UNIVERSITY OF PITTSBURGH PROCEDURE  07-01-02



CATEGORY:                  PERSONNEL
SECTION:                   Recruitment
SUBJECT:                   Recruitment Requests: Staff Positions
EFFECTIVE DATE:            May 1, 1992


I.      PURPOSE

        To define the process for the recruitment of regular
        classified staff positions that do not require the
        establishment of a formal search committee, and for
        collecting and maintaining recruitment data on all applicants
        and all individuals interviewed for the positions.

II.     SCOPE

        The recruitment procedure has been divided into three
        categories depending on the type of staff position being
        recruited and the required approval.  See Procedure 07-01-01,
        Tables of Organization for definition of University funds and
        Other funds.

III.    ADMINISTRATIVE RESPONSIBILITIES

        University Employment Centers (The Office of Human Resources
        and the Regional Campus Personnel Offices) are responsible
        for coordinating the recruitment of regular staff employees
        with the recruiting departments, processing recruitment
        requests, reviewing and approving staff position
        advertisements and determining appropriate placement of the
        ads, referring candidates to the departments, collecting and
        summarizing Equal Employment Opportunity (EEO) data on all
        applicants for regular staff positions, and extending offers
        of employment.

        The Office of Human Resources is responsible for reporting the
        recruitment data to the Office of Affirmative Action, in
        compliance with federal regulations.

        The appropriate dean, director, or vice chancellor is
        responsible for approving all recruitment requests within
        their respective departments of responsibility.

        Responsibility centers and departments are responsible for
        forwarding resumes received directly from applicants to the
        appropriate employment center, scheduling interviews directly
        with applicants of interest, and providing summary data on
        all individuals who were interviewed for any classified staff
        position to the appropriate University employment center.

        The Chancellor is responsible for approving newly established
        regular classified staff positions supported totally or
        partially by University Funds before the recruitment process
        begins.  (See Policy 07-01-01, Tables of Organization.)

IV.     PROCEDURE

        A.  Requesting Recruitment for Replacement of Approved
            Positions on the Tables of Organization, New Positions
            Supported Totally by Other Funds.

        Department           1. For replacement positions, review the
                                current job description to ensure
                                current and correct data, and update
                                if necessary.  For new positions
                                develop a job description.

                             2. Complete FORM 0063 Job Description,
                                following guidelines provided by the
                                employment center.

                             3. Complete the Origination Section of
                                FORM 0069 Recruitment Request
                                (Exhibit A), as instructed in the
                                attached Form Instruction Guide.
                                Retain pink copy.

                             4. Forward FORM 0063 Job Description,
                                FORM 0069 Recruitment Request, with a
                                cover memo to the next highest level
                                of authority, e.g., dean, director,
                                vice chancellor, for approval and
                                signature.  That office will forward
                                the request to the appropriate
                                employment center for processing.

        Human Resources      5. Verify the position number for
                                replacement positions or assign a
                                position number for new positions.

                             6. Review the job description for correct
                                classification, assign a job number
                                to the recruitment request.

                             7. Determine if advertisement of the
                                position is necessary and appropriate
                                placement of the advertisement, in
                                compliance with EEO regulations.

                                a. The position notice should include:

                                   -  A brief statement of job duties
                                   -  Minimum qualifications
                                   -  Full-time/part-time status
                                   -  Closing date for receipt of
                                      applications   (recommended.)
                                   -  Job number
                                   -  Statement of University Policy:
                                      "The University of Pittsburgh
                                      is an Affirmative Action, Equal
                                      Opportunity Employer."

                             8. Initiate internal recruitment system
                                procedures as described in employment
                                center guidelines.

                             9. Return the yellow copy of FORM 0069,
                                Recruitment Request, to the
                                department.

        B.  Requesting Approval and Recruitment for New Regular
            Classified Staff Positions Supported Totally or Partially
            by University Funds (Does not apply to positions
            supported by reimbursable payroll funds.)

        Department           1. Write a new Job Description using FORM
                                0063, Job Description following
                                current guidelines provided by the
                                employment center.

                                a. Type "New Position" in Position
                                   Number box on FORM 0063 Job
                                   Description.


                             2. Write a Justification Memo (Exhibit B)
                                and forward, together with the Job
                                Description form to the next highest
                                level of authority, e.g., dean,
                                director, vice chancellor, for
                                approval.

                             3. Forward the completed FORM 0063 Job
                                Description, an Organization Chart
                                showing the location of the position,
                                and the Justification Memo to the
                                next highest level of authority for
                                signature and approval.  This office
                                will forward the request to the
                                Office of Human Resources for
                                classification.

        Human Resources      4. Review the job description and assign
                                a job classification title and code
                                based on the level of difficulty and
                                responsibilities of the position.

                             5. Return the Job Description form to the
                                department or regional campus,
                                indicating the classification.

        Department/
        Regional Campus      6. Complete the Origination Section of
                                FORM 0069 Recruitment Request
                                (Exhibit A) as instructed in the
                                attached Form Instruction Guide.
                                Retain the pink copy.

                             7. Forward to the Chancellor for
                                approval, the completed Job
                                Description, Recruitment Request and
                                justification memo.  Verify that the
                                following information is included and
                                correct:

                                -  Department
                                -  Employment Status
                                -  Job Classification Code and Title
                                -  Percent of salary supported by
                                   University funds

        Chancellor           8. Approve or deny request for new
                                position.  Notify the  department of
                                the decision.

        Department/
        Regional Campus      9. Upon receipt of the Chancellor's
                                approval, forward the request to the
                                Office of Human Resources.

        Human Resources     10. Assign a position number and generate
                                a Position Monitoring Sheet for each
                                new position.  Forward the Position
                                Monitoring Sheet, together with the
                                yellow copy of FORM 0069, Recruitment
                                Request, to the department or
                                regional campus.

                            11. Initiate internal recruitment system
                                procedures as described in Human
                                Resources guidelines.

                            12. Determine if advertisement of the
                                position is necessary and appropriate
                                placement of the advertisement, in
                                compliance with EEO regulations.

                                a. The position notice should include:

                                   -  A brief statement of job duties
                                   -  Minimum qualifications
                                   -  Full-time/part-time status
                                   -  Closing date for receipt of
                                      applications (recommended)
                                   -  Job number
                                   -  Statement of University policy:
                                      "The University of Pittsburgh
                                      is an Affirmative Action, Equal
                                      Opportunity Employer."

        Department          13. Upon receipt of the Position
                                Monitoring Sheet and yellow copy of
                                FORM 0069 begin recruitment.  Retain
                                Position Monitoring Sheet in the
                                department personnel file for the
                                position.

        C.  Requesting Recruitment for Temporary Positions

        Department           1. Write a Job Description using FORM
                                0063 Job Description following
                                current guidelines provided in
                                Procedure 07-03-01, Job Description
                                and Position Classification.

                             2. Complete Origination Section of FORM
                                0069 Recruitment Request (Exhibit A)
                                as instructed in the attached Form
                                Instruction Guide.  Retain the pink
                                copy.

                             3. Forward the completed FORM 0063 Job
                                Description, FORM 0069 Recruitment
                                Request, and a cover memo to the next
                                highest level of authority for
                                approval and signature.  This office
                                will forward the request to the
                                appropriate employment center for
                                processing.

        Employment Center    4. Assign a job number, review the job
                                description for correct
                                classification, and begin recruitment
                                procedures to fill the position.

                             5. Return the yellow copy of FORM 0069,
                                Recruitment Request, to the
                                department when recruitment begins,
                                if applicable.

        D.  Collecting and Processing Recruitment Data on All
            Applicants.

        Department           1. Review resumes received directly from
                                applicants in response to staff
                                position advertisements.  Photocopy
                                and retain those resumes of interest.

                             2. Forward all original resumes, within
                                one week of receipt, to the
                                University Employment Office.

                             3. Contact applicants directly to
                                schedule interviews.  Refer
                                candidates of interest to a
                                University employment center to
                                complete an application for
                                employment if they do not have a
                                current application on file.

                                Note: No job offer will be extended by
                                a University employment center
                                without a completed application for
                                employment on file.

        Employment Center    4. Upon receipt of resumes, either
                                directly from applicants, or
                                forwarded from a University
                                department, request applicant data by
                                mailing FORM 0164 PITT 5019, Staff
                                Equal Opportunity Information Request
                                (Exhibit C) to each applicant.

                             5. Upon return receipt of the Staff Equal
                                Opportunity Information Request forms
                                from applicants, enter the data
                                collected into the EEO Tracking
                                System.

        E.  Collecting and Processing Recruitment Data on All
            Interviewed Candidates.

        Department           1. Complete the Interview Section on the
                                yellow copy of FORM 0069, Recruitment
                                Request, entering the data requested
                                on all individuals interviewed,
                                including brief job related comments
                                on their applicability for the
                                position.

                             2. Complete the Selection Section of FORM
                                0069, Recruitment Request, indicating
                                the name of the candidate selected
                                for the vacancy.

                             3. Return the yellow copy of FORM 0069,
                                Recruitment Request, to the
                                appropriate employment center
                                together with the applications and
                                resumes of all individuals who were
                                interviewed for the vacant classified
                                staff position.

                                a. Include information (resumes) on
                                   all interviewed employees internal
                                   to the department who need not
                                   have an application on file with
                                   Human Resources in order to be
                                   considered for the position.

        Regional Campus
        Employment Center    4. Forward summary data on regional
                                campus recruitment to the office of
                                Human Resources for data entry.

        F.  Finalizing the Recruitment Process

        Employment Center    1. Upon receipt of the yellow copy of
                                FORM 0069, Recruitment Request,
                                conduct a review of the selected
                                individual's application for
                                employment and salary offered.

                             2. Contact the applicant and make the job
                                offer.

                             3. Notify the Department of applicant's
                                decision to accept or decline
                                position.

        G.  Processing and Reporting Recruitment Data on All
            Applicants and Interviewed Candidates.

        Human Resources      1. Input all data collected on
                                applicants, interviewed candidates,
                                and selected hire into the EEO
                                Tracking System.


                             2. At the end of the established
                                reporting periods below, forward the
                                recruitment data for that period to
                                the Office of Affirmative Action.

                                Reporting Periods:

                                a. October, November, December,
                                   January
                                b. February, March, April, May
                                c. June, July, August, September
                                d. October through September

        Employment Centers   3. Retain data on applicants and
                                interviewed candidates on file by
                                position for a period of at least two
                                years.

V.      EXHIBITS

        Exhibit A, FORM 0069 - Recruitment Request.

        Form 0069 - Form Instruction Guide

        Exhibit B, Justification Memo.

        Exhibit C. FORM 0164 PITT 5019 - Staff Equal Opportunity
        Information Request.

VI.     REFERENCES

        Policy 07-01-02, Recruitment Requests: Staff Positions.

        Policy and Procedure 07-01-01, Tables of Organization.