PERSONNEL
60.18
Revised 1-08
Human Resource Services
335-4521
PDF link
OVERVIEW
Washington State University is committed to the recruitment, development and retention of its employees. The University follows state regulations regarding the recruitment and selection of candidates for classified positions. See Washington Administrative Code (WAC) Chapter 357-16.
Prior to requesting recruitment for a position, the department considers and approves the budget, position allocation, position function (including a current position description and performance expectations), staffing level implications, and salary. See 30.07 and 60.02.
Classified Positions
For the purposes of this procedure, civil service positions and positions covered by bargaining unit agreements are referred to collectively as classified positions.
Employing Official (Hiring Manager)
The employing official is the administrative or supervisory employee designated by the appointing authority to exercise responsibility for requesting certification, interviewing eligible candidates and recommending appointment of individuals to classified positions. (WAC 357-01-150) See 60.10.
The University also refers to the employing official as the hiring manager. The term hiring manager is used for purposes of utilizing the online recruitment system.
RETIREES
It is a violation of state law to have a preretirement written or oral agreement to reemploy a Department of Retirement Systems (DRS) retiree into a classified position. Note: Mere expression or inquiry about postretirement employment by an employer or employee that does not constitute a commitment to reemploy the employee after retirement is not considered an agreement.
A DRS retiree must be hired in accordance with the procedures in this section (60.18). The employer must document a justifiable need to hire a retiree into the classified position, and the appointing authority must approve the hire.
State law limits the number of hours a DRS retirement plan retiree can work in a classified position which is eligible for a DRS retirement plan. DRS retirement plans include PERS (Public Employees Retirement System) plans. For more information, contact HRS; telephone 335-4521; or select the Working After Retirement link on the DRS Retirees website at:
RECRUITMENT
Prior to Recruitment
Position Description and Performance Expectations
Position descriptions and performance expectations are required for all classified positions.
Prior to recruiting a classified position, the department must submit an accurate, updated Position Description form and written performance expectations to Human Resource Services (HRS) for review and approval. HRS performs a position review of the description and expectations to assure that the position is appropriately allocated.
See 60.02 for classification procedures and applicable forms.
HRS must complete the position review as outlined in 60.02 before an online requisition is added as a job posting on the WSU Jobs website.
Coordinate with HRS Prior to submitting an online requisition, the hiring manager coordinates the recruitment process with HRS to develop a recruitment strategy. HRS and the hiring manager consider the competencies and requirements of the particular position in order to ensure the most effective, efficient, and useful method of recruitment for the position. Screening methods may be determined based on the HRS analysis of the position.
Create a Requisition
Recruitment requests for all classified positions are processed through the online recruitment system. To begin, go to:
Each department user must establish a user account and password to use the online recruitment system.
Submit Requisition
The hiring manager completes and submits the online requisition for recruitment for a classified position.
Requisition fields which must be completed include:
- Position title,
- Supervisor,
- Work location,
- Salary,
- Work hours, and
- Functional position information.
Job Posting
Upon HRS review and approval of a requisition, HRS posts the position on the WSU Jobs website. All position openings must be posted for a minimum of five business days. A department may request that a job posting remain on the WSU Jobs website for more than five business days, if desired.
Promotional Candidates
A promotional candidate is an applicant who, at the time of application, is a current WSU employee and meets the competencies and requirements of the position for which the individual is applying.
A current WSU employee is defined as any of the following:
- Faculty (temporary or permanent)
- Administrative professional (temporary or permanent)
- Civil service employee (permanent or probationary)
- Collective bargaining unit employee (permanent or probationary)
- Student (hourly and work study)
The hourly or work study student employee must be in paid status at the time of application.
Collective Bargaining Unit Positions
When recruiting for a position covered under a collective bargaining agreement, refer to the appropriate agreement regarding promotional procedures. See the HRS website at:
Select Labor Relations.
Referral of Applicants to Hiring Manager
When the posting has closed, HRS reviews the applicant pool. HRS releases the resulting eligible candidates to the hiring manager for consideration based upon the recruitment strategy determined at the time of the posting. In most cases, this includes applicants who meet the minimum competency qualifications of the position. If the number of applicants exceeds the needs of the hiring department, HRS may screen candidates for preferred qualifications and refer the candidates who meet any or all of the preferred qualifications to the hiring department.
HRS must refer eligible veterans or their surviving spouses to the hiring manager for consideration, in accordance with WAC 357-16-110.
Disqualification
HRS may disqualify an individual from consideration for employment at any time for good and sufficient reasons. HRS removes the individual's name from an applicant and/or candidate pool for a class or all classes in an occupational category/class series. (WAC 357-16-155)
HRS notifies the applicant or candidate in writing if she or he is removed from an applicant or candidate pool. (WAC 357-16-160) The written notice specifies the reason for the removal and the right to request a review of the removal under the provisions of WAC 357-16-170, WAC 357-16-175, and WAC 357-16-180.
An applicant or candidate may request a review of the removal from the applicant or candidate pool by HRS. Such a request must be made in writing and submitted to HRS within twenty calendar days following the notice of the action for which the review is requested.
The review is conducted by an appropriate HRS representative not involved in the action under review. The HRS representative provides the review decision in writing to the applicant or candidate. Review decisions are final and not subject to further review or appeal.
Affirmative Action
To increase the representation of persons with disabilities, Vietnam-era veterans, disabled veterans, and persons age 40 and over, HRS may screen these individuals for placement in eligible applicant pools. (WAC 357-16-030, WAC 357-16-135) This affirmative action tool is used only when a goal exists for the specific affected group, in accordance with WAC 357-25-055.
Promotional Candidates
HRS may refer promotional candidates to the hiring department prior to open-competitive (non-WSU employee) candidates or along with open-competitive candidates, as determined by the recruitment strategy.
Eligible Laid-Off Candidates
HRS refers eligible laid-off and promotional candidates to the hiring manager for consideration before other applicants. If there are fewer then ten eligible candidates from the layoff and promotional lists, HRS may certify other eligible candidates.
If more than ten eligible candidates from the layoff and promotional lists are identified and the hiring manager determines that there are no qualified candidates from these pools, the hiring manager must notify HRS in writing to request the remaining candidates from the applicant pool. The notification must include good and sufficient reason why the promotional, laid-off, and/or other candidates were disqualified, in accordance with WAC 357-16-155.
HRS releases the remaining candidates from the applicant pool if all three of the following conditions are met:
- The disqualifications are for good and sufficient reasons.
- The hiring manager has notified each disqualified candidate in writing that he or she is removed from consideration for the vacancy.
The written notice must specify the reason the candidate is removed from consideration, and include the candidate's right to request a review by the Director of HRS within 20 days, in accordance with WAC 357-16-170, WAC 357-16-175, and WAC 357-16-180. Sample notification letters are available from HRS.
- The department requests the rest of the applicants.
INTERVIEW
Once HRS releases a candidate pool to the hiring department, the hiring manager reviews and considers the applicants for the position. The hiring manager is responsible for ensuring that the hiring process is fair and objective.
HRS recommends that the hiring manager and department coordinate interviews for those candidates considered most qualified for the position. Hiring managers should review the preemployment inquiry guidelines in 60.08 when developing questions for candidate interviews.
The department is to maintain all recruitment documents (e.g., interview questions, notes) in accordance with approved records retention schedules. See 90.01.
Update Candidate Status Online
The hiring manager is responsible for updating the current status of each applicant in the online recruitment system, noting who is or is not being considered for the position.
REFERENCE CHECKS
The hiring manager is responsible for investigating or verifying the following information provided by the candidate:
- Application,
- Work history,
- Education,
- Qualifications,
- Experience, and
- References.
The hiring manager may examine personnel files of applicants who work or have worked at WSU and are under consideration for the departmental vacancy. Contact HRS to arrange to view the personnel file of any such candidates.
SELECTION
The hiring manager determines the candidate who best meets the requested competencies to fill the vacancy. The hiring manager uses the online recruitment system to indicate the candidate under consideration for hire. The hiring manager is responsible for ensuring that the status of all candidates in the online recruitment system is updated accurately.
HRS is automatically alerted by e-mail when the hiring manager is ready to extend an offer. HRS reviews the request to offer and notifies the hiring manager when the job offer may be extended to the candidate. NOTE: The hiring manager must obtain HRS approval to offer a salary that is above Step A prior to offering a higher salary to a candidate.
When the selected candidate accepts the offer, the hiring manager updates the online recruitment system accordingly so that all candidates are able to check the status of their applications. Each candidate is allowed to view the status of her or his application only.
NOTIFICATION TO APPLICANTS
HRS recommends that the hiring manager send a letter to finalists who were invited to interview for the position, or to all applicants if desired, to notify them of the status of their applications. Sample letters are available from the HRS website. (See below.)
The hiring manager must send a letter confirming the appointment to the candidate who has been extended an offer of employment. Sample hire letters are available on the HRS website at:
Select Managers Toolkit, then
Select Civil Service Employees.
APPOINTMENT
Prepare and route a Personnel Action form. See 60.25.
Transfer annual leave and sick leave for an employee changing positions within WSU, or from a state agency or other state institution of higher education. See 60.60.
Obtain the Time Report or Leave Report file from the employee's former employing department if the candidate selected is a current WSU employee. If the selected candidate is a former employee reappointed within three years of separation, obtain the file from HRS. See 60.60.
New Employee Orientation
New employees are to enroll in new employee and benefits orientation classes. Enrollment information is available from the HRS New Employee Orientation website at:
Select New Employee Orientation.