for interviews meet the minimum qualifications for the position and have provided all required application materials. Hiring managers are also encouraged to confirm that candidates’ salary or hourly rate requirements are consistent with the position budget before inviting candidates for interviews and may consult with the Human Resources Manager to ensure inquiries are made appropriately.
Once the hiring manager has identified a finalist candidate and completed reference checks, the hiring manager may request a salary offer from Human Resources. Before an employment offer is made to a successful candidate, the department should discuss the hiring decision and the employment offer conditions with the Human Resources Manager. When the offer is contingent on completing a background check and/or pre-employment testing, Human Resources will work directly with the candidate to coordinate those processes. Human Resources will also work with the hiring manager to prepare an appointment letter following a verbal offer.
In specialized circumstances appropriate to the position, and with the Director of Talent Management's prior approval, the university may participate in external hiring consortia or job matching programs in place of the selection processes outlined above.
After accepting a verbal offer, selected candidates should sign and return the appointment letter to Human Resources as soon as possible. Access to network resources, including university email systems, cannot be granted until required documents have been submitted. All new staff members report to Human Resources within the first few days of employment to complete necessary forms and to be scheduled to attend an orientation program.
The Immigration Reform and Control Act of 1986 requires that all university staff provide documentation to verify eligibility for employment in the United States. This verification should be presented to Human Resources on the first day of employment but no later than the third business day after hire. Failure to provide proof of employment eligibility within the time period required by law may result in a university employment release.
Student employment at Puget Sound provides students an important opportunity to gain meaningful work experience while also assisting students in financing their education. For information on hiring students into student employment positions, contact Career & Employment Services. Positions identified as student employment positions are normally temporary opportunities with job responsibilities and schedules conducive to students’ primary pursuit of an academic degree. Consequently, current students may be considered only for open regular (ongoing) or temporary staff positions which do not conflict with the pursuit of their academic program (including but not limited to any conflict with regular class schedules or attendance), or for those positions which do not represent a conflict of interest. The university’s staff application asks whether the applicant is or will be a currently enrolled student; hiring managers should consult with the Human Resources Manager before conducting any screening activities with current students who have applied for staff positions.
The university may use search firms for positions with special requirements, such as highly technical or senior-level positions, or in cases where needed to quickly fill the position. It is recommended that hiring managers consult with the Director of Talent Management prior to selecting a search firm or agency and during the firm or agency's initial engagement for budget approval, assistance with contract development, and search planning. Search firms or agencies should be advised of their responsibility to conduct searches in accordance with this and other applicable university policies.
Human Resources provides further resources to help hiring managers conduct staff searches in the online recruiting system and hiring toolkit. It is expected that hiring managers will familiarize themselves with and utilize resource materials to support the university’s goal of effective, consistent, and compliant search and selection processes.
The university provides reasonable accommodation for applicants with disabilities. To request accommodation, candidates for employment should contact Human Resources. Hiring managers should consult with Human Resources about any requests for accommodation during application and selection processes.
The university may employ no child under the age of 14. Special restrictions are governing the employment of those between the ages of 14 and 18 years of age. The university’s staff application asks whether the applicant is under 18 years of age; hiring managers should consult with the Human Resources Manager before conducting any screening activities with applicants under 18 or prior to considering a minor's employment.
Upon approval of the department head, two staff members may share a single full-time position. Each staff member would be entitled to benefits based on the staff member's full-time equivalency and the various benefits' eligibility requirements.
Origination date: 3/1974.
Revised: 1996, 1/2012, 5/2013, 2/2021.