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Guide to Employment Services
A Resource for University of Chicago Managers,
Supervisors, and HR Administrators
Glossary of Terms
16.11
Section 16.11 of the Local 743 contract states that "The University agrees that it will not hire inexperienced and untrained employees in a particular position at a rate beyond that paid to the lowest paid employee working in an identical position within the same department. If an experienced person is hired for a particular position, the hiring rate shall not be in excess of that paid to an employee with equivalent training and experience who is working in an identical position within the same department."
Adverse Impact
A substantially different rate of selection in hiring, promotion, transfer, training or other employment related decisions for any race, sex or ethnic group. A finding of adverse impact by itself, does not establish a violation device in question based on job relatedness or business necessity. (Department of Labor) This is calculated by using the sex/race data provided voluntarily by applicants when they create a profile via UChicago Jobs.
Adverse Impact Analysis
Adverse impact analysis statistically shows that an applicant pool is diverse for women and minorities. It is determined by comparing, from the qualified pool of applicants, the selection rate of non-minorities and men versus the selection rate of minorities and women. The selection rate for minorities and women should be comparable to the selection rate for non-minorities and men.
Affirmative Action/ Equal Employment Opportunity (AA/EEO)
As a federal contractor, the University agrees to provide an open process by:
- Providing individuals who believe to be qualified an equal opportunity to be considered;
- Establishing non-discriminatory processes;
- Making extra efforts to reach qualified females and minorities through outreach;
- Agreeing to post with state employment agency;
- Having shared responsibility between central units and departments; and
- Analyzing and reporting every hire through applicant flow.
Applicant
An applicant is someone who requests to be considered for employment; submits a resume; identifies a specific job opening; expresses an interest in the opening in a timely manner; and is minimally qualified (possessing the knowledge, skills, education, and experience listed as "required" on the job posting) for the specific job opening they are applying for.
Applicant Pool
Pool of job seekers who express interest, submit a resume, apply for a specific position, meet the minimum required qualifications for the position, and do so in a timely manner.
Benefits Eligible
Regular employees who work at least 20 hours per week are eligible for benefits.
Benefits Ineligible
Regular employees who work less than 20 hours per week are not eligible for benefits.
Core Competencies
During negotiations for the collective bargaining agreement effective March 8, 2000, the parties discussed the University's proposal relevant to establishing bargaining unit-wide job competencies that would provide a standard for all positions represented by Local 743. The primary purpose for establishing these core competencies is to enhance the University's ability to recruit qualified candidates and to evaluate employee performance.
For more information, please visit:
http://uhrm.uchicago.edu/employeelabor/unions/L743/letter-core.html
Corrective Action
The progressive corrective action procedure is designed to identify and correct problems that may affect an employee's work performance or the overall performance of the department. This procedure provides the employee and the supervisor with an opportunity to talk about specific problems, to determine when and how these problems can be corrected, and to agree to set goals and follow-up dates.
FAQs
http://jobs.uchicago.edu/faq.shtml
Food Service and Janitorial Positions
Most custodial services are outsourced to American Building Maintenance (ABM). ABM's administrative office on campus is located at 5811 S. Ellis Avenue, Chicago, IL 60637. The phone number is 773-702-0260. On campus, their office is in the basement of Cobb Hall on Ellis Avenue between 57th and 58th Streets (enter from Ellis Avenue, go down the ramp and make a sharp left).
Most food services are outsourced to ARAMARK. ARAMARK's administrative office on campus is at 5640 S. University, Chicago, IL 60637 (in the Bartlett Dining Commons) and the fax number is 773-834-8451.
Full-time
A work schedule of least 35 hours per week.
I-9 Form - Employment Eligibility Verification
A form used to verify an employee's employment eligibility. The Immigration Reform and Control Act governs that all U.S. employers verify the employment eligibility and identity of all employees hired to work in the United States after November 6, 1986. To implement the law, employers are required to complete Employment Eligibility Verification forms (Form I-9) for all employees, including U.S. citizens.
Job description
Job descriptions are written statements that describe the duties, responsibilities, required qualifications, and reporting relationships of a particular job. Job descriptions are based on objective information obtained through job analysis, an understanding of the competencies and skills required to accomplish needed tasks, and the needs of the organization to produce work. Job descriptions clearly identify and spell out the responsibilities of a specific job. Job descriptions also include information about working conditions, tools, equipment used, knowledge and skills needed, and relationships with other positions. For more information, please visit http://uhrm.uchicago.edu/compensation/jobdesc/index.html (from http://humanresources.about.com/library/weekly/aa080402a.htm)
Job seeker (Candidate)
An individual searching and applying for positions but does not meet the definition of an applicant.
Minors
For employment purposes, the University of Chicago considers individuals age 15 years or younger as minors. Please contact the Employment Office before hiring minors.
The federal government does not require work permits or proof-of-age certificates for a minor to be employed. Many states, however, do require them for workers of certain ages. In addition to state labor departments, school guidance counselors might know if permits or proof-of-age certificates are required in that particular state. The Department of Labor will issue age certificates if the minor employee's state does not issue them, or if the minor is requested by his or her employer to provide one. However, the vast majority of age certificates are issued by states. Illinois requires minors age 14 or 15 to obtain an Employment Certificate from their
local high school or school administration office.
State information on obtaining an employment certificate and permissible work hours are outlined below. (http://www.state.il.us/agency/idol/forms/pdfs/clpam.pdf)
Under the Fair Labor Standards Act (FLSA), youths age 14 and 15 years old may work outside school hours in various non-manufacturing, non-mining, non-hazardous jobs under certain conditions.
Permissible work hours for 14- and 15-year-olds are:
- 3 hours on a school day;
- 18 hours in a school week;
- 8 hours on a non-school day;
- 40 hours in a non-school week; and
- Between 7 a.m. and 7 p.m., except from June 1 through Labor Day, when nighttime work hours are extended to 9 p.m.
New Employee Orientation (NEO)
UHRM Training and Development hosts New Employee Orientation (NEO) every week for new employees of the University. During the program, new employees are acquainted with University policies and procedures and given an introduction to the University community.
OFCCP
The Office of Federal Contract Compliance Programs (OFCCP) Division of the Employment Standards Administration within the Department of Labor is responsible for enforcing three statutes for federal contractors and subcontractors: Executive Order No. 11246, the Rehabilitation Act, and the Vietnam Era Veterans' Readjustment Assistance Act. OFCCP enforces the three laws through the use of compliance reviews, complaint investigations, administrative procedures, judicial procedures and fines.
Part-time
A work schedule of at least 20 hours per week but fewer than 35 hours per week.
PeopleAdmin (PA)
A company that provides an online applicant tracking system. Using UChicago Jobs, hiring managers can:
- Submit job requisitions electronically;
- Collect employment application materials online for all positions;
- Screen applicants using Job-Specific Qualification Questions;
- Route applicants to the appropriate hiring manager/search committee via the Web; and
- Provide automated updates to applicants regarding the status of their application.
Probationary Period
For biweekly paid employees, the probationary period will last three months.* For monthly paid employees, the probationary period will last six months. The probationary period is a time for new employees to learn about their job and become familiar with their new surroundings. During this time, performance will be closely evaluated by the immediate supervisor to ensure that the employee knows and meets expected standards. Non-union employees have only one probationary period even if they change jobs.
*Bargaining unit employees may be subject to a different time frame.
QWIZ Software
QWIZ is a computer-based competency assessment test. QWIZ testing software is mandatory for clerical positions and optional for non-clerical positions and is administered by UHRM. It tests on a variety of skills including: typing, proofreading, math, filing, Word, Excel, Access, PowerPoint, and many others.
Reference Checks
A reference check is an inquiry about job performance, usually from people identified as an applicant. Reference checks are conducted to verify or confirm information obtained from a resume, an application or during an interview. The reference check is also conducted to obtain additional information regarding applicants' work ethic, initiative, and performance. The Department/School/Division assumes responsibility for reference checking. UHRM is available to provide this service upon request. A completed and signed job profile protects the University to investigate pertinent information about an applicant. Prior to making an offer, the HR administrator and/or hiring manager is expected to contact at least two (2) professional references of the applicant.
Regular Employment
Full- or part-time positions that are expected to last at least 12 consecutive months.
Requisition
A requisition is an online form initiated and completed by the department and sent to UHRM to post a vacant or new position.
Spouse and Significant Others Program
Employment Services works with student and faculty spouses/significant others to assist them in obtaining a position with the University. First, spouses/significant others will meet with a member of the Employment staff who will review the spouse/significant others resume and determine areas of interest. Spouses/significant others are responsible for searching jobs on the University of Chicago Web site and applying for positions in which they have an interest and meet the minimum qualifications. Once the spouse/significant others has applied for one or more positions, he/she may contact Employment who informs the department that the spouse/significant others of a student or faculty member has applied. The department contact information is then given to the spouse/significant others, who can follow up with a call to the department.
Student Employment
A University of Chicago student employed by the University is employed only as an adjunct to his/her student status. As such, a registered student may work no more than 19.5 hours per week during the school year and is not eligible for employee benefits.
Temporary Employment
If the University anticipates that a position will exist for less than one year, the employee is considered temporary. Regardless of the number of hours worked, the employee will not be eligible for benefits.
Term Employment
Full- or part-time positions that are expected to last at least 12 consecutive months, but are designated to end within a certain period of time. Positions that are considered term are usually governed by grant funding that is awarded for a specific purpose.
UChicago Jobs
The name of the University of Chicago's job posting and employment system.
Underutilization
Having fewer minorities or women in a particular job group than reasonably would be expected based on their availability in the community. (Department of Labor)
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