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Policy

Recruitment and Selection

This policy applies to: All staff. (Individuals covered by collective bargaining agreements should refer to their collective bargaining agreements.)

I. Policy

The determination of each operating unit’s staff requirements, and the designation of jobs in their units including vacancies to be filled, are responsibilities of the dean, director, and department head. The Office of Human Resources has general responsibility for facilitating the hiring process.

II. Guidelines

A. Job Vacancies

All job vacancy notices for staff positions must be posted in myURHR.

Positions suitable for University of Rochester students are to be listed with the Student Employment Office on the River Campus.

B. Priority for Filling Job Vacancies

Is given to qualified persons in the following categories:

  1. Staff members who are to be placed on layoff or staff members who are on layoff status.
  2. Staff members returning from military service who worked at the University immediately prior to induction.
  3. Staff members for whom appointment to a vacant position would represent a promotion or transfer opportunity.

C. Posting Requirements

All vacancies must be posted through the myURHR system for a minimum of 4 days prior to an offer being extended. This requirement complies with federal regulations.

D. University Faculty/Staff Referrals

The University encourages faculty and staff to refer qualified persons to the myURHR career site to apply for consideration. Employment decisions will be made based on the individual’s qualifications and the University’s current vacancies.

E. Individuals Who Return to University Employment

The University recognizes that individuals, including University retirees, may have a desire to return to employment at the University. Appointments to active positions should be processed within myURHR. Individuals returning to University employment, including University retirees, should consult with the Benefits Division of the Office of Human Resources prior to their return to work at the University to discuss the impact on their benefit plan coverage.

Severance from employment from the University and members of its controlled group*

IRS prohibits the voluntary termination of employment by an individual with the intent to be rehired simply to access funds in the Retirement Program of the University or members of its controlled group. All rehires will need to be reviewed by the Benefits Division of the Office of Human Resources prior to reemployment.

Controlled group

IRS prohibits the voluntary termination of employment by an individual with the intent to be rehired simply to access funds in the Retirement Program of the University or members of its controlled group. All rehires will need to be reviewed by the Benefits Division of the Office of Human Resources prior to reemployment.

F. Advertisements

Recruitment advertisements for staff positions should not occur unless an approved position and corresponding job requisition has been processed and posted in MyURHR. All advertisements must include the Equal Opportunity statement set forth in Personnel Policy 100: Workplace Values and Equal Opportunity and comply with Personnel Policy 102: Affirmative Action Policy for Minorities, Women, Disabled Individuals and Protected Veterans. Additionally, all advertisements must comply with New York State’s Pay Transparency Law. The hiring department pays associated costs for coordinated advertisements. Record of all employment ads should be kept in the department for three (3) years.

G. Public Employment Agencies

Federal executive orders require job vacancies of three or more days in duration, paying less than $25,000 per year and not expected to be filled by transfer applicants from within the University, to be listed with the New York State Department of Labor (NYSDOL). The Office of Human Resources lists such vacancies and provides the NYSDOL with the required reports of University hiring activity.

H. Private Employment Agencies

The University does not normally utilize employment agencies. To fill certain positions, however, the services of a private employment agency (search firm) may be necessary. In such cases, the hiring department should consult with the Office of Human Resources may consult with the department regarding selecting and contacting appropriate agencies and negotiating an agreement regarding any department-paid fees.

I. Professional Organizations and Non-Profit Placement and Community Agencies

The Office of Human Resources encourages departments having vacancies requiring specialized skills to make use of non-profit professional organizations and placement agencies. Use of such agencies should be coordinated through the Office of Human Resources.

J. Strong Staffing

When departments have temporary staffing needs, they should call Strong Staffing to receive a temporary employee. All temporary staffing needs must be coordinated through Strong Staffing.

III. Procedures

A full outline of the employment process can be found in the Manager’s Toolkit for Recruiting and Onboarding.

A. Staff Requisitions

Should be created in myURHR link to myURHR guides and training.

  1. Once the requisition is created in myURHR it will be assigned to a Human Resource Liaison who will contact the hiring department with information regarding the hiring process.

B. Applicant Information

Federal regulations under the OFCCP (Office of Federal Contract Compliance Programs) require the University, as a federal contractor, to collect demographic information from each applicant as well as maintain records regarding who applied for each position and the outcome of their candidacy. It is required that hiring managers direct all applicants to utilize the myURHR system when applying for jobs at the University to ensure compliance. For additional recruitment efforts made via third-party platforms (Indeed, LinkedIn, etc.) departments will need to maintain all recruitment records at the department level for three (3) years to include all advertisements/outreach efforts and all applicants who offer an expression of interest (qualified or not).  Because compliance is critical, the Human Resource Service Center, Talent Acquisition Office or Human Resource Business Partner should be consulted in these cases to ensure the process is compliant with federal regulations.

C. Referrals

Applicants can be viewed by hiring managers in the myURHR system. Applicants referred by internal or external parties should apply in this applicant tracking system as well to be officially considered as an applicant.

D. Interviews

Departments should schedule interviews with candidates directly. In interviews with each candidate, the supervisor should outline specific duties and responsibilities of the job, discuss the special knowledge and skills required to perform the job, and the candidate’s qualifications for the position.

E. Tests

Any test a department wishes to use as a tool in determining the applicant’s ability and knowledge must be validated by the Office of Human Resources prior to being administered. The Office of Human Resources is responsible for determining the validity of tests and their relationship to vacancies and technical compliance with EEO guidelines.

F. References

The hiring department has the primary responsibility for collection of professional references prior to extending any offer of employment. Tools that assist in collecting references are available in MyURHR.

G. Employment Selection

The hiring department has the primary responsibility for making the final candidate selection. The Office of Human Resources can assist in assessing candidate skills and offer recommendations as needed. All employment decisions are based solely upon the individual’s qualifications for, and ability to perform the essential functions of the position being filled, with or without reasonable accommodation and without regard to the applicants protected status as per Policy 102: Affirmative Action Policy for Minorities, Women, Disabled Individuals and Protected Veterans.

H. Special Degree or Licensure Requirements

There are some positions within the University that require a specific degree or license.  The Office of Human Resources will verify the education and/or license of the final candidate. All offers will be contingent upon successful verification of education and/or license.

In cases where licensure needs to be checked on an on-going basis the department will perform such tasks and keep record of the verification in the department file.

I. Offers of Employment

Offers of employment must be coordinated with Human Resources. Offers cannot be made without the prior review and approval of Human Resources. An offer made by anyone without the express approval from the Office of Human Resources will not be considered an official offer of employment with the University.

J. Collection of I-9s

The Human Resource Service Center is responsible for collecting an I-9 form (required by the US Citizenship and Immigration Services) to verify an employee’s identity and to determine eligibility to work in the United States. The employee must complete section one of form I-9 no later than the first day of work. Section 2 of form I-9 must be completed no later than the third day of work. If appropriate documentation is not provided by the employee by the third day of work the employee will be terminated.

K. Criminal Background Check

The Human Resource Service Center conducts criminal background checks on all final external candidates. All offers are contingent upon successful completion of the pre-placement requirements.

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