A “regular” position is a job which is expected to last at least twelve (12) consecutive months. A regular staff employee who works twenty (20) hours per week or more is eligible for benefits.

An “applicant” is an individual who requests to be considered for employment, submits a resume via the online employment site (UChicago Jobs), identifies a specific job opening, expresses interest in a timely manner, and is “basically qualified” for a specific job opening. Basically qualified is defined as possessing the knowledge, skills, education, and experience listed as “required” on a job posting.

Recruitment Guidelines:

1. All recruitment and selection efforts must be coordinated through UHRM.
2. The HR administrator and/or hiring manager, in conjunction with UHRM, is responsible for developing and documenting objective criteria for a job posting. Criteria including education, experience, essential skills, abilities, and competencies are to be used to screen job seekers and aid in selection processes.
3. To post and fill a position, the HR administrator and/or hiring manager must complete a requisition and submit a current job description through the online employment site (UChicago Jobs).
4. Each position will be posted for at least seven (7) calendar days. Any position posted longer than six (6) months will be removed and cancelled from the online employment site.
5. UHRM will annually notify units whether additional Affirmative Action/Equal Employment Opportunity (AA/EEO) efforts are needed to recruit for posted jobs or job groups (i.e., when underutilization exists for any job category). UHRM will assist in recruiting applicants for underutilized jobs or job groups.
6. A job opening must first be posted on the UChicago Jobs Web site before being advertised through other avenues, including print ads or other Web sites. To ensure compliance with regulations, all recruitment advertising must be approved by UHRM or the University’s preferred vendor.
7. Advertising and other notification of a vacancy or new position must be nondiscriminatory and must include reference to the University’s commitment to affirmative action through equal opportunity using the following tagline: “The University of Chicago is an Affirmative Action/Equal Opportunity Employer (AA/EOE).” Advertisements must list the same qualifications as the UChicago Jobs postings.
8. A position posted via the UChicago Jobs Web site will also automatically appear on the America’s Job Exchange (AJE) Web site and/or other required sites.
9. The HR administrator and/or hiring manager should direct an interested job seeker to complete the online application process. To be considered, a job seeker (including any University staff employee) must complete the online process.
10. Unsolicited resumes should not be accepted by individual units. Unsolicited resumes can be directed to UHRM-Employment Services for handling.
11. To comply with EEO requirements, certain data are requested as part of the online application process.  This voluntary information is provided at the discretion of an applicant.  However, such information will be required as part of the employment process when an applicant is hired.
12. If a laid-off staff employee is identified and qualified to fill an open, but not yet posted position, a waiver of postings may be granted.
13. A unit considering the use of a search firm or employment agency must consult with UHRM and use the standard University template before making any arrangements with an outside firm or agency.  Any search conducted by an outside agency or search firm must meet the same federal, state, local, and University guidelines as searches conducted directly through UHRM. 
14. The search firm works on behalf of the University and is responsible for the same applicant tracking UHRM would otherwise do, including keeping records of Affirmative Action outreach efforts, and the recruitment and selection process.   UHRM is accountable for ensuring that any firm or agency is fully informed regarding its responsibilities for meeting the University’s (AA/EEO) search documentation responsibilities. 
15. The unit HR administrator and hiring manager are encouraged to attend job fairs and assist in AA/EEO efforts.

16. A regular University staff employee in good standing who has successfully completed his/her probationary period may apply for a posted position by completing the online process . Regarding the probationary period:
    • for a staff employee paid monthly, the probationary period lasts six (6) months.
    • for a staff employee paid biweekly, the probationary period lasts three (3) months.
17. A regular University staff employee who has not completed the probationary period, but who meets the stated basic requirements, may apply for a posted position only with permission from the current supervisor and from UHRM.
18. A regular University staff employee who has progressed beyond the verbal corrective action step may not apply for a posted position, unless permission is obtained from UHRM-Employee/Labor Relations (E/LR). (Policy U703 Progressive Corrective Action)
19. Pursuing a transfer should not in any way jeopardize a staff employee’s present position. The hiring manager should regard an application as confidential material up to the point the employee is a finalist and references are to be checked.

20. The HR administrator and/or hiring manager may consider candidates immediately upon receipt of resumes, including reviewing resumes for basic qualifications.  A job seeker who does not meet the required qualifications is not an applicant and should not be considered.
21. Selection should be based on job-related qualifications including, but not limited to: required or preferred education; experience; and knowledge, skills, and abilities as identified in the job description. Qualifications must be bona fide occupational qualifications. An applicant who is hired must meet the required qualifications listed in the job description.
22. The applicant pool should be sufficient to enable selection of qualified applicants for interviews.  If not, the HR administrator and/or hiring manager should contact UHRM to discuss further recruitment efforts.  If there are no qualified candidates for a position and qualifications are modified to increase the applicant pool, the position must be re-posted for at least seven (7) calendar days.
23. The HR administrator and/or hiring manager must ensure standard administration of the interview processes.  Standard administration includes equal treatment of applicants, avoidance of discriminatory questions, and uniform interview content.
24. The HR administrator and/or hiring manager must provide reasonable accommodations, as determined by the Provost’s Office or UHRM during the interview and testing processes, as requested by an applicant with a disability.
25. An applicant may be tested for job-related competencies using a standardized validated system provided by UHRM.  Screening materials must be reviewed and approved by UHRM prior to administering to an applicant to ensure compliance with the Office of Federal Contract Compliance Programs’ (OFCCP) guidelines for employee selection procedures.
26. When used, approved tests must be given to all applicants under equivalent conditions, must be scored, evaluated, and used as a selection factor equally for all applicants, and must be maintained with other applications and selection materials. Such information must be retained with the search files for three (3) years following the date of the last action on the position (e.g., start date, date candidates were notified of the position being filled).
27. The University encourages and gives priority for all open positions, when appropriate, to current employees of the University through promotions and transfers.  Units and managers are encouraged to allow staff employees to take reasonable time off for interviews.
28. The University encourages consideration of individuals associated with the University (e.g., alumni, spouses/partners of faculty, staff, and students) when appropriate.

29. Reference checking is an inquiry about job performance, usually from people identified by an applicant. The unit 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.
30. 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. Information gathered during the reference check process must be retained with the search files for three (3) years following the date of the last action on the position. (e.g., start date, date candidates were notified of the position being filled).
31. An administrator may request to review available performance appraisal records dating back two (2) years for a current staff employee who has applied for a position. The HR administrator and/or hiring manager is advised to review these performance reviews as part of the selection process. Requests should be made to UHRM-Wage and Salary Administration (Records Office).
32. For an internal candidate, the hiring manager should take special care to ensure the application is confidential, and that contact with the employee’s current unit is not made until the employee is considered a finalist and references are to be checked.
33. An applicant who refuses to sign a profile may be eliminated from further consideration for employment.
34. An applicant who provides misleading, erroneous, or deceptive information on a profile, resume, or in an interview will be immediately eliminated from further consideration for employment and may be subject to termination.
35. On request from the unit, UHRM will conduct a background check. All background checks, at a minimum, will include the following:
    1. verification of Social Security Number;
    2. county criminal records (county of current residence);
    3. state criminal records (state of current residence or state of recent residence if applicant is new to this area);
    4. federal criminal records; and
    5. other kinds of verification checks if a particular position warrants (i.e., sex offender, educational verification, employment verification).
36. Background checks are performed through UHRM and an outside vendor and are in compliance with state and federal regulations. The requesting unit will pay the costs of a background check.  Any position requiring a background check will note the requirement on the job posting.  No employee who is subject to a background check will be allowed to begin working until the background check results have been received and cleared.
37. A background check will apply to a new hire as a condition of employment after a written job offer is tendered to the individual. The release form will also be completed post-offer by the applicant selected (not for final applicants). A background check will be conducted on a current staff employee if he/she is transferring into a position where a background check is required and if a background check was not done when the employee was hired into the University. A background check will not be conducted for an employee transferring to the same job (same duties, responsibilities) in the same unit.
38. A declaration of a conviction as provided on the profile by an applicant will be reviewed by a representative from Employee/Labor Relations (E/LR). Having a criminal history or criminal conviction will not necessarily preclude employment. The nature of the offense and its relevance to the particular job are considered on a case-by-case basis. Considerations will include the nature of the offense, the nature of the position involved, and the implications for the general safety and security of the campus community. University Human Resources Management (in consultation with Legal counsel, when necessary) will evaluate the relevance.

39. The HR administrator and/or hiring manager should consult with UHRM regarding the starting salary of a new hire to ensure nondiscrimination and equity.
40. A staff employee may not be offered or start in a position until after the required seven-day posting period has been completed and a proper search has been conducted. In addition, UHRM verifies that a proposed hire is eligible for University employment (e.g., meets the basic qualifications, completion of the job profile, and if applicable, completion of the clerical testing, completion of the probationary period, not on corrective action, completion of the background check, and not terminated for cause if previously employed by the University).
41. The HR administrator and/or hiring manager should use a standard offer letter approved by UHRM to avoid inadvertently creating a contract of employment.
42. The hire must complete documents listed on the new hire checklist to be entered into the payroll system. 
43. After accepting a position, a University staff employee is responsible for giving sufficient notice to his/her former unit; notification is as follows:
    • for a staff employee paid monthly, provide at least one (1) month advance notice.
    • for a staff employee paid biweekly, provide at least two (2) weeks advance notice.
44. Upon beginning a new position in another unit, a current employee’s unused sick, vacation, and personal holiday accruals will be transferred to the new unit.
45. The HR administrator and/or hiring manager should notify an unsuccessful applicant who was interviewed by indicating such in UChicago Jobs, or by sending a letter or calling the applicant.
46. Recruitment and selection records must be maintained with the search files for three (3) years following the date of last action on the position (e.g., employee’s start date, or the date candidates were notified of the position being filled). These include all materials sent to and received from individuals who qualify as applicants as well as all job seekers who request to be considered for the position. These records are listed below, along with the assumed location where they are stored.
    • Search firm contracts (unit and Procurement Services)
    • Affirmative Action outreach efforts (unit and UHRM)
    • Selection tests or other skills assessment activities (unit or UHRM, depending on who conducts them)
    • Reference checks (unit or UHRM, depending on who conducts them)
    • Verification of degrees, licensure, other credentials (unit or UHRM, depending on who conducts them)
    • Background checks (UHRM)
    • Resume (UChicago Jobs)
    • Cover letter (UChicago Jobs)
    • Profile (UChicago Jobs)
    • Reasons why one candidate was selected over another candidate (unit)

Cross reference:

U201 Equal Employment Opportunity, U203 Temporary Employment, U204 Reference and Background Checks, U208 Termination of Employment, U301 Job Descriptions, U302 Job Classification, U509 Vacation, U511 Personal Holidays, and U512 Sick Leave