Handbook of Operating Procedures > Series 400 Budget, Finance and Operations > 4.15.3 Employment and Recruiting

4.15.3 Employment and Recruiting

A. Purpose

The purpose of this policy is to establish guidelines for the employment process and to ensure the fair and impartial recruitment and selection of employees, in accordance with applicable laws, rules, and the University of Texas at Tyler and The Health Science Center at UT Tyler (collectively, the “University”) policy.

B. Authority/Persons Affected

All Employees and candidates for employment 

C. Definitions

Regular Full Time Employee - One who is employed to work at least 20 hours per week for a period of at least four and one-half (4½) months. 

Lateral Transfer - A move from one budgetary unit to another budgetary unit at the same salary rate and remaining in the same or equivalent-level job classification.

Promotion - An advancement involving a change of classification for an individual within or between budgetary units and may or may not involve a salary increase. A promotion for the individual may result from a reclassification of a position.

Reclassification - A change in the official classification of a position within the same budgetary unit and does not necessarily include a change in salary rate (i.e., reclassification is an evaluation of the duties and responsibilities of a position, not an evaluation of the incumbent presently employed in said capacity).

Salary Increase - An increase which may result from the assignment of additional duties, a promotion, a reclassification, an evaluation of job performance, or an approved increase.

D. Policy and Procedures

The University is an Equal Opportunity/Affirmative Action employer and is committed to the recruitment and selection of highly qualified employees without regard to race, color, national origin, religion, sex, veteran status, sexual orientation, age or disability.

Hiring Procedures

1. All positions will be presented to the Position Review Committee (PRC) utilizing the designated electronic form.  Once approved, the request will be forwarded to the appropriate recruiter to begin posting the vacancy.
2. Posting Vacancies
   1. All regular positions must be recruited through the posting of vacancies or, in some cases through a search firm.
   2. Vacancies may be posted internally or externally to the public. Options include:
      1. Internal Only Posting: Available only to employees assigned to their respective organization.
      2. External Posting: Available to all applicants, regardless of employment status.
   3. All vacant regular positions posted externally may be posted on the job vacancy list and listed with the Texas Workforce Commission and other appropriate state agencies. The positions will be posted for at least five (5) consecutive days. 
   4. Exceptions may not be waived when credentialing is required by law or regulatory agencies. Other credentialing may be waived when a department head recommends the waiver to the Office of Human Resources and the applicant is qualified based on experience and/or education. The approved candidate shall be required to become credentialed at the earliest possible time or within the guidelines of the credentialing agency. If no applicant meets the minimum requirements, a department head may recommend an applicant be hired as a trainee.  All exceptions to the posted requirements require the approval of the Sr. Vice President of Human Resources/CHRO or their designee.
3. Recruitment
   All advertisements shall be reviewed by Human Resources and are required to contain appropriate Equal Employment and Affirmative Action language, and specific job qualifications to include required education, experience, knowledge, skill, and abilities needed to perform the essential job functions of the position. Cost of advertising may be subject to individual department budgets.
   1. The Office of Human Resources is responsible for the recruitment of applicants for classified and unclassified positions and Human Resources recruiters will partner with departments for faculty positions. Recruitment efforts may consist of the following, which may vary according to job classification: University websites; local and/or regional newspapers; professional publications/journals and affiliated websites; direct mail outs; and job fairs.
   2. When the above recruitment efforts fail to provide an adequate qualified applicant pool within a reasonable period of time, the department head may request the use of an outside recruiter.
      1. The request to use an outside recruiter must be approved by the Administrative Officer of the department and the Office of Human Resources, with final approval to be determined by the Executive Vice President, COO/CBO.
      2. The outside recruitment contract must be reviewed in accordance with Contract Administration procedure and the Office of Human Resources and approved by the Executive Vice President, COO/CBO. Any exceptions to this policy must be approved by the University President.
4. Application Process
   1. Applicants may be considered for a position once a completed application for employment is submitted online, including any supplemental materials required by the job posting.
   2. A regular employee of the University is eligible to apply for job openings outside of their current department provided current employment has been for a minimum of six (6) months. A regular employee may apply for another position within their division even if they have worked in their current position less than six months and are in good standing. An employee interested in transfer opportunities must submit an online application for formal consideration for any posted vacancy.
   3. An applicant will be disqualified from consideration for employment with the University if they make a false statement on the application or during the interview process, has committed fraud during the application or selection process, or is not legally permitted to hold the position.
   4. Human Resources and/or the department is responsible for processing and screening all applications and resumes.
5. Selection and Interview Process
   1. The hiring manager is responsible for selecting applicants to be interviewed. 
   2. The interviewer shall ensure that all questions are job-related.
   3. Before making a hiring decision, the hiring manger will review the materials submitted by all applicants to determine if any applicants are eligible for a veteran’s employment preference in accordance with Texas Government Code Chapter 657 or former foster children preference in accordance with Texas Government Code Chapter 672.
   4. All candidates being considered for a position will be required to provide at least two (2) references. Reference checks shall be made by the hiring manager or their designee before an offer of employment is extended.
   5. All materials used in the hiring process (e.g. interview notes, reference check records, hiring matrix) must be forwarded to the Office of Human Resources department prior to an offer. Human Resources will retain selection materials in accordance with records retention schedule. 
   6. Prior to extending an employment offer, the hiring manager will need to contact the Office of Human Resources to discuss the proposed salary and start date before an offer is made.
   7. Once the salary and start date are discussed, the hiring manager or Human Resources will extend a contingent verbal offer. All candidates will be subject to a criminal background check, a state and federal exclusion verification, and primary source verification of any academic degrees. Approval is required before an offer of employment may be extended.
   8. All candidates will be subject to a criminal background check, a state and federal exclusion verification, and primary source verification of any academic degrees.
   9. For positions that require routine driving for University business, a motor vehicle history shall be completed.
   10. All candidates at the Health Science Center will be subject to Occupational Health Clearance after conditional offers of employment have been offered and accepted.  (Drug & Alcohol Screening, Immunization health records, flu vaccinations, Proof COVID-19 vaccination or medical/religious exemption and pre-placement physical if required for the position.)  UTT safety sensitive positions may require Drug & Alcohol Drug Testing.
   11. Employees and potential employees unable to be vaccinated due to medical reasons will be evaluated to determine if a significant risk of substantial harm to the health and safety of the individual or others could occur without proof of immunity. The Occupational Health physician will determine if the employee is cleared for the proposed duties described in the position description and document that status on the clearance form.
   12. Results of medical examinations will be maintained in a confidential manner in medical files that are separate from other employee information.
   13. Continuity of employment must be maintained for employees promoting or transferring since any break in service would affect certain employee benefits.
   14. Promotion or transfer should take place as mutually agreed between the two departments involved. Normally, the change shall be effective after two weeks’ or ten (10) work days’ notice. Internal transfers will move at the start of a pay period. 
   15. Applicants who are not selected for a position will be notified by the hiring department or Human Resources upon closure of the position.
   16. An eForm must be submitted prior to the employment start date.

E. Statutes

Texas Government Code Chapter 657

Texas Government Code Chapter 672

F. Review

This policy shall be reviewed by the Office of Human Resources every five years or as legislation changes.