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Guide to Employment Services A resource for University of Chicago managers, Section 2 – The Employment Process
Section 2 – The Employment Process Purpose An affirmative action program includes policies, practices, and procedures used to ensure that qualified applicants and employees are receiving an equal opportunity for recruitment, selection, advancement, and every other term and privilege associated with employment. [41 C.F.R. § 60-2.10 (a)] Definition As a representative of the University, a hiring manager or an HR administrator is responsible for making good faith efforts toward meeting the University's commitment to affirmative action goals by performing a thorough recruiting process. When necessary, a department will be contacted to devise a recruitment plan that includes specific outreach efforts to correct underutilization. Back to TopThe University of Chicago recruits, hires, and promotes employees and prospective employees on the basis of individual merit and without regard to age, ancestry, color, disability, gender identity, marital status, national origin, parental status, race, religion, sexual orientation, source of income or veteran status. This policy includes the University's commitment to maintain a workplace free from sexual harassment or illegal discrimination of any nature. The University’s Affirmative Action Officer is responsible for coordinating adherence to equal employment and affirmative action and related federal, state, and local laws and regulations. Each employee is encouraged to discuss complaints of discrimination or harassment with his/her supervisor, department chair, department head, dean or director. An employee may also direct such complaints to University Human Resources Management (UHRM) Employee/Labor Relations at 773-702-4040 or to the Affirmative Action Officer at 773-702-5671. An employee or applicant may raise concerns and make reports without fear of reprisal, intimidation, threats, or coercion. Complaints will be investigated on a timely basis and in a confidential manner. A job seeker or employee who has a disability and identifies himself/herself as disabled can initiate an accommodation process with UHRM. This may include submitting medical documentation and suggesting reasonable ways in which the work environment at the University can better accommodate a disability. This information will be kept confidential, except when needed for purposes such as working out appropriate accommodations, restrictions in activities, or safety concerns. Questions may be directed to UHRM Employment Services. (See Equal Employment Opportunity Policy [PDF].) Back to TopUChicagoJobs is a Web-based applicant tracking system designed to make the employment process more efficient and accessible for the job seeker and hiring manager. UChicagoJobs is the official announcement mechanism for open positions at the University of Chicago. A job seeker can view open positions on UChicagoJobs and search current openings based on a variety of search criteria. To apply for employment, a job seeker must create and maintain a profile using a unique username and password and upload a current resume. The username and password allow the job seeker to protect and update personal information. The online profile serves as an application for employment. It includes a written statement of current and previous employment and educational background. A job seeker can apply for any job for which he/she meets the basic qualifications by attaching required supporting documents. A job seeker can check the status of his/her application for a specific position at any time or withdraw a submission. Hiring managers and HR administrators use a Web-based requisition form on UChicagoJobs to initiate the posting of a new position or vacancy. Once a position is posted, a hiring manager, HR administrator, or guest user can review an applicant’s profile and supporting documentation, change the status of an applicant, and select the best qualified applicant for an open position. Posting a Vacant Position: To post a vacancy, an HR administrator or hiring manager should first send a requisition and a job description to Compensation. Compensation will compare the job description submitted with the requisition to the existing job description. If the job description submitted with the requisition differs substantially in responsibilities or qualifications from the existing job description, Compensation will review the job’s classification before posting the position. This may delay the posting of the position. Posting a New Position: To post a new position, an HR administrator or hiring manager should send a requisition to Compensation and work with Compensation to write a job description. The job description must be as descriptive as possible and follow specific formatting guidelines [PDF] noted on the job description form. After Compensation classifies the position and notifies the hiring department of the classification, it will post the position on UChicagoJobs. UChicagoJobs is updated daily with new openings; positions remain posted on the site for a minimum of seven calendar days, but no longer than six months. A department may not hire an applicant or close a requisition prior to the seventh calendar day. A benefits-eligible staff position (20 hours or more per week) must be posted on UChicagoJobs. UHRM can post benefits-ineligible staff positions (less than 20 hours per week) upon departmental request. However, a benefits-ineligible position does not need to be posted if the department has already identified an individual it would like to hire for the position. If this is the case, call UHRM Employment Services at 702-8903 for instructions on how to proceed. Back to TopUChicagoJobs supports four types of users: HR administrators, BSD/HR administrators, hiring managers, and guest users. HR Administrators: An HR administrator may enter and forward a requisition to Compensation for review, view an applicant’s information once a position has been posted, change the status of an applicant, close a requisition after the required posting period (seven calendar days), select a qualified candidate for hire, and complete the required fields on the hired details page. BSD HR Administrators: A Biological Sciences Division (BSD) HR administrator plays the same role as an HR administrator. However, a BSD HR administrator must also submit a requisition to BSD Approval Authorities prior to submitting it to Compensation. BSD Approval Authorities are divisional administrators who review requisitions received from BSD HR administrators. Hiring Managers: A hiring manager can perform most of the same functions as an HR administrator (e.g., close a requisition; complete the hired details page) with one exception: hiring managers cannot forward a requisition to Compensation for review. Any information entered into UChicagoJobs by a hiring manager will be automatically forwarded to the hiring manager’s HR administrator for review before being sent to Employment Services. Guest Users: A guest user may view the resumes, cover letters, and profiles of applicants for any position for which he/she has guest user privileges. A hiring manager or HR administrator can assign an individual guest user privileges. Guest user privileges are deactivated once a position is filled. Back to TopPurpose of Posting Requirements The University of Chicago is an Affirmative Action/Equal Employment Opportunity (AA/EEO) employer. As an AA/EEO employer, the University must:
Posting available job openings on UChicagoJobs meets the requirements listed above and helps the University to:
Advertising. A department may advertise a job opening with an external vendor after it is posted on UChicagoJobs. Recruitment ads must be approved by Employment Services. Recruitment ads must contain the following:
All job postings automatically appear on America’s Job Bank (AJB). Two vendors that you may wish to contact for assistance are: Bernard Hodes Group, Inc. Bernard Hodes Group Chicago Office Contact Shaker Advertising Both companies are familiar with the posting procedures for open positions listed on UChicagoJobs and can also recommend sites for additional posting. In an effort to diversify our applicant pools, Employment Services attends job fairs in the Chicago area and at local colleges, universities, and surrounding community agencies. We also work with community employment agencies to discuss possible employment opportunities at the University of Chicago. Back to TopEmployee Applicant Referral Program (EARP) Current University of Chicago employees who know a job seeker qualified for a bonus-eligible position at the University can refer that individual to UChicagoJobs to apply for the open position. If the referral is hired and stays on the job for three months, the referring employee will receive half of the bonus amount for the designated bonus-eligible position. If the referral successfully completes his/her probationary period, the referring employee will receive the remainder of the designated bonus as long as the referring employee has remained a University of Chicago employee. Any individual—except for individuals who previously or currently work at the University or job seekers who have become known to the University through other means—can be referred. Benefits-eligible staff employees who have successfully completed their probationary periods can be referring employees, unless they are employees of UHRM, human resources administrators, or supervisors/managers of the bonus-eligible position. Bonus-eligible positions posted on UChicagoJobs have a monetary amount listed in the “Employee Referral Bonus Amount” of the job listing. For program procedures, view the EARP form [PDF]. Back to TopOnce a job opening appears on UChicagoJobs, a hiring department may review applicant materials. In screening resumes, the hiring manager should check that:
Note: A University staff employee in good standing who has successfully completed his/her probationary period may apply for a posted position by completing an online profile and submitting a resume. A staff employee who has not completed the probationary period must receive permission from his/her current supervisor and Employment Services before applying for an open position. A staff employee on corrective action may not apply for an open position without obtaining permission from Employee/Labor Relations. Back to TopThe purpose of conducting an interview is to gather information about an applicant, present a realistic description of the position, ensure a fair selection process, establish adequate records in the event the hiring decision must be justified, and determine whether the applicant would succeed and be a good fit for the position. Tips on preparing for the Interview
Hiring managers should not:
Employment Services administers QWIZ, a computer-based testing system. Positions governed by the Local 743 Bargaining Contract require newly hired employees to take specific clerical tests, such as filing, proofreading, math, and typing. Software skills testing is also available. Tests include:
A department that wishes to use tests other than those listed above must have the test reviewed and approved by Employment Services prior to its administration to ensure compliance with Office of Federal Contract Compliance Programs’ guidelines for employee selection. Back to TopReference and Credential Checking A reference check is an inquiry about job performance. Hiring departments are responsible for reference checking, although Employment Services is available to provide this service upon request. Applicants must complete and sign a job profile before reference inquiries are conducted. A completed and signed profile protects the University when investigating or verifying information about an applicant. Prior to making a job offer, a hiring manager should contact at least two professional references. Information gathered during the reference check must be retained within the department’s search files for three years following the date of the last action on the position (e.g., start date, date the candidate was notified of the position being filled). (Refer to Policy U204 Reference and Background Checking) Back to TopWhy Check References and Verify Credentials Failure to conduct a thorough reference or background check can expose an employer to a negligent hiring lawsuit if an applicant is hired and subsequently commits a criminal or violent act on the job. If an injured person can prove that an employer did not exercise proper care in hiring a worker or should have known of a worker's dangerous tendencies, the employer can be held liable. Employment decisions can be challenged legally in a variety of instances. The best defense is to show that a reasonable decision was made. Checking references and verifying credentials are part of making an informed decision. Preparing for the Reference Check
The Basics of Reference Checking
The Basics of Education Verification
Sample Reference Checking Questions Basic Questions
Job Content
Supervision
Performance Level
Skill Area
Personal Traits
Other
To ensure confidentiality of all applicant information, UHRM centrally coordinates the background check process which, at a minimum, includes the following:
Motor vehicle record checks are managed by the Office of Risk Management, Audit, and Safety, which evaluates driving records. Any applicant for a position that requires an employee to operate a motor vehicle will be ineligible if his/her motor vehicle record shows excessive driving convictions, as set forth in the University 's Vehicle Loss Control Program. Employment Services receives the results of motor vehicle record checks. An applicant must complete and sign the release forms before a background check is conducted. Refusal to a sign release form may eliminate an applicant from further consideration for employment. Results of a background check are sent directly to UHRM Employment Services. Information obtained in a background check will be compared with information provided by the applicant. An applicant who provides false, incomplete, or misleading information on a profile, resume, or in an interview will be immediately eliminated from further consideration for employment. No applicant who is subject to a background check will be allowed to begin working until the background check results have been received and cleared. A background check is conducted on any current staff employee who transfers into a position which requires a background check if a background check was not conducted upon the staff employee’s initial hire at the University. A background check will not be conducted for an employee transferring to the same job (same duties, responsibilities) in the same department. Having a criminal history, a criminal conviction, or a motor vehicle violation does not necessarily preclude employment. The nature of the offense and its relevance to a particular job are considered on a case-by-case basis. The Human Resources Manager (or designee), in consultation with Legal Counsel when necessary, will evaluate the relevance of the criminal history of the individual being hired to the position being filled. Should a criminal history preclude a current staff employee from being hired into a new position and his/her former position is no longer available, the employee may apply for another vacant position for which he/she qualifies. The hiring department is responsible for costs associated with conducting background checks. The hiring department is also responsible for checking references and for verification of credentials (e.g., degrees and certifications) unless Employment Services provides this service, which is available upon request. Back to TopThe hiring manager should review and compare all application materials, notes taken during the interviews, the applicant’s references, and test scores (if applicable). When determining annual salary or hourly rate of pay, the hiring manager must consider equity within the same department or unit among employees in similar positions. When a hiring manager wishes to offer an annual salary or hourly rate of pay higher than that of current employees in comparable positions, the hiring manager must justify the salary decision by stating the factors which were considered in determining the pay (i.e., education and/or experience) and, if applicable, consult the governing union contract. A department may consult with Employment Services before making an offer to an applicant for a non-union position to ensure an equitable salary rate is established. Departments must consult with Employment Services before making an offer to an applicant for a union position. A union employee who transfers between departments in the same pay grade or to a higher/lower pay grade must abide by the stipulations agreed upon in the corresponding union contract. Once an offer has been made and accepted, an offer letter should be sent to confirm the start date and salary, and to indicate where the employee should report on the first day of employment. For a list of offer letters for exempt, non-exempt/non-union, and union employees, see the Employment Service Forms page. Please note: If an offer is made and not accepted, the hiring manager may make an offer to his/her second or third choice for the position. If the hiring manager is not able to find a qualified applicant from the pool of applicants interviewed, the position should be reposted on UChicagoJobs. Consult with Compensation for assistance with this process. Applicant search materials must be kept for three years from the last action on the requisition. This should include:
The forms required of a newly hired employee can be found on the New Hire Checklist. For an employee changing departments or a temporary employee hired to a benefits-eligible position, contact Employment Services to determine the forms required to process the hire. Forms needed to complete the new hire properly are:
Each Wednesday, new employee orientation is held in the Regenstein Library, Room 126, 1100 East 57th Street. New staff employees attend NEO within the first 30 days of employment. NEO begins promptly at 9:00 A.M. and concludes by 3:00 P.M. Benefits information and materials regarding campus programs are distributed prior to orientation by the hiring department. The NEO program includes presentations on employee rights and responsibilities, University policies, the Staff and Faculty Assistance Program, security, safety, and employee benefits. Information is provided on benefits and time-off accrual rates at the University of Chicago, and in the For Your Benefit section of the Employee Handbook. Within the first few weeks of the new employee’s start date, the employee should obtain a University of Chicago identification card at the Campus Card Office located in the Regenstein Library, Room 100F. Employees must present a photo ID (e.g., Driver’s License, passport, etc.) and may obtain the Chicago Card during the following days and times:
If the new hire is unable to obtain a University ID card because his/her personnel record is not yet in the payroll system, contact UHRM Wage and Salary Administration at 702-8909. For Biological Sciences Division (BSD) employees who work in the Medical Center, the orientation form must be taken to the Occupational Health Office at 5841 S. Maryland Avenue, Room L156 to participate in the Infection Surveillance Screening Program. The Primary Care Group provides this screening at no cost to employees. The procedure is designed to detect immunity to rubella and freedom from active tuberculosis. Any questions regarding this process should be directed to the Occupational Health Office at 702-6757. Individuals hired into clerical or service/maintenance positions covered by the Local 743 bargaining agreement attend a union presentation held from 1:00 P.M. - 2:00 P.M. at Ingleside Hall in the second floor conference room. The dates of this meeting are announced at new employee orientation. Information about New Employee
Orientation at the University of Chicago is available online. |
University of Chicago Policies New Hire Paperwork (PDF) Central HR Wrap-up Checklist (PDF) University of Chicago Employee Handbook New Hire Checklist (PDF) |
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