Hiring

POLICY

Seton Hall University is an equal opportunity employer and will not discriminate in the hiring process on the basis of sex, religion, race, color, age, national origin, marital status, disability, or veterans status.

The hiring official responsible for administering the hiring process in accordance with the Affirmative Action Policy. Opens positions will be announced to the University community for all present employees to see. Openings not filled from within the University will be placed as equal opportunity ads. Complete records of this process will be kept and files of applicants should be maintained. These may be used and should be reviewed when seeking new employees.

The Human Resources Department must be contacted by anyone planning to take any action to procure help. All hiring procedures must be adhered to.

PROCEDURE

The procedure for hiring has been designed to provide a uniform process for filing vacancies which include faculty, administrators, and staff, whether filled by utilization of a screening committee or searched and screened by an authorized official.

A. Initiate the Personnel Request Form

  1. The hiring official planning to fill a vacancy must first complete a Personnel Request Form and send it to the Budget Office.
  2. Attach a draft of the advertisement (for faculty and administrative positions only) and a list of publications in which you wish the ad to appear.
  3. If the vacancy is a new position, also attach a job description. A job description is not necessary for faculty positions. Since new administrative and staff level positions must be classified, so that a grade and salary range can be assigned, a position description questionnaire should be prepared and submitted to Human Resources well in advance of your request to fill the position. If the vacancy is a replacement the Human Resources office will reference the position description on file for that position.
  4. The Budget office must approve the request to fill a vacancy before further action can be taken. If the request is approved the Budget Office will forward all of the documents to the Human Resources Department. Human Resources will prepare, distribute and post all announcements; prepare and arrange to place all classified ads.

B. Keep a record of all resumes and applications received

  1. The Affirmative Action policy requires the retention of all solicited resumes and applications for a minimum of three years.
  2. Acknowledge receipt of resumes.
  3. All resumes, with acknowledgments attached, and application, should be sent to the Human Resources Office for retention.

C. Screening Committees

If the hiring official decides to utilize a screening committee the committee shall be diverse in its representation of minorities and women. Refer to the Affirmative Action policy relative to the composition and responsibilities of the screening committee.

D. Scheduling and Conducting Interviews

  1. The hiring official/screening committee will be responsible for screening and interviewing applicants for administrative positions.
  2. Prior to commencing the interview have each applicant complete and sign an Application for Employment. The application includes an employment-at-will statement and a release to check references.
  3. The Human Resources Office will assist in screening, testing and placing staff level positions. Interviews will be scheduled with the hiring official.
  4. Prior to making and offer of employment prepare the Affirmative Action Form and submit it to the Affirmative Action Office for approval. The Affirmative Action Form must be approved before an offer can be made.

The Guide to Effective Interviewing provides legal guidelines to interviewing, a special sections on interviewing candidates with disabilities and provides general and specific interview questions to assist you with the interview process.

E. Making an offer of employment

  1. Appointments to faculty positions will be conveyed via the Appointment or Change Form (AOC). The form is prepared by the hiring official and submitted to the Provost and Budget Office for approval. The Budget Office submits the AOC to the Human Resources Office for payroll processing.
  2. The hiring official is responsible for following the same process as Step 1 for staff level positions.
  3. For administrative positions the hiring official should complete a draft of the Administrative Appointment letter provided and submit the draft to the Human Resources Office. This office will be responsible for dispatching and receiving letters of appointment. Following the receipt of the appointment letter from the applicant the Human Resources office will arrange to have the AOC prepared and signed.
  4. The hiring official should refrain from making any formal offer of employment which is independent of the offer and conditions of employment specified in the letter of appointment.
  5. It is imperative that the Appointment of Change Form be completed prior to or immediately upon commencement of employment. Any delay in initiating or subsequent processing of this form should be brought to the attentions of the Human Resources Office. All sections of this form must be properly completed.

F. Orientation, Completion of Personnel Forms

To facilitate compliance with federal regulations and to insure accurate personnel and payro ll records, all newly hired employees are required to report to the Human Resources Office on or before their first day of work. This includes but is not limited to: Adjunct professor, Temporaries, Proctor, Lab Assistant, Teaching Assistant, Graduate Assistants, Research Assistant, Coaches, Staff, Faculty, Administrators, and Maintenance Employees.

Hiring officials are responsible for insuring this procedure is followed.

The newly hired employee will be given a brief orientation and requested to complete pre-employment forms, which include:

  1. U.S. Department of Justice, Immigration and Naturalization Form I-9.
  2. Presentation of legally acceptable proof of identity and work eligibility.
  3. Internal Revenue Form W-4 or W-4A.
  4. Personal and Professional Profile data, including an employment application and reference release forms.
  5. Orientation on policies, procedures and benefits.
  6. Enrollment forms for applicable fringe benefits.
  7. Information concerning University parking policies.
  8. Issuance of an employee identification card.