These positions would include Project Director, Researc

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UNCHiring ProceduresFaculty/Exempt

• Independent Review
• Screening Committee
• Search Committee
• Requirements for Hiring International
• Faculty or Staff

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Procedures recommended in selecting exempt
administrators/faculty at UNC

• The University of Northern Colorado is committed
  to equal employment opportunity and a diversified
  workforce and to ensuring that no one is excluded
  from consideration for employment because of
  race, age, religion, sex, national origin, sexual
  orientation, veterans status, political
  affiliation, or disability. With this thought in
  mind, all employment-related actions shall be
  based solely on valid nondiscriminatory criteria
  and requirements with a goal of employing those
  individuals who best meet the needs of the
  University, the department, and the Human
  Resources website at www.unco.edu/hr.
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Position Review

• All exempt administrative positions must be
  approved for exemption by the State Department of
  Personnel prior to beginning the selection
  process.
• When a position is vacant or newly created, the
  hiring authority will review the duties and
  responsibilities and the minimum education and
  experience requirements to ensure that all
  criteria truly reflect the skills and abilities
  necessary in performing the tasks assigned. If
  changes are necessary, these changes must be made
  prior to beginning advertising for the position.
  If assistance is needed at any time in the review
  or job development process, the hiring authority
  may contact Human Resources for assistance.
• When the hiring authority has completed reviewing
  the job description and made appropriate
  revisions, the Position Authorization Form (PAF),
  Vacancy Announcement, and Job Description must be
  completed with appropriate signature(s) and
  processed for approval.
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Independent Review

• The hiring authority receives all applicant files
  and reviews, personally, to narrow applicant pool
  to a short list.
• Those on the short list may be interviewed via
  telephone or in person by the hiring authority
  and/or others deemed a part of the hiring
  decision.
• The hiring authority is responsible for ensuring
  compliance with the Universitys commitment to
  diversity.
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Screening Committee

• The hiring authority may appoint a committee of
  one to three subject matter experts to review all
  applicant files and screen for minimum
  qualifications.
• The screening committee refers only those files
  of applicants successfully meeting the minimum
  requirements.
• The hiring authority may request that a
  representative from Human Resources perform this
  screening.
• The hiring authority is responsible for ensuring
  compliance with the Universitys commitment to
  diversity.
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Search Committee

• The hiring authority may appoint a committee to
  perform any or all aspects of a search except for
  the final selection.
• This includes suggesting selection criteria to be
  applied to all applicants, reviewing all
  applicant files, developing a short list,
  conducting telephone and/or preliminary
  interviews to determine the recommended
  finalists, conducting references checks, and
  making recommendations for final consideration to
  the hiring authority for interview and selection.
  
• The hiring authority retains the right to
  consider any or all applicants and retains the
  responsibility for the final selection. The
  hiring authority should determine the exact role
  of the committee prior to the committee beginning
  work.
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Search Committee (continued)

• This option shall be used for filling academic
  dean and above positions unless the President
  approves an interim or Request for Direct
  Appointment
• No interim appointment to an exempt
  administrative position shall be considered final
  until the President and the Board of Trustees
  have approved it.
• The number of members of a search and screening
  committee shall not exceed five (5) unless a
  larger number is approved by the Vice President
  or President due to unusual circumstances.
• In composing a search and screening committee,
  the hiring authority should carefully consider
  unique personal, professional, cultural and
  organizational contributions sought from each
  potential member.
• When a search and screen committee process is
  used to fill a position for level four (4) and
  below, unless specifically authorized in writing
  by the President or appropriate Vice-President,
  the maximum travel allowance for bringing
  candidates to on-campus interviews shall be five
  hundred dollars (500) per candidate. The use of
  less expensive technology to conduct interviews
  is encouraged.
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Search Committee (continued)

• Once the hiring authority has determined the
  selection method, a recruitment plan must be
  developed indicating in what geographic area the
  position will be advertised and through what
  method. Normally, the position is announced for a
  minimum of ten (10) calendar days. This time may
  be extended based on the type of coverage i.e.,
  local, regional, or national. Human Resources
  advertises all searches in higheredjobs.com and
  the UNC Report.
• The hiring authority must submit current forms of
  the Position Authorization (PAF) along with all
  required documents (vacancy announcement,
  recruitment plan, written charge, screening
  criteria, list members of the search and
  screening committee). The hiring authority
  forwards all documents with PAF signatures to the
  University Budget Director for funding approval
  and then to the Director of Human Resources for
  approval and announcement.
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Search Committee (continued)

• Selection
• Once the hiring authority has interviewed all
  finalists, verified references, and determined
  the candidate who best meets the needs of the
  department and the position, a tentative offer
  may be made. It is advisable that, prior to
  making the offer of employment, the hiring
  authority discusses the tentative offer with the
  appropriate Vice President and/or Dean. The
  hiring authority or committee chair, if a
  committee is used, must complete the
  ClosingContract Offer form and submit for
  approval with signatures prior to issuing a
  contract or letter of intent.
• All original documents submitted in the
  application process become a permanent part of
  the employees personnel file.
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Search Committee (continued)

• Selection
• The search is deemed closed once a successful
  candidate is hired. The AAEO Coordinator will
  oversee the Exit Interview and submit the form to
  Employee Relations. Any subsequent issues
  regarding the search process should be directed
  to Employee Relations.
• To close the search the hiring authority must
  submit to Employee Relations the ClosingContract
  Offer form with all position finalists and
  signatures the Search Chair Check Off List with
  all its enclosures and the finalist files.
  Applicant files and all other search materials
  are stored with the hiring authority.
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Search Committee (continued)

• If a search fails to produce a successful
  candidate, the hiring authority may
• Personally review or direct the committee members
  to review all applicant files to determine other
  finalists to consider
• Begin the hiring process again using the same or
  different process/committee or
• Request a Direct Appointment based on extenuating
  circumstances with approval by the Vice
  President, President and Board of Trustees prior
  to appointment.
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Hiring a Candidate with Non Immigrant Visa
Status

• Once candidates have been interviewed and the
  Search and Screen Committee has decided on the
  choice candidate, the Search Chair should look at
  the candidates I-9 (that was filled out at time
  of interview) and assess if there may be a need
  to ask certain questions before the Letter of
  Intent. The portion of the I-9 shown below is
  where one would check. If the third box is
  marked, the candidate has international status
  and may need our assistance to be employed at
  UNC.
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Hiring a Candidate with Non Immigrant Visa
Status (continued)

• I attest, under penalty of perjury, that I am
  (check one of the following)
• __ A citizen or national of the United States
• __ A Lawful Permanent Resident (Alien _)
• __ An alien authorized to work until __/_/__
• Alien or Admission _____________
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Hiring a Candidate with Non Immigrant Visa
Status (continued)

• Possible questions a Search Chair must ask
  before the Letter of Intent.
• What type of visa do you currently hold?
• If the person is an F-1 student visa holder
• --Do you have your Employment Document (EAD)
  stating Optional Practical Training (OPT)?
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Hiring a Candidate with Non Immigrant Visa
Status (continued)

• --You must produce a copy of your I-20 and your
  original EAD.
• --If they do not have the EAD Have you applied
  for OPT?
• If the person has a regular EAD without OPT
• --When does your EAD expire? We may need to apply
  for an H1-B to employ you here.
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Hiring a Candidate with Non Immigrant Visa
Status (continued)

• Official Offers are made ONLY by the Provost,
  this is by way of a contract and a Letter of
  Intent. Offers made by Search Chairs, Department
  Chairs, or Deans are sealed ONLY after the
  contract/Letter of Intent is issued.
• All offers of employment are contingent upon
  verification of personal identity and work
  authorization as required by the Immigration
  Reform and Control Act of 1986 and 1996.
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Hiring a Candidate with Non Immigrant Visa
Status (continued)

• Contracts do not become valid until the
  University of Northern Colorado receives a
  complete set of documents with the proper
  authorization to work in the United States. The
  contract date and contract salary will be
  adjusted to reflect the date when your
  documentation materials have been received.
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Grant Appointment Procedures

• When a member of the University faculty or staff
  is awarded a grant or contract, the period of
  time between notification of award and receipt of
  grant funds is often very short. Particularly
  with grants from federal agencies, this short
  notification period does not give the principal
  investigator sufficient time to follow
  traditional hiring procedures. Without a means of
  hiring staff quickly, the investigator must meet
  complex administrative and performance
  requirements of the grant without adequate
  personnel.
• To improve the Universitys ability to attract
  and successfully complete grant or contract
  projects, grant appointment procedures may be
  used to hire professional-administrative staff
  for grant funded positions.
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Grant Appointment Procedures

• Research Corporation staff, working with
  appropriate University faculty and
  administrators, will develop standardized PDQs
  (Position Description Questionnaires) for the
  positions and duties most commonly needed for
  grant or contract projects. These positions would
  include Project Director, Research Associate and
  others that would have similar characteristics
  across a wide variety of research projects.
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Grant Appointment Procedures

• Human Resources will work with the State
  Department of Personnel to obtain an exempt staff
  determination for the positions outlined in the
  generic PDQ.
• The University will then develop a grant project
  hiring pool by announcing and accepting
  applications from interested parties with the
  skills and qualifications required by the general
  grant position job descriptions.
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Grant Appointment Procedures

• When grant funding is obtained the principal
  investigator initiates a request for a Grant
  Appointment. Before the appointment is requested,
  the investigator must have completed a Position
  Authorization Form (PAF) and obtained appropriate
  department/college approval for a new exempt
  staff position and FTE.
• If the duties assigned to the new position fall
  within the range of responsibilities of the
  standardized position PDQs, the principal
  investigator may screen and select a qualified
  individual from the grant hiring pool. In
  screening pool applicants, the hiring official
  should consider the Universitys efforts to
  enhance diversity.
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Grant Appointment Procedures

• The grant appointment request, including the
  resume and supporting materials of the candidate,
  is forwarded to the appropriate Dean for
  approval. Once approved by the Dean, AAEO will
  review the hiring process to assure that proper
  procedures were followed.
• Once AAEO certifies the hiring process, the
  principal investigator may offer the position to
  the selected pool candidate . The candidate may
  be hired for the duration of the grant or
  contract without further search processes. Fringe
  benefits offered with the positions of the same
  annualized FTE.
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Grant Appointment Procedures

• This procedure does not apply to positions whose
  duties are governed by the State Classified
  Personnel System. If the duties assigned to
  prospective grant positions do not match the
  pre-approved PDQ profiles, a new PDQ, specific to
  the position, must be prepared and submitted to
  Human Resources for exempt status review by the
  State Department of Personnel.
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Search Forms

• AA/EO Coordinators 2003-2004
• Closing/Contract Offer Form
• Exit Interview
• Hiring Pool Instructions
• Hiring Pool Vacancy Announcement
• Hiring Pool Summary Report
• Position Authorization Form (PAF)
• Position Salary 30,000 or more
• Rules for Direct Appointments
• Request for Direct Appointment
• Search Chair Check Off List
• Vacancy Announcement
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Supplementary Search Forms

• Applicant Check List
• Candidate Ranking for (position)
• Charge for Search
• Conditions of Employment
• Guidelines for Advertisement
• Letter to Solicit Comments from Former Employer
• Recruitment Plan
• References
• Screening Criteria
• Telephone Interview

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Forms for Hiring International Faculty or Staff

• Professor Application for J-1 Visa
• International Faculty/Staff Immigration Cover
  Sheet
• Requirements for Hiring International Faculty or
  Staff
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Where to Get More Information

• Employee Relations
• Carter 2011
• Campus Box 54
• 970.351.2829 phone
• 970.351.1386 fax
• josephine.sanchez_at_unco.edu
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