PBYA, PCED, PCPR, PCPY, PERD, PKON, PLMT
Approval required:
Department Head, Control Point, VCSA, HR
Procedure:
Discuss with control point and VCSA Office; submit request via Smartsheet
Staffing accounts for about 80% of Student Affairs department expenditures. Every staffing decision is critically important, both in terms of service to our students and long-term sustainability of our organization.
The Spring 2020 campus hiring freeze was lifted and Student Affairs reverted to its prior ‘exception to hire’ process. This means that departments should request to hire a new staff member only after other avenues have been exhausted (e.g., deferral, reassignment, or reorganization). Given our shared goal to maintain our current workforce (i.e., preserve the jobs of existing staff members), our default position is not to fill vacant positions.
However, departments can and should request to fill vacancies when:
1.
There is a truly exceptional need and
2.
The duties cannot be reasonably accomplished by a) reassigning staff within the unit or cluster to the role or b) reorganizing the unit to redistribute unmet responsibilities with current staffing.
If you determine that filling a vacant position is the best course of action, first consult with your control point. If they support the request, submit an SA Hiring Exception Approval form in Smartsheet.
Please keep in mind that the VCSA will not be able to approve all hiring requests.
Advertised Range
We will usually not approve a figure exceeding the 25th percentile when advertising the salary range.
New Hire Range
We will usually not approve a figure exceeding the 33rd percentile when making final salary offers.
Consider Internal
Hiring Where Appropriate
If hiring is approved, please consider internal or internal-to-external recruitments when there is a reasonable possibility that there are qualified candidates already employed in the Division of Student Affairs.
All internal recruitments must be consistent with equal employment and affirmative action objectives established by the campus. Internal and Internal-to-External Recruitments can only be approved by HR. Please contact Tori Stoeckinger by email to discuss whether an internal recruitment might be appropriate for the position.
Job Advertisements
Advertising should be conducted strategically and limited to the most effective sourcing publications. Generally, consider 1% of the maximum advertised rate to be a maximum budget for ads, but keep in mind that some jobs can be filled without advertising and others will require additional outreach.
Recruitment Expenses
Zoom interviews are strongly encouraged, especially for first-round interviews. This reduces University expenditures and creates a more equitable recruitment process for candidates.
In-person recruitment should be reserved for positions with exceptional impact, where it is difficult to assess candidate qualifications virtually, and/or where there have been significant challenges to recruit highly qualified candidates.
As in the past, all travel and entertainment requests require prior approval from your control point.
Relocation Expenses
Relocation expenses are considered exceptional and should only be considered in rare circumstances, such as: where there have been significant recruitment difficulties in attracting candidates with the required skills, knowledge, and abilities unique to the position; or where there is a uniquely and exceptionally qualified finalist for a senior-level or highly specialized position.
See G-13 (Moving and Relocation).