The divisional Human Resources Offices are responsible for all recruiting activity and for approving all employment commitments including salary, position classification and any special conditions of employment.

Employment may be contingent upon a post job offer medical examination. The cost of the medical examination will be at the expense of the University. The medical report shall be maintained separate from the employee's file and shall be treated confidentially.

Newly hired individuals (or those rehired after termination of employment) are provisional until the successful completion of ninety calendar days of employment. Transferred or promoted staff members are also provisional until the completion of ninety calendar days in their new position.

Immediate family members and members of the same household are not to be employed in any position where one has line authority over personnel actions concerning the other. Exceptions to this policy require the approval of the cognizant Vice President or Dean acting on the recommendation of the divisional Director of Human Resources.

Employees should neither initiate nor participate, directly or indirectly, in employment actions (initial employment or appointment, retention, promotions, salary, work assignments, leave of absence, etc.) involving members of their immediate family or household.

For the purposes of this policy statement, immediate family includes all relatives, such as, but not limited to the following: spouses, domestic partners, children (including step-children and foster children), parents, step-parents, grandparents, grandchildren, in-laws, siblings (including step-brothers and step-sisters), cousins, nieces, nephews, aunts and uncles.

If two employees become members of the same household, both may retain their positions, provided one is not under the direct or indirect supervision of the other. It is the responsibility of the supervisor/manager to advise the department administrator if such a relationship is established. Exceptions to this policy require the approval of the cognizant Vice President or Dean acting on the recommendation of the divisional Director of Human Resources.

An electronic or paper requisition for personnel (Form 100) should be completed in full for all full-time, part-time, limited-time, temporary and casual position openings and sent to the divisional Human Resources Office. The requisition states the essential functions of the position, as well as the minimum qualifications, skills and experience required. It must be approved by the department chairman or the designated representative and serves as authority to recruit for the vacancy. If the requisition is for a new position for which a Position Description Questionnaire or a generic job description does not exist, the requisition must contain an adequate description of the position to allow the assignment of a pay grade and title. The same information must be provided if the requisition is for an existing position where requirements or duties are to change significantly. If a position requires overtime, on-call or other scheduling arrangements, this should be noted in the requisition as a requirement of employment.

The divisional Human Resources Office is responsible for internal job postings, for placement of external advertisements, for referring qualified applicants and for providing professional assistance in all phases of the selection and employment process. Human Resources will be responsible for implementing and monitoring of applicable affirmative action program requirements, and for all other federal reporting requirements.

A staff member who has been employed for one continuous year in a benefits eligible status and resigns in good standing will be eligible to have benefits eligibility reinstated if the staff member returns to a benefits eligible position within six (6) months of the termination date.

Full-time and part-time staff members involuntarily terminated due to reduction in force retain their seniority and their applicable benefits are reinstated if rehired within twelve (12) months.

In all cases, retirement benefits are determined by prior service in accordance with the regulations established by the Employee Retirement Income Security Act.

Former staff members who are not eligible for reinstatement of benefits and who are rehired will have the status of new staff member and benefits eligibility, including leave and leave accrual, will be based on the most recent date of hire.

Staff members who are terminated for misconduct or who fail to give sufficient notice (minimum of two weeks for support staff and one month for senior staff) are not eligible for re-employment in any division of the University. Supervisors can waive the notice requirement.

The minimum age for regular employment at the University is 16. Staff members between ages 16 and 18 are required to obtain work permits prior to reporting to work. Exceptions for special programs require prior approval through the divisional Human Resources Office.

An individual performing a service for the University must be employed by the University and paid through the payroll system unless (1) the individual is employed by another organization (e.g., temporary employment agency, food services corporation) or {2) the individual is a bona fide independent contractor. Refer to the Independent Contractors Guide for the definition of an independent contractor.

In the event a person does not qualify as an independent contractor, yet the individual is employed for an extremely brief period of time (e.g., less than one week), and on a non-recurring basis (e.g., not more than once every three months), the supervisor is not required to submit a requisition to the divisional Human Resources Office in order to employ the individual. However, the Position Classification Number, Position Title, Pay Grade and rate of pay must have the prior approval of the divisional Human Resources Office before the individual begins to work. The payment to the individual must be made on a one-time, "lump sum" basis. This payment must be made by processing a Form 200.

A Federal W-4 Form, a state tax form and an I-9 Form completed prior to the first day of work must be forwarded to the Divisional Human Resources Payroll Office.