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The following operational procedures apply to all regular full-time positions and all regular part-time positions. Student employment is specifically not covered by these procedures. Exceptions to these policies may be granted by the President where there are extenuating circumstances (i.e., promotion). The procedures are designed to ensure the appointment of qualified personnel and the success of the affirmative action program at the University. The search committee or others involved in the employment process who feel these procedures are not being followed are encouraged to contact the Affirmative Action Officer (See Human Resource Services Policies and Procedures, Section 1).
4.2 Steps in Employment Procedures
(For specific checklists, please refer to the Human Resource Services website.)
4.2.1 Advance Approval to Fill the Position
Approval to fill a vacant position shall be obtained in writing from the appropriate Academic or Administrative Officer. The appropriate Academic or Administrative Officer is the Officer reporting to the President at the Vice President level who has overall responsibility for the unit in which the position vacancy exists. Requests for approval shall be initiated in the administrative unit where the vacancy exists. The Compensation Manager may review the position to recommend the appropriate position classification and status in compliance with the Fair Labor Standards Act. Positions must be properly classified before advertising.
4.2.2 Selection of a Search Committee
A search committee shall assist in the search for all administrative and faculty positions (EEOC codes 1 and 2). In the case of a faculty appointment, the departmental chairperson shall call a meeting of all departmental faculty members, who shall vote to determine the composition of the search committee, which may include the departmental chairperson and may include faculty members outside the department. In other cases, the appropriate Administrative or Academic Officer, after consultation with the constituency involved, shall appoint a representative search committee. In all cases, it is desirable that the committee have both female and minority representation. For searches to fill a faculty position, the search committee shall elect its own chairperson. For searches to fill a departmental chairperson position, the Dean of the College shall appoint the chairperson, who may be a faculty member from another department. For all other searches, the chairperson of the search committee shall be appointed by the appropriate Administrative or Academic Officer.
4.2.3 Preparation of Position Summary and the Required Qualifications
A position summary with the required qualifications shall be prepared in the administrative unit. For those searches for which a search committee is required, it shall be the responsibility of the search committee, in consultation with the administrator if the latter is not a member of the search committee, to prepare the position summary with the required qualifications. For all other searches this is the responsibility of the administrator or his or her designee. The search committee shall invite the views of the unit's membership.
In cases where a description exists for an administrative position or where a nonexempt position is within the Clerical and Support Classification and Compensation Plan, the position description mentioned in Human Resource Services Policies and Procedures, Section 11.3.1 may be used as a guide (See Exhibit P/P-14).
The position summary and required qualifications should not be as detailed as this job description. Criteria used for each position should be comprehensive and valid in light of actual demands of the position. In those cases where academic rank is associated with the position, the criteria should reflect the requirements for rank as specified in the Policy on Academic Appointments and Promotion (See Faculty Handbook, II-09). The position summary and required qualifications must include the following items: position, title, account number, position number, education, experience, salary range (optional), full or part-time nature of position, termination date if position is of a specific duration, description of duties and responsibilities of that position, and the Affirmative Action Statement:
WE ARE AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER. WE COMPLY WITH TITLE IX OF THE EDUCATIONAL AMENDMENTS OF 1972. WE COMPLY WITH THE REHABILITATION ACT OF 1973, THE VIETNAM ERA VETERANS' READJUSTMENT ASSISTANCE ACT OF 1974, AND THE AMERICANS WITH DISABILITIES ACT.
The position summary also will include the following statement of the employment eligibility verification requirement:
TTU will hire only U.S. Citizens and aliens lawfully authorized to work in the U.S. All new employees will be required to complete an employer's verification form, I-9, no later than three (3) days from date of hire.
4.2.4 Preparation of the Advertising Plan and Recruiting Efforts
All positions must be advertised in the appropriate labor market. For those searches for which a search committee is required, the search committee, in consultation with the administrator, if the latter is not a member of the committee, shall prepare a written advertising plan. For all other searches, the administrator or his/her designee shall prepare a written advertising plan. The advertising plan shall consist of a detailed listing of where the vacancy will be advertised and what affirmative action efforts will be taken to recruit women and minorities. These affirmative action efforts must include a description of planned, direct personal contacts with potential black and female applicants. Every effort should be made to recruit highly qualified people, and special efforts must be made to recruit persons to the applicant pool from underutilized groups, such as blacks, all other minorities and women. Affirmative action with respect to individuals with disabilities is also required.
Consultative assistance with recruitment and other personnel matters may be obtained from the Human Resource Services Office and the Affirmative Action Office. The Human Resource Services Office can provide, via email, a word document in label format of possible sources of minority applicants. The advertising plan, the position summary and the required qualifications shall be approved by the appropriate Academic or Administrative Officer and approved by the Affirmative Action Office prior to the advertisement of the position. For faculty searches, approval must be obtained from the Chairperson of the Department and the Dean of the College or the equivalent administrator.
4.2.5 Preparation of the Advertisement
For those searches for which a search committee is required, the search committee, in consultation with the administrator if the latter is not a member of the committee, shall prepare a written advertisement. For all other searches, the administrator or his/her designee shall prepare a written advertisement. This advertisement shall be consistent with the position summary and required qualifications and shall be written exactly as they are to be advertised. The advertisement shall also include the closing date. For administrative and faculty positions, if desired, the closing day may be specified as follows: Initial review of applications will begin on (date); applications will be accepted until the position is filled for receipt of applications and the abbreviated affirmative action statement:
AA/EEO
If the position is within the Clerical and Support Classification Plan, the starting salary of the position will be included (See Exhibits P/P-1 and P/P-3). The advertisement shall be approved by the departmental peers for a faculty or chairperson appointment, and in all cases shall be approved in writing by the appropriate Academic or Administrative Officer prior to the advertisement of the position. A copy of the position summary and required qualifications (See Human Resource Services Policies and Procedures, Section 4.2.3) shall be attached to the advertisement. All advertisements shall be written as an abbreviated form of the position summary and required qualifications. If a prospective applicant requests more information about a particular job, reference can be made to the position summary and required qualifications for more details. A copy of the advertisement must be sent to the Human Resource Services Office prior to the placement of the advertisement.
4.2.6 Placing of the Advertisements
After receipt of written approval of the advertising plan and the advertisement, the University, through the Human Resource Services Office, will post all vacanies on the Human Resource Services website and distribute Job Opportunities notices to all offices on campus and externally to the Vocational Rehabilitation Office and Tennessee Department of Labor and Workforce Development Offices. Personnel in the administrative unit in which the vacancy exists will place the advertisements and take other steps in accordance with the advertising plan. All advertisements must include the abbreviated affirmative action statement. (See Human Resource Services Policies and Procedures, Section 4.2.5)
4.2.7 Minimum Amount of Time for Advertising
The time required for advertising clerical and supporting position vacancies is ten (10) calendar days to allow Tennessee Technological University employees sufficient opportunity to be aware of possible advancement opportunities on campus. All administrative, faculty and professional non-faculty vacancies must be advertised for a minimum of thirty (30) calendar days. Exceptions to this policy may be granted by the President.
4.2.8 Advertising Anticipated Vacancies
With the appropriate approval, administrative units may periodically solicit applicants for anticipated position vacancies through the use of general purpose advertisements. This advertising approach may replace the normal advertising procedure if a representative applicant pool, containing strong applicants, can be generated in this manner. These advertisements should not imply that vacancies are a certainty, but should deal with what might be anticipated and should encourage interested people to apply for a range of possible positions.
4.3 Application Process
4.3.1 Application Process for Faculty and Administrative Positions
All prospective applicants for faculty and administrative positions must complete the appropriate faculty or administrative University application form (See Exhibits P/P-5A and P/P-6). In this way, all applicants will be given an opportunity to indicate their status as a member of an underutilized group and to become aware of the employment eligibility verification requirement (See Human Resource Services Policies and Procedures, Section 6). To assure the University's compliance with the Federal Employee Selection Guidelines, any testing of applicants by departments shall be limited to tests which have been reviewed by the Director of Human Resource Services.
4.3.2 Application Process for Clerical and Supporting Positions
All prospective applicants for clerical and supporting positions will be required to complete the University clerical and support application form (See Exhibit P/P-5B). Applicants who are applying for positions which require clerical skills may be tested by Tennessee Department of Labor and Workforce Development personnel using validated typing, shorthand and general clerical skills tests. The results of these tests will be forwarded to the Human Resource Services Office along with the referral card from Tennessee Department of Labor and Workforce Development. The Human Resource Services Office will use the test results to screen applicants according to the minimum clerical skills requirements. To assure the University's compliance with the Federal Employee Selection Guidelines, any testing of applicants by departments shall be limited to tests which have been reviewed by the Director for Human Resource Services.
4.4 The Applicant Pool
4.4.1 Review of Applicant Pool Prior to Screening
For those searches for which a search committee is required, the chairperson of the search committee shall receive all applications, ensure that all procedural requirements are followed, and prepare the dossiers of applicants for evaluation by the search committee. Prior to beginning the evaluation of applicants, or other selection procedures, the applicant pool (those applicants enumerated in Human Resource Services Policies and Procedures, Section 4.4.2, plus those who begin but do not complete the application process) shall be approved by the appropriate Administrative or Academic Officer and approved by the Affirmative Action Officer to ensure adequate representation of applicants for underutilized groups.
If there is inadequate representation of minority and female applicants, it may on some occasions be necessary to reopen the search and/or extend the deadline to strengthen the efforts. In determining whether or not the search must be reopened or the deadline extended, the Administrative or Academic Officer will consider, in consultation with the Affirmative Action Officer, the efforts that have been made to reach minority and female applicants together with the percentage of minority and female persons in the appropriate labor market.
4.4.2 Who May be Considered an Applicant
The following individuals are bona fide applicants:
A. Those responding (including a telephone inquiry) to any part of the advertising plan on or before the closing date, completing the application form and Background Investigation Consent Form within a reasonable specified time frame and submitting vita, transcripts, letters of recommendation, etc., as required within the specified time frame.
B. Persons not reached by the advertising plan who inquire as to a possible opening on or before the closing date, who appear on the basis of initial information to be qualified, or possibly qualified, for the position as advertised, and who complete the application form and Background Investigation Consent Form and submit other requested materials within the specified time frame.
4.4.3 Immediate Elimination
In cases in which an applicant is clearly and obviously not qualified for the position (Example: an M.A. when the job description requires a Ph.D.) the applicant may, with the approval of the appropriate Academic or Administrative Officer, be immediately informed that he/she is not considered a qualified candidate, thus eliminating the need to compile a complete dossier.
4.5. Evaluation of Applicants
The search committee (for positions in EEOC Codes 1 and 2), in consultation with the departmental peers, shall evaluate the qualified applicants in terms of their strengths and weaknesses with respect to the criteria in the position summary and required qualifications. In the evaluation of the applicants, the search committee (for positions in EEOC Codes 1 and 2), shall determine whether each applicant is qualified or unqualified for the position, including, where applicable, meeting minimum qualifications for the academic rank for which he or she is being considered. The administrator or his/her designee shall carry out the above evaluation functions for searches for which a search committee is not required. If it is determined that applicants are unqualified, the reasons must be given in each case. Applicants should not be ranked numerically; however, the search committee or administrator (or his/her designee) may compile a list of applicants exhibiting particular strengths and weaknesses.
4.5.1 Preliminary Written Evaluation of Applicants
When applicants are being evaluated, written documentation is required. One type of documentation that may be used is a chart listing on one dimension the criteria for the position (See Human Resource Services Policies and Procedures, Sections 4.2.3 and 4.2.5) and on the other dimension the names of all the applicants. In the chart, some assessment of each applicant's strengths and weaknesses can be recorded (See Exhibits P/P-2 and P/P-4). Applicants shall be evaluated solely in terms of the specified criteria in the position summary and required qualifications (See Human Resource Services Policies and Procedures, Section 4.2.3) and the advertisement (See Human Resource Services Policies and Procedures, Section 4.2.5). No other considerations are valid. This preliminary written evaluation must be completed prior to interviewing any applicants. Approval must be obtained from the Affirmative Action Office prior to interviewing any applicants.
4.5.2 Selection of Applicants to be Interviewed
For positions in EEOC Codes 1 and 2, after the initial evaluation of the applicants, it shall be the responsibility of the search committee, in consultation with the faculty and the administrator if the latter is not a member of the committee, to recommend candidates to be invited to the campus for an interview. Ultimate approval of how many candidates may be invited rests with the President or the Vice President for Academic Affairs who determines the availability of funds for interviewing candidates. Funding for such interviews shall come from the Office of the Vice President for Academic Affairs. For non-EEOC Codes 1 and 2 searches, the administrator or his or her designee shall decide how many and which applicants shall be invited for interviews. Candidates for positions other than EEOC Codes 1 and 2 will not usually be reimbursed for interview expenses.
4.5.3 Final Written Evaluation of Applicants
Based upon the preliminary written evaluation (See Human Resource Services Policies and Procedures, Section 4.5.1) and the results of the interviews, the search committee (for EEOC codes 1 and 2 positions) or the administrator or his/her designee (for non-EEOC codes 1 and 2 positions) shall complete a final, written evaluation.
In the case of the appointment of a faculty member, this evaluation will be submitted to the departmental faculty who, by means of a secret ballot, will make a recommendation relative to the suitability of each candidate for the position and relative to the strength of faculty support for each candidate for appointment.
In the case of the appointment of a departmental chairperson, the departmental faculty will, by secret ballot, be polled relative to the suitability of each candidate for the position and relative to the strength of faculty support for each candidate interviewed.
In the case of the appointment of an academic administrator other than a departmental chairperson, the faculty members of each academic unit under the purview of that administrator will, by secret ballot, be polled relative to the suitability of each candidate for the position and relative to the strength of faculty support for each candidate interviewed. It is neither necessary nor desirable to reduce to one the candidates considered acceptable for an administrative position, including that of departmental chairperson.
In all cases where academic rank is associated with an appointment, and where rank is not specified in the advertisement, the departmental peers (as defined in the TTU policy on Academic Appointments and Promotions, See Faculty Handbook, II-09) shall be polled by a separate secret ballot from that required above as to the appropriate rank to be awarded.
4.6 The Appointment of an Applicant
4.6.1 Required Documentation for Appointment Recommendations for All Positions
All recommendations shall be accompanied by a copy of the position summary and required qualifications, the advertisement (See Human Resource Services Policies and Procedures, Sections 4.2.3 and 4.2.5), the completed Personnel Action Form, and the supporting materials on the recommended applicant, as well as materials on all applicants. Rejected applicants from underutilized groups shall have fully documented reasons if the affirmative action goals for the job category in question have not been met by the University. Also, the documentation described in Human Resource Services Policies and Procedures, Sections 4.5 and 4.5.3 shall be submitted before the final appointment by the President or his/her designee. Budget appointment information must also be included. The matrix form is available in the Affirmative Action Office.
4.6.2 Procedure for Recommending Appointments for EEOC Code 1, 2 and 3 Positions
After screening (including interviews with the Vice President for Academic Affairs and/or President), the Chairperson or other appropriate officer, in keeping with the evaluation of the search committee and votes and/or polls of the faculty in cases where these are required, with the approval of the appropriate Academic or Administrative Officer, should make a final recommendation of an applicant, accompanied by the required documentation, to the President. The "Verification of Affirmative Action Data for Employment" form (See Exhibit P/P-9) must be completed. This form is available in the Affirmative Action Office.
A. Faculty Proficiency in Oral and Written English
Effective January 1, 1985, all candidates for faculty positions must be evaluated on their ability to communicate effectively in the English language. When appointing new full-time faculty and new part-time and/or temporary faculty, item number 25 on the Personnel Action Form must be completed by the originating department certifying that the applicant can communicate effectively in the English language.
4.6.3. Procedures for Recommending Appointments for All Other Positions
The supervisor, with the approval of the appropriate Academic or Administrative Officer, shall submit a written recommendation of an applicant, accompanied by the required documentation, to the Director, Human Resource Services.
4.6.4 Employment Subject to President's Approval
No conditional or any other type offer or commitment may be made to an applicant until the President or his/her designee has approved the recommendation for employment. This recommendation is considered totally confidential until final approval is received. This would preclude the recommended candidate's being informed of his/her status as the person being recommended.
4.6.5 Orientation Procedures
Prior to beginning employment, a new employee must sign an employment contract letter and complete both an I-9 and W-4 in the Human Resource Services Office. At that time the employee will be given a packet of information regarding benefits. Employees should familiarize themselves with this information prior to their new employee orientation. New employees should then make an appointment with a member of Human Resource Services Staff for a new employee orientation as outlined in Exhibits P/P-39 and P/P-40.
4.6.6 Employment subject to the approval of the Chancellor
4.6.6.1 TBR Guideline P-010 requires approval by the Chancellor for the following positions:
A. All vice presidents (academic, business, student affairs, etc.) including interim appointments.
B. Academic deans, academic department and/or division heads, directors of the centers of emphasis and excellence including those officers who with varying titles have line responsibility for administration of academic faculty or staff at the academic disciplinary unit level.
C. Appointments, promotions and/or transfers to positions with salaries in excess of $75,000 (The promotion process for faculty is governed by TBR Policy 5:02:02:00.)
D. Any other positions which may be designated by the Chancellor.
4.6.6.2 In addition to other information required to be submitted under this policy, the following information should be submitted at the time of the request to hire:
A. In addition to the name, race, sex and position which the recommended candidate will fill, a description of the candidate's qualifications as they relate to qualifications sought. A copy of the candidate's vita must be included.
B. Names of all applicants for the position.
C. Names of final candidates from which interviewees were chosen.
D. Names of those chosen for interview.
E. Names of members of the search committee.
F. List of all publications, publication dates and copies of the advertisements for the position.
G. A copy of the position announcement.
H. Vitae of all candidates.
I. Certification (TBR Form A-3) by the chair of the search committee that:
1. the candidate for hire meets or exceeds the criteria published in the job description.
2. the advisory search committee screened the candidate for hire.
3. the search committee was diverse and if not, the explanation of why it was not diverse.
4.6.7 Notification of Applicants
All applicants who requested that their applications be sent and/or who were interviewed from the list of referred applicants supplied by the Employment Manager in the Human Resource Services Office must be notified in writing by the Chairperson of the search committee or appropriate administrator that the search has been concluded and a selection made, or that the position is being readvertised, in which case each such applicant shall be appraised of the status of his/her application.
4.7 Checklists for Personnel Appointments
Three separate checklists for personnel appointments exist for administrative, clerical/support and faculty appointments (See Exhibit P/P-7A, P/P-7B and P/P-7C). The applicable checklist must be completed and signed by the appropriate academic or administrative officer.
4.8 Emergency Provisions
In the event the President determines there is an extreme emergency, he or his official designee may grant exceptions to the provisions of this section.
4.9 Pay Schedule
Regular full-time and regular part-time positions are paid on the last working day of each month. Employees hired on or after July 1, 1992 are required to participate in direct deposit. Payroll checks are distributed through the departments. Payroll checks and direct deposit stubs should be given to employees directly and should not be placed in office mail boxes or sent through campus mail. Departments must return any unclaimed payroll checks to the TTU Business Office within two (2) weeks after issue of the checks.