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1.08 Recruiting and Hiring
This policy establishes standards regarding the recruitment and hiring of Northern Arizona University employees. The University’s intent is to provide a safe, secure and positive environment for all students and employees. It is the intent of the University to exercise appropriate due diligence in all hiring decisions.
Origination date: 10/1/93
Applicability: Classified Staff, Service Professionals, Post-Doctoral Scholars
All recruitment and employment activities shall be conducted in accordance with all applicable federal and state laws, regulations, and policies concerning equal employment opportunity and affirmative action. Employment is normally limited to persons of at least 18 years of age. An individual 16 to 18 years of age may be employed in an occupation not prohibited by federal or state law if such employment will not interfere with the continuation of their education. The employment of any individual younger than 18 years of age in a staff classification requires approval by the Chief Human Resources Officer.
The University seeks to provide opportunities for all employees to be considered for promotion and/or advancement. Because the University is committed to appropriately supporting the advancement of interested employees through promotion and job transfer opportunities, employees shall not be prohibited from competing for positions for which they are qualified.
Supervisors may provide a requesting employer information concerning a current or former employee’s reason for termination, job performance, professional conduct, and job evaluation to be used for the purpose of evaluating the employee for employment. Any information provided on current or former employees shall be job-related, truthful, factual and demonstrable from the employee’s records. A copy of any written communication provided to a prospective employer other than another University department must be sent to the employee or former employee at their last known personal address. Arizona law provides that supervisors who are authorized to respond to references about current or former employees are immune from civil liability in connection with providing information to a prospective employer, unless all of the following are found to exist:
- The information is false, and
- The information tends to bring the staff member into disrepute, contempt, or ridicule, and
- The prospective employer acts on information to harm the employee or former employee, and
- The supervisor knows the information is false or acts with reckless disregard of its truth or falsity.
Questions regarding the legality or appropriateness of sharing information as part of providing job references should be directed to Human Resources.
For classified staff, service professional, and post-doctoral scholar positions, an applicant is defined as someone who has completed a University employment application and has submitted the application in a timely manner in response to an open job posting.
The University is responsible for ensuring that the identity and the employment eligibility of all employees has been properly reviewed and that all employees are, in fact, legally eligible for employment at the University. Hiring departments shall be responsible for ensuring compliance with all applicable documentation and verification requirements.
Arizona law (A.R.S. 38-231) requires all employees except non-resident aliens or those with a religious conflict to affirm their allegiance to the United States and the State of Arizona by signing a loyalty oath prior to commencing employment with the University. Human Resources will make the appropriate form available prior to and on the employee’s first day of employment.
Three recruiting scopes are available for classified staff and two for service professionals. The number of days required for each posting type is intended to provide a reasonable period of time for applicants to become aware of and respond to notice of an open position. Exceptions to the minimum recruitment periods must be approved by Human Resources. Only regular University employees are eligible to apply for a department or University only posting. Temporary employees, student workers, and other non-regular employees are not eligible to apply for a department or University posting.
- Department postings: not available for service professional recruitment. Minimum posting of 3 calendar days.
- University postings: available for both classified staff and service professional recruitment. Minimum posting of 7 days for staff and 14 days for service professional.
- Open postings: available for both staff and service professional recruitment and all potential applicants within and outside the University. There is a minimum posting of 14 days for classified staff and 30 days for service professional openings.
A department head may also choose to fill certain vacancies with a trainee. A trainee may be hired at a rate of pay below the minimum rate of pay for the position for up to 12 months while the employee is trained. A department head interested in filling a position with a trainee should inform Human Resources prior to completing the Personnel Requisition so this may be considered in recruiting efforts. However, this decision may also be made after the applicant pool has been reviewed.