Chapman University : Staff and Administrative Handbook
These procedures apply to the filling of regular positions which are newly established or have become vacant due to the termination or transfer of an employee. These procedures do not apply when the responsibilities of a position have been changed due to departmental restructuring, when new duties are assigned to a current employee or when a position is transferred from one campus location to another (as long as a position vacancy is not created by these actions).
b. posts vacancies and approves job advertisements;
c. approves selection criteria (e.g., interview and pre-employment reference questions) in consultation with department heads;
d. acts as the exclusive official recipient of employment inquiries such as resumes, employment applications and letters;
e. determines starting salaries and dates for new employees in consultation with department heads and within the limits specified on the Personnel Request form;
f. monitors the recruitment and employment process to insure that University policies and procedures, and state and federal laws are followed;
g. conducts periodic training programs for employees and hiring officials on proper employment procedures and techniques;
h. provides information and counsel to University employees who apply for jobs.
b. prepare accurate job descriptions which describe fully and accurately the duties, responsibilities and requirements of the job for which recruitment is to take place;
c. insure that job selection standards and criteria (such as applicant interview questions and rankings, and questions asked during pre-employment reference checks) are job related and are applied consistently to all applicants under consideration;
d. conduct pre-employment reference checks and, with the approval of Human Resources, extend offers of employment based on the steps and requirements outlined herein.
b. The Vice President of Finance and Administration is responsible for the final approval of all Personnel Requests.
Preparation of the position description is the most important step in recruiting and employment, as information in the position descriptions provides the bases for subsequent key steps in the recruitment/ employment process (e.g., advertisements, interview questions, pre-employment reference checks and criteria for selecting the final candidate). Position descriptions must not improperly screen out candidates by stating unrealistic or unnecessary job or education requirements.
b. The department head or hiring official next completes a Personnel Request Form (Appendix B) for each vacant position. This form must be signed by the department head.
c. The completed position description and Personnel Request forms then are forwarded through the Dean/Director to the appropriate Vice President/ Vice Provost for approval.
d. The Vice President/Vice Provost forwards the approved forms to the Department of Human Resources.
e. The Department of Human Resources approves the title, pay and level of the position then forwards the properly completed and approved Personnel Request and position description forms to the President for approval.
f. The President's Office forwards Personnel Request and position description forms to the Vice President of Finance and Administration for approval.
g. The Vice President for Finance and Administration returns the approved forms to the Department of Human Resources. Human Resources then will distribute approved copies to the hiring departments.
b. Vacancies will be "posted" in the following locations for a minimum
of seven working days:
2. In the Thurmond Clarke Library.
3. On the bulletin board by the Student Employment Office, located in Argyros Forum.
4. On the telephone "Jobline," (714)744-7686.
5. In addition to this minimum posting the Department of Human Resources, with the concurrence of the hiring department, may advertise in newspapers and trade journals for affirmative action and recruiting purposes.
d. All advertisements shall state that Chapman University is an Affirmative Action, Equal Employment Opportunity Employer.
e. All costs resulting from advertising are charged to the budget of the department which initiated the request for advertising.
f. In unusual circumstances the President, with the concurrence of the Equal Opportunity Officer, may make exceptions to the posting requirements.
b. The Human Resources Department will retain all applications for a particular vacancy until the recruitment closes and then will refer all applications to the hiring department for further screening and interviewing. If the hiring department so requests, Human Resources will perform an initial screening of the applications and/or resumes by determining if the candidate meets the requirements of the position as stated in the job description. Human Resources then will direct the applications and/or resumes of the qualified applicants to the hiring department head for further screening and interviewing.
c. Current employees of the university may apply for posted positions by completing and forwarding a Transfer Request Form (Appendix C) to the Department of Human Resources.
d. Applicants for employment will be screened without regard to race, color, national or ethnic origin, religion, age, sex, handicap, veteran status, or other protected status.
a. Department officials will screen the applications and/or resumes of the job applicants referred by Human Resources and will interview the candidates who are the most qualified. All applicants will be screened on the basis of the job requirements as stated in the position description.
b. Department officials will develop written screening criteria and interview questions, using guidelines based on the job description, and will devise a written rating/ranking scale or process whereby the relative qualifications of candidates may be compared. The Department of Human Resources must give advance approval to screening/ selection criteria and interview questions.
c. The following guidelines will insure that a fair and objective process
occurs:
2. All candidates are to be asked the same general interview questions; similarly the same ranking/rating criteria must be applied to all candidates consistently.
3. Whenever possible, department heads should form a small screening
and evaluation committee to participate in the interviews, ranking and
selection process. This degree of openness will insure that a fair, objective
and affirmative process takes place.
e. Department heads will conduct written reference checks on the final
candidate or candidates. The following guidelines are provided:
2. Questions asked must be consistent from applicant to applicant.
3. References must be checked on the final candidate(s) before an offer
of employment can be approved. References may be checked on more than one
finalist as long as reference checks are made on all finalists.
4. Reference checks are to be made in person or by telephone. Letters of reference may provide useful information but they are not acceptable alternatives to personal or telephone inquiries.
5. Department heads should attempt to obtain "business" (as opposed
to "personal") references from at least three persons who have worked with
the candidate(s). At least one of the references should be from the current,
or a recent supervisor.
g. After the final candidate is selected, but before the offer of employment
is extended, the department head will complete and forward the Applicant
Selection Documentation Form (Appendix D) to Human Resources. This
form provides documentation on the job-related reasons the final candidate
has been selected.
b. Upon selection of the new employee, the hiring department shall complete an Employee Requisition and Change Request (ERCR -- Appendix E) and obtain the signature of the appropriate Vice President/Vice Provost.
c. The hiring department then sends the approved ERCR and employment application and/or resume to the Department of Human Resources.
d. The Department of Human Resources signs and forwards the ERCR to the Vice President of Finance and Administration for review and final approval.
e. The hiring department shall contact the Department of Human Resources, in advance of the employee's first day of work, to schedule an orientation of the new employee with Human Resources Staff. This orientation takes place on the new employee's first day of work.
f. No new employee may begin working until all required forms have
been properly prepared, and approvals have been obtained by the supervisory
vice president, the Vice President for Finance and Administration and the
Department of Human Resources. Departments are responsible for issuing
a copy of the approved ERCR to the new employee before the employee begins
work.
2.3.2 Recruitment and Hiring Procedures for Temporary staff and Administrative Employees
The goal of these procedures is twofold: 1) insure that proper personnel
procedures and State/Federal regulations are followed in the hiring of
temporary employees; and 2) recognize the limited period of time and transitory
relationship which temporary employees have with the University, and therefore
expedite the hiring process for temporary employees.
The Human Resources Department:
b) Monitors the temporary employment process to insure that University policies and procedures, and state and federal laws are followed.
b) Prepares required forms, secures necessary approvals and forwards approved forms through appropriate channels as specified in these procedures;
c) Conducts pre-employment reference checks on the person to be hired.
d) Extends offers of employment to temporary employees at the date, salary and title approved by the Human Resources Department.
b) The hiring official prepares, signs and forwards the documents as follows to Human Resources through the appropriate vice president.
1) Employee Requisition and Change Request (ERCR)
d) The Human Resources Department assigns the appropriate title, pay and starting date of the temporary employee, and so informs the hiring official.
e) If the total salary expenditure for the temporary employment is expected
to exceed $5,000, the Human Resources first must forward the forms to the
Vice President for Finance and Administration for approval.
b) After approval is given by Human Resources, the hiring official extends the approved offer of employment to the temporary employee and issues a letter "Offer of Employment for Temporary Employees" to the person to be hired. (Please see attached sample employment letter). The letter is to be signed by the intended employee and returned to the hiring official and Human Resources before the first day of employment.
1) Offer of Temporary Employment Letter
2) Workers Compensation Benefits form
3) Form W-4 (Current year)
4) Supplemental Data Sheet
5) Department of Justice Employment Eligibility Verification (Form I-9)
b) No temporary employee may begin working until all required approvals
have been obtained and all required forms are signed.
If the employee completes the introductory period to the satisfaction of both the employee and the University, the employee will be considered a regular status employee. If the supervisor determines that the employee’s abilities or performance do not meet the requirements of the job, the employee will be terminated from employment. If the supervisor determines that an additional period of time is needed to assess the employee’s abilities or performance, the supervisor may extend the introductory period for up to three additional months. Termination of employment or extension of the introductory period may occur at any time during the introductory period.
At Chapman University, an employee's length of service is measured from the day the employee began active employment.
Vacation, sick pay and personal time off for eligible employees begin to accrue from the date the employee begins active employment. However, an employee is not eligible to use accrued vacation, sick pay or personal time off for staff employees during the first 180 days of employment.
Eligibility for tuition discount benefits begins after the successful completion of the introductory period. Refer to the Tuition Discount Policy as stated in the Chapman University Benefits Manual for more information.
Employee eligibility for University sponsored health care, insurance and pension benefits normally becomes effective on the first day of the month following 90 days of service. Refer to the Chapman University Benifits Manual for more information.
Statement of At-Will Employment
This policy is not intended to and does not alter the University’s at-will employment relationship with its employees. Employment at Chapman University is for no specified term and is subject to the mutual consent of the University and the employee. Either party may terminate the employment relationship at will, at any time, with or without cause. The above policy shall not limit the University’s right to terminate an employee at any time, with or without cause.
2.3.4 A Program of Affirmative Action to Assure Equal Employment Opportunity at Chapman University
All aspects of the employment relationship are subject to Equal Opportunity considerations.
The Administration of the University recognizes that Equal Employment Opportunity will be assured only by providing adequate resources, (recruiting, training, staffing, funding, etc.) for a carefully administered and utilized program designed to eliminate employment practices, standards, and/or conditions that may result in discrimination. This will be achieved by initiating affirmative steps in recruitment, selection, examination, promotion, remuneration and training procedures to effect extension of equal employment opportunities to all qualified persons.
It is the objective of the Administration of the University to provide
opportunities for every employee to realize his or her potential and to
assist that person to function more effectively and to reach a level commensurate
with their abilities and goals.
This policy shall be disseminated by the Equal Opportunity Officer to all applicable persons and agencies outside the University campuses.
Each Vice President shall publicize, inform, and explain this policy
to those Administrators within his/her area of authority. This shall not
include only the policy statement, but the purposes, objectives, responsibilities
and means of implementation of this program.
The Equal Opportunity Officer has been appointed to oversee all Equal Employment Opportunity Programs for the University and will be responsible for working in conjunction with an Affirmative Action Committee.
The duties of the Equal Opportunity Officer include:
Collecting and analyzing employment data, identifying areas in which Chapman University may be deficient in the utilization of minorities and women, and working with Vice Presidents, Deans and Department Heads to establish goals and timetables.
Development of policy statements, affirmative action programs, and internal and external communication techniques regarding the Equal Employment policies of the University.
Designing and implementing record keeping and reporting systems to ensure compliance with legal requirements, and posting of notices as required by law.
Preparing an annual review and summary of the state of the Chapman University Affirmative Action Program and the results achieved under the program for submission to and approval by the President.
Assisting supervisory personnel in arriving at solutions to EEO/AA problems.
Keeping the University Administration informed of the latest developments in the EEO/AA area.
Serving as Adjudicator in the event of a grievance filed as a result of an alleged violation of University policy related to Affirmative Action or Equal Employment Opportunity.
The Human Resources Director will bring grievances of this nature to the Equal Opportunity Officer for review and appropriate recommendations to the President.
Information on the status of recruitment, employment, and development of all employees in general and particularly minorities and women, will be reported by the Equal Opportunity Officer to the President on an annual basis.
Insuring that the policies and practices of the University remain in
compliance with Executive Order #11246 as amended, Revised Order #4, Titles
VI and VII of the Civil Rights Act of l964, the Equal Pay Act of l963,
Sections 503 and 504 of the Rehabilitation Act of 1973, the Vietnam Veteran's
Rehabilitation Act of l974, Title IX of the Educational Amendments of l972
and other applicable governmental regulations.
Reasonable accommodation to a handicap varies depending upon the circumstances, but no accommodation is reasonable if it requires a substantial or fundamental alteration in the nature of the business. The University has an obligation to accommodate an individual's known handicap, unless it would cause undue hardship to the University to do so. It is not reasonable for the University to deprive other employees of their rights in order to accommodate a protected group member.
The Equal Opportunity Officer has been designated the coordinator for this policy. All questions or grievances concerning this policy should be submitted to the Equal Opportunity Officer.
Chapman University seeks to maintain equitable employment practices in all areas of personnel policy.
Relatives of Chapman University employees shall be considered for employment as would any other individual, on the basis of qualifications and experience. Family relationship is neither an aid nor an impediment to employment.
Relatives of employees are eligible for employment except where potential problems of supervision, safety, security, morale, or potential conflicts of interest exist. Within a department, no relative shall directly supervise another relative, as defined below.
Should the University have a need to assign or maintain an employee in a position in which the employee would come under the supervision of another relative, the President in consultation with the appropriate Vice President shall appoint a non-relative within the work unit to provide a supervisor other than the relative in order to avoid a conflict of interest. All concerned in the work unit shall be made aware of the designated supervisor.
Relatives include an employee's parent, child, brother, sister, spouse, in-laws and step-relations.
Should the marriage of two current employees create a problematic situation
as outlined above, the University will try to make reasonable accommodations
to resolve the employment situations.
Outlined herein is a comprehensive, four-phase employee orientation
program that assigns responsibilities and describes phases, steps, and
subject matter content in the Chapman New Employee Orientation process.
The Employee's Supervisor
The overall responsibility for the success and effectiveness of orienting the new employee to Chapman University lies with the employee's immediate supervisor. The supervisor explains the steps of the orientation process to the employee, monitors the progress of the employee through the orientation phases and insures that the employee is given the opportunity to participate in the sessions and programs outlined herein.
The Human Resources Department
The Human Resources Department coordinates the various phases of the new employee orientation process as outlined herein and provides overall program monitoring and evaluation. Human Resources also provides checklists and periodic training for supervisors and mentors.
Human Resources staff conduct the Human Resources Orientation on the first day of work (outlined later in this policy).
Human Resources maintains the Chapman University Employee Handbook (under development).
The Chapman University Staff and Administrative Forum (CUSAF)
CUSAF coordinates the New Employee Mentor Program (outlined later in this policy) and maintains a list of staff and administrative employees who volunteer to serve as mentors to new employees.
CUSAF assists the Human Resources Department in providing training for
supervisors and mentors, and in evaluating the effectiveness of the Mentor
Program.
The Supervisor's Orientation (begins the first day of work and continues as long as necessary).
a. insures that the new employee is welcomed properly into the department and has supplies and equipment needed to begin work;
b. explains to the new employee the department's performance standards and operational procedures;
c. reviews the department's organization chart and highlights the responsibilities of other faculty and/or staff in the department;
d. instructs the new employee in safe work practices and the safety requirements of the department;
e. reviews the job description with the employee;
f. discusses the performance expectations of the new employee and explains the introductory/yearly period performance appraisal process;
g. shows the new employee the location in the department of the Chapman University Staff and Administrative Handbook;
h. explains the functions of the various offices with which the employee's department interacts;
i. coordinates the new employee's orientation activities with the assigned
mentor.
On the first day of work the Human Resources Department:
b. completes with the employee the necessary employment forms;
c. provides information on benefits;
d. provides the new employee with a copy of the Chapman Employee Handbook, (under development) reviews with the new employee the general contents of the Chapman University Staff and Administrative Handbook and provides information on Chapman's commitment to a harassment-free workplace;
e. provides the employee with a copy of the campus directory;
f. introduces the employee to the assigned volunteer mentor (in coordination with CUSAF) and explains the mentor's role;
g. arranges with the Admissions Office for a tour of the campus.
(begins the first day of work and continues as long as necessary).
In Coordination with the employee’s supervisor and Human resources staff, the assigned mentor"
b) helps the employee through the socialization process by spending frequent time with the new employee and, along with the supervisor, remains available as a source of information and support;
c) introduces the new employee to students, faculty and staff in other departments who will interact with the employee in the course of his/her duties;
d) familiarizes the new employee with the services and facilities which exist for students, faculty and staff;
The New Employee Orientation Ceremony is an event approximately two hours in duration. New employees are introduces to the values, history and traditions of Chapman University by several key speakers and a multi-media presentation. The intent of the ceremony is to instill in the new employee a sense of pride in and appreciation for Chapman, and to inspire employees to embrace Chapman’s spirit of family community and quality service.
All employees hired by Chapman University must present documentation establishing their identity and employment authorization in accordance with the immigration laws of the United States upon request prior to or during orientation. The following documentation, if authentic, shall be sufficient to establish identity and employment authorization for an individual:
(ii) a certificate of United States citizenship;
(iii) a certificate of naturalization;
(iv) an unexpired foreign passport, if the passport has an appropriate, unexpired endorsement of the U.S. Attorney General authorizing the individual's employment in the United States; or
(v) a resident alien card or other alien registration card, if the card:
The following documentation, if authentic, shall be sufficient to establish employment authorization for an individual:
(ii) a certificate of birth in the United States or establishing United States nationality at birth, which certificate the U.S. Attorney General finds, by regulation, to be acceptable for purposes of this section, or
(iii) other documentation evidencing authorization of employment in the United States which the U.S. Attorney General finds, by regulation, to be acceptable.
(ii) in the case of individuals under l6 years of age or from a State which does not provide for issuance of an identification document (other than a driver's license) referred to in (i), above, documentation of personal identity of such other type as the U.S. Attorney General finds, by regulation, provides a reliable means of identification.
In addition, each employee must sign an attestation on a form (Appendix F) authorized by the U.S. government, that he/she is a citizen or national of the United States, an alien lawfully admitted for permanent residence, or an alien who is authorized under federal law or by the U.S. Attorney General to be hired, recruited, or referred for employment by Chapman University.
Any employee failing to provide and execute proper documentation as specified above within 72 hours of hire shall be ineligible for continued employment with the University. Such failure shall result in discharge of the employee, even in the presence of a written contract for employment.