Staff Employment Procedure
Overview
Samford University is an equal employment opportunity employer that actively seeks to attract, hire, and retain a high caliber diverse workforce comprised of employees whose talents and experiences best equip the University to accomplish its mission.
As such, the University is committed to providing a workplace that offers equal employment opportunity for all persons. Samford University will not discriminate against or harass any employee or applicant for employment because of race, color, ancestry, national origin, sex, disability, or age. With respect to religion and creed, as permitted by law, the university reserves the right to exercise discretion in employment decisions to employ persons whom the University believes share and will further the values and mission of the University.
These employment procedure guidelines are provided to assist hiring officials, search committees, and support staff, as they plan, initiate, and/or participate in the University's search and selection process by:
- Summarizing the hiring process (click here for flowchart);
- Clarifying roles and responsibilities;
- Providing strategies for developing diverse and qualified applicant pools;
- Offering guidance about effective screening and selection criteria; and
- Providing tools, resources and samples of forms and letters needed during the process.
Procedure
The goal of the following procedures is to help hiring officials recruit and hire qualified individuals who can contribute to the mission of Samford University. This should be the focus of all aspects of the search and selection process, including planning, advertising, screening and interviewing, and making decisions to hire.
Staff Employment Requisition
Any request to hire, whether for a new position or for a replacement, must be made by completing a Staff Employment Requisition (all forms are located at the Human Resources Form Library) and obtaining all necessary signatures. The requisition form is routed in the order of the signatures required in the signature section of the form.
The requisition must contain minimum requirements for the position; education, prior employment experience; and any required licensures and/or certifications. In addition, if any skills assessments are to be used, this must be indicated on the requisition (see "screening"). A job description must accompany the requisition (a template can be obtained at the Forms Library).
In order to curb the proliferation of job titles, there are standard job titles that must be used or approval must be obtained to add a new job title to the position control system (as in the case of a new position). Therefore, please be aware that there are some controls on job titles and efforts are made to standardize titles.
If the requisition is to replace a person, be certain that the termination portion of the Change of Status Form has been completed terminating the employment of the person the requisition is replacing.
Posting
Once the requisition is approved, the position will be posted. All posted positions will be posted for a minimum of 3 business days on the Samford University website as well in the Human Resources department.
Jobs may also be advertised in local and/or national publications. Ads must be placed/approved by Human Resources.
Job offers must not be made either officially or unofficially until the job is posted.
Application Process
In order to apply for a specific open position, interested persons may email, mail or fax resumes or they may come to Human Resources and complete an Application for Employment.
Resumes that are not submitted in response to a solicitation for a specific, open position will not be considered or retained.
To be considered as an applicant, individuals submitting an Application for Employment or resume as a result of an advertisement or job posting must identify a current open position. If an individual submits a resume or Application for Employment which does not identify a current open position, the individual will not be considered to be an applicant.
Applicants wishing to be considered for employment with Samford University must apply through the Human Resources Department.
Recordkeeping
Keeping thorough and accurate records are a very important part of the employment process.
Records that department interviewers must maintain are:
- Applicant Referral Information form; complete and return to HR
- Interview notes on each interview (these may be kept in the department or filed with HR). Do not make notes on the application or resume.
- Records of any testing results should be sent/returned to HR.
The Human Resources Employment Coordinator is charged with maintaining a record of all persons who submit a resume or application for each specific open position and all information submitted in connection with that application or resume.
Screening
Once the job has been posted the Human Resources Employment Coordinator will screen all submitted resumes and applications to determine the most qualified applicants who should be interviewed for the position. The screening may take place by:
- Comparing the minimum requirements of the job to the qualifications of those submitting applications/resumes.
- Telephone interviews of qualified applicants for determination of compatibility with Samford University's mission, salary ranges, or other job related factors.
Testing
Testing or assessment of knowledge and skills will be conducted by Human Resources on an as needed basis. If assessment of a candidate's skills on Excel, PowerPoint, Word or any other office computer application is desired, the department manager/interviewer must indicate on the Employment Requisition form the testing that is required so that the appropriate assessment can be developed.
A complete list of the tests that are available can be found on the Staff Employment Requisition form in the Forms Library.
Some department interviewers prefer to interview and then have applicants tested and some prefer to have applicants tested and then interviewed. Either is acceptable as long as all applicants for the same job are handled consistently.
Human Resources will notify departmental interviewers of the testing results.
Referrals
After screening and testing, qualified applicants will be referred to the department interviewer. The department interviewer will select the most qualified applicants to be interviewed from these referrals.
Internal applicants who meet the minimum qualifications for the job will be referred and must be interviewed by the department interviewer.
A note of acknowledgement of receipt of resume/application should be sent by the hiring department to each applicant via email or U.S. Mail. (Approved text available through HR)
Background Screening
Samford conducts a background screen on every final candidate for employment in all staff and faculty jobs. This screen must be successfully completed in order to be employed. The screen includes but is not limited to criminal background, driving record, and social security number verification. Credit/Financial history and drug testing may also be required by some departments.
A signed background release form must be on file for the final candidate before the background screening can be conducted. The Background Check Authorization form may be found on this website in the Forms Library.
Selection
After all applicants have been interviewed by the departmental interviewer the Employment Coordinator will confer with the departmental interviewer to determine if a selection can be made. If so, any required background checks (such as verification of education, prior employment, licensures, and certifications, as applicable, and reference checks).
After the most qualified applicant is selected and all background checks are satisfactorily completed, an offer should be extended to the applicant (see Offer Letter). The starting salary should be discussed with Human Resources before an offer is extended.
Notify the Employment Coordinator in HR by email as soon as possible after an offer has been extended and accepted. The hiring department must complete a Staff New Hire Form then send through the signature route to complete the employment process.
Applicants who are not selected should be informed of their status in a timely manner. See Rejection Letter for language that can be used in a letter or email to interviewed applicants that are not selected.
Checklist
Employment decisions can subject the University to significant liability and that is why we have guidelines to help us reduce our exposure to such liability. Please review the following checklist before, during and after the hiring process:
- Termination form for an exiting employee has been completed
- Minimum requirements for the job have been written
- Requisition with obtained appropriate signatures has been submitted
- A determination has been made if any testing is necessary
- Information on all referred applicants has been reviewed
- A note of acknowledgement of receipt of resume/application sent to all applicants
- All qualified internal applicants have been interviewed
- A decision to hire based on the most qualified applicant and without regard to race, gender, age or any other protected factor will be made
- An Employment Application has been completed by the candidate
- A background screening release form has been signed by the prospected new employee and results have been returned
- An Offer Letter and Rejection Letters are completed as appropriate
- The new Employment Application has been completed by hiring department and sent through the approval route
Final Step
Once a hiring decision has been made the final step is to complete paperwork.
- Part-time employees may visit Human Resources the first day of employment.
- Full-time employees must attend an orientation before (if possible) or immediately after hire date.
As the date, time and place for orientation may vary depending on the volume of new hires, please contact Human Resources (726-2390) for verification.
