Ohio Administrative Code › Title 3339 - Miami University › Chapter 3339-13 - Unclassified Administrative Staff › Section 3339-13-02 - Unclassified administrative staff search and appointment procedures

Current through all regulations passed and filed through July 1, 2024
(A) General
The university has established recruitment and selection
				guidelines for appointing unclassified administrative staff. Search committees
				or department heads should obtain a copy of the guidelines from the appropriate
				personnel office and review them carefully.
Copies of all required forms for unclassified administrative
				staff positions in non-academic departments are available from human resources
				and for all unclassified administrative staff positions in academic affairs
				from academic personnel services. For positions that are funded on a temporary
				basis, not all procedures elaborated below will apply. Contact the appropriate
				personnel office for more information.
(B) Selection requirements
(1) A request to fill a position must be
			 completed when seeking approval to fill a vacant or create a new position. The
			 responsibilities of the position, the date application screening will begin,
			 the proposed salary range, and required qualifications must be specified. The
			 search committee or hiring department must develop a recruitment plan designed
			 to attract a highly qualified and diverse pool of applicants. If a search
			 committee is used, it must be appointed with as diverse a composition as
			 practicable. For a note concerning the constitution of this committee, see rule
			 3339-3-15
			 of the Administrative Code.
(2) The
			 request to fill a position and the recruitment plan must be forwarded to the
			 appropriate personnel office with all required approvals signatures. The
			 appropriate personnel office will forward the request to the office of equity
			 and equal opportunity. The office of equity and equal opportunity reviews and
			 approves the recruitment plan, the advertisement, the selection process,
			 including any proposed ratings instrument, and the applicant flow data
			 collection process. The appropriate personnel office and the office of equity
			 and equal opportunity must approve all requests to fill a position prior to any
			 advertisement or job posting.
All advertisements must include the date that screening of
				applicants will begin and the position's responsibilities and required
				qualifications as specified in the approved request, and university
				requirements.
(3) The
			 office of equity and equal opportunity will provide to the hiring department an
			 applicant flow data report of qualified applicants for the position. The report
			 indicates the composition of the pool of qualified applicants. It is the
			 responsibility of the hiring department to contact the office of equity and
			 equal opportunity to obtain the report prior to selecting candidates for
			 interview. If the office of equity and equal opportunity determines the
			 candidate pool is not acceptable, then in consultation with the appropriate
			 personnel office and hiring department a determination will be made whether to
			 conduct additional recruitment or close the search. If additional recruitment
			 is undertaken, the hiring department must request an updated applicant flow
			 data report prior to interviewing candidates.
(4) After receipt of the approved applicant
			 flow data report, candidates selected for inclusion in the final interview pool
			 must be approved by the head of the hiring department before they are invited
			 to interview. Following interviews, employment references must be checked.
			 Reference checking is performed by the hiring department and must include a
			 reference check with the most recent/current employer of the
			 candidate.
(5) Once interviews have
			 been completed, and reference checks have been conducted, a candidate may be
			 selected for final consideration. Degrees and licenses must be verified by the
			 hiring department to confirm the educational and/or licensing requirements for
			 the position have been met (e.g., ph.d. from an accredited institution). Degree
			 verification also confirms the educational representations of the candidate are
			 accurate. At a minimum, degree/license verification will include submission of
			 a certified transcript and/or current license by the candidate.
(6) The hiring department must complete a
			 hiring recommendation. A hiring department may not recommend an applicant who
			 does not meet the required minimum qualifications for the position. The hiring
			 recommendation, the letter of application, the candidate's resume and proof of
			 degree/licensure must be submitted to the appropriate personnel office. This
			 package is submitted by the appropriate personnel office to the office of
			 equity and equal opportunity for approval.
(7) The hiring department does not have
			 appointing authority and may not make any offers of employment. A letter of
			 offer may only be sent to the selected candidate by the appropriate personnel
			 office after all required approvals have been obtained.
(8) Written and electronic records of the
			 recruitment and selection process must be kept by the hiring department for at
			 least three years. These records should include copies of
			 all on-line and print advertising, recruitment letters, telephone calls or
			 other contacts, interview notes, all applications received, letters of
			 appointment or rejection, and specific steps taken to recruit women and
			 minorities.