UNC
Hiring Procedures
Faculty/Exempt
Independent Review
Screening Committee
Search Committee
Requirements for Hiring International
Faculty or Staff
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, veteran’s 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:
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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
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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
University’s commitment to diversity.
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Screening Committee
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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 University’s commitment to
diversity.
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Search Committee
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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
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(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)
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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.
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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
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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 Closing—Contract 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 employee’s personnel file.
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Search Committee
(continued)
Selection
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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 Closing—Contract Offer
form with all position finalists and signatures; the
Search Chair Check Off List with all it’s 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:
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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 candidate’s 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 University’s 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
1.
Research Corporation staff, working with
appropriate University faculty and
administrators, will develop standardized
PDQ’s (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
2.
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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
4.
5.
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 PDQ’s, 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 University’s efforts to enhance diversity.
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Grant Appointment Procedures
6.
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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
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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
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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
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
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Employee Relations
Carter 2011
Campus Box 54
970.351.2829 phone
970.351.1386 fax
josephine.sanchez@unco.edu
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