3.20 / Recruitment, Hiring and Onboarding

Initiating Authority

1. Human Resources is the initiating authority for this policy.

Purpose

1. This policy provides an overview of the hiring process for Hiring Officials of Wichita State University (University) to attract, select, and onboard qualified Candidates.

Policy

1. Talent acquisition, including recruitment, hiring, and onboarding of Employees at the University, is guided by a commitment to diversity, equal opportunity, affirmative action, and compliance with all related federal, state, and local laws and regulations. Recruitment and selection activities are based on position requirements concerning education, training, experience, knowledge, skills and abilities and meeting applicable eligibility requirements.

Definitions

For the purpose of this policy only, the following definitions shall apply:

1. Applicant

   A job seeker who submits an application via 1) the Applicant Tracking System for Benefit Eligible Positions or 2) an approved department method for Non-Benefit Eligible Positions.

2. Applicant Tracking System (ATS)

   A software application that enables the electronic processing of recruitment, hiring, and onboarding activity.

3. Benefit Eligible Positions

   Those positions that are held by Employees who are eligible to receive University benefits.

4. Candidate

   An Applicant who meets the minimum qualifications of the position applied for, and is being considered by the Hiring Official.

5. Employee

   An individual who provides services to the University on a regular basis in exchange for compensation and receives a W-2 for such services. This includes temporary and part-time Employees, but does not include student employment.

6. External Posting

   A position posted on the external University website that is open to Employees and external Candidates.

7. Hiring Official

   The Employee with the authority to make a hiring decision.

8. Internal Candidate

   An Employee who applies for another position within the University.

9. Internal Posting

   A position posted on the internal University website and open only to Employees.

10. Non-Benefit Eligible Positions

    Those positions that are held by Employees and are not eligible for benefits, such as Lecturer and Temp Employees.

Administrative Procedure

1. Postings:

   1. Benefit Eligible Positions must be posted and accept applications electronically using the ATS.
   2. External Postings are advertised on the University jobs page and are open to collect applications, for a minimum of five (5) calendar days. Non-teaching positions are posted to a Veteran employment solution and to the Kansas State Workforce job board. Additional advertising may be utilized and paid for by the hiring department.
   3. Internal Postings are advertised on the internal University jobs page for a minimum of five (5) calendar days.

2. Accommodations:

   At the request of a Candidate, accommodations may be provided during the recruitment, hiring, and/or onboarding process.

3. Advertisement:

   All advertisements of postings must be in compliance with Policy 3.02 / Notice of Nondiscrimination.

4. Application:

   All application materials are considered confidential. The search committee, Hiring Official, and others involved in the screening and interview process are expected to maintain the confidentiality of Applicant and/or Candidate information.

5. Screening:

   Applicants are screened prior to interviews, based on the requirements of the position description to ensure they meet the minimum qualifications established for the position. This includes, but is not limited to, required education, experience, knowledge, skills, and abilities.

6. Affirmative Action/Veteran's Preference:

   The University is committed to provide equal employment opportunity and advancement for all qualified persons, and to prohibit discrimination in employment on the basis of age (40 years or older), ancestry, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, national origin, political affiliation, pregnancy, race, religion, sex, sexual orientation or status as a veteran. The University takes affirmative action to provide employment opportunities to members of minority groups, women, individuals with disabilities, and veterans (see Policy 3.01/Affirmative Action Plan). With the commitment to provide Veterans employment opportunities at the University, Applicants who qualify for Veterans Preference are awarded veteran's preference consistent with Policy 3.46/Veterans Preference in the Application Process.

7. Interviews:

   The search committee or Hiring Official conducts interviews with qualified Candidates and uses consistent practices, criteria, and questions to determine the selection of the final Candidate(s), related to the position description and the job responsibilities. Any methods, other than interview questions, that are used to assess skills and/or behaviors must be reviewed by Human Resources (HR) in advance to ensure validity and compliance. Examples include, but are not limited to, assessments of behavioral or aptitude skills (i.e. proficiency in typing, Excel, or Word).

8. References:

   The search committee or Hiring Official completes personal and employment-related reference checks before an offer is extended to a selected Candidate. A standard Reference Check Form is available from HR for this process. For Internal Candidates, the Hiring Official may contact the Employee's current leader.

9. Offers:

   When the Hiring Official or search committee makes the final selection of the Candidate to hire, a verbal contingent offer is made. The offer is contingent upon criteria such as, but not limited to, reference checks, a pre-employment background check, pre-employment drug screen, verification of credentials, and verification of eligibility to work in the United States. A written offer may also be provided to the Candidate.

10. Background Checks:

    Pre-employment background checks are administered in accordance with the Kansas Board of Regents (KBOR) and University policies and state and federal law. All background checks shall be conducted consistent with Policy 3.31/Background Checks for Employment.

11. Pre-employment Drug Screen:

    Drug screens may be administered to a Candidate consistent with Policy 3.23 / Commercial Driver's License - Drug and Alcohol Testing upon a conditional offer of employment. Candidates may also be subject to drug screens as required by federal law or for designated safety-sensitive positions (including state law enforcement officers who are authorized to carry firearms). Failure to participate in the required drug screening test, or a confirmed positive result based upon a test sample obtained from the Candidate, voids the conditional offer of employment and disqualifies the selected Candidate from designated safety-sensitive positions for a period of one year from the disqualification. HR coordinates scheduling with the designated testing site. The State of Kansas Alcohol and Controlled Substance Testing Program notifies HR of the testing results.

12. Disposition of Candidates/Record Keeping:

    Search chairs or Hiring Officials are required to keep notes and paper documents used during the interview process for the retention period stated in WSU's Record Retention Schedule and policies. The search committee or Hiring Official is responsible for providing justification for the decision made for each Candidate who meets minimum qualifications.

13. Rehires:

    A former Employee may not be considered for rehire if the former Employee is determined to be ineligible for rehire. HR validates a Candidate's rehire eligibility prior to Candidate interviews.

14. Transfers:

    Search chairs or Hiring Officials are encouraged to obtain references from the current leader of an internal Candidate. In addition, internal Candidates are strongly encouraged to notify their current leader at or before the time of the offer. Transfers should be in accordance with Policy 3.61 / Workforce Transitions.

15. Onboarding:

    1. New hires are provided electronic new hire paperwork upon acceptance of a contingent offer of employment, which must be completed prior to the start date. Documentation that establishes eligibility to work in the United States must be presented no later than the third day of employment. Individuals who hold citizenship in countries other than the United States are subject to special conditions related to employment.
    2. The recruitment, hiring, and onboarding processes must be completed prior to an Employee performing any work for the University. Benefit-Eligible Employees attend New Employee Orientation (NEO), typically on the first day of work.
    3. The hiring department is encouraged to provide department orientation, review the position description, review performance expectations, and establish goals and objectives for the performance management process.
    4. Hiring Officials who are considering sponsoring a Candidate who is a foreign national for employment at the University must first reach out to the Office of International Education. Sponsorships may require prior budget approval according to departmental policies and procedures.

16. Employment of Minors:

    Individuals must be at least 18 years of age to work in Benefit Eligible Positions. It may be appropriate to hire individuals who are under 18 years of age (minors) in Non-Benefit Eligible Positions, except such minors must be at least 14 years of age. The University may, in its sole discretion, prohibit minors from working in certain positions, in certain departments or labs, or at certain locations that are deemed to present a risk of harm or danger to the life, health, safety, morale or welfare of the minor or any other individual. This may include, without limitation, positions requiring operation of heavy machinery, patient contact or care, or food handling.

Applicable Laws and Additional Resources

1. Policy 3.01 Affirmative Action Plan
2. Policy 3.02 / Notice of Nondiscrimination
3. Policy 3.31 / Background Checks for Employment
4. Policy 3.46 / Veterans Preference
5. Policy 3.51 / Pre-Employment Drug Screening
6. Policy 3.61 / Workforce Transitions
7. K.S.A. 75-4362, K.A.R. 1-2-20, K.A.R. 1-6-33, K.A.R. 1-9-25, and K.A.R. 1-9-26
8. KBOR Policy II.C.2.b.iv. Criminal Background Checks