The hiring needs of each department within KSAS are determined
by the department and are initiated by the department. Once a need
is identified, the department Chair and Administrator determine
whether current funding is available; if so, the Hiring Process
is initiated.
-
The Hiring Supervisor creates a new job
description (JDQ) (MS Word format), or reviews/edits an
existing job description. Generic
job descriptions are available online to assist in defining
the position. Job descriptions should document a complete and
accurate representation of the essential job functions of the
position, including the required experience, skills, and qualifications
to perform them.
-
Job Requisition process effective 12/26/06:
a) Hiring Supervisor obtains approval for requisition from Department Chair.
b) Hiring Supervisor enters information on new electronic form:
(https://hrnt.jhu.edu/jhujobs/hiring_manager/)
NOTE: The new requisition form allows you to enter two additional hiring managers under the General Information section. Please list Joan Spoltore (jhed id: jspolto1) in box 2 or 3 as an alternate hiring manager
c) *Hiring Supervisor copies & pastes completed requisition information into Word and sends copy to KSAS HR
by e-mail attachment
Joan Spoltore or Linda Evans
or
do a “print screen” and send to
Joan Spoltore/Linda Evans
KSAS Human Resources
237 Mergenthaler
d) *Hiring Supervisor submits requisition form online.
e) Requisitions are reviewed in the (JHUjobs) System by the appropriate Compensation Analyst. If the position has not been modified since last filled, (direct replacement of a previous position), no new grade classification is assigned; the former grade is retained. If the position is new or restructured, the Compensation Analyst confirms a title and pay grade with the Hiring Supervisor and HR Manager/HR Generalist.
*Note: Steps (c) & (d) should occur simultaneously
- Once the Compensation Analyst reviews the position, an email will be sent to the hiring manager with the information necessary to complete a New Position ISR or a Copy Position ISR.
- The requisition with the assigned classification is assigned to an
Employment Specialist in the divisional
HR office. Currently, Cherina McGee is the recruiter for
most KSAS positions. Senior staff level Development positions
are recruited by Kathy Eldridge; support staff Development positions
are recruited by Cherina McGee. The recruiter creates a job
posting for approval by the appropriate hiring official, confers
with the HR Manager/HR Generalist regarding hiring
salary range, and posts it on the JHU
website. If the hiring official desires, positions may also
be advertised in appropriate journals, newspapers, websites,
etc., and charged to the departmental budget.
- The divisional recruiter forwards resumes of qualified applicants
from JHUJobs to the hiring official
for review and works with
the official to set up interviews for applicants. In the case
of departmental administrator positions, the KSAS HR Manager
participates in the resume review and interview process. Once
the interview process is complete and the selection of the best
candidate for hire is made, the recruiter completes a check
of applicant references. If applicable to the position, a background
check is done.
- Hiring salary is determined jointly by the hiring official,
recruiter, and KSAS HR Manager based on established salary ranges,
candidate qualifications/experience, equity within KSAS, and
financial constraints. Exceptions to hiring salary ranges or
other discrepancies are resolved by the KSAS HR Manager.
- The recruiter makes a job offer to the selected candidate.
Once a start date is determined, the recruiter completes an
online New Hire Report containing basic hiring information to
assist the hiring official in completing the hiring paperwork
(ENTL, ESAL, or form 200) for
divisional
HR Payroll. A copy is sent to the KSAS Administrative Office. Refer
to KASPER Section HUMAN
RESOURCES: PAYROLL for forms.
- On or before the first day of employment, the new hire MUST
visit the divisional HR Office in (6th Floor of the Wyman Building) to complete
REQUIRED paperwork, including tax information, J-card information,
and an I-9
form. Non U.S. citizens must provide proof of eligibility
to work at the University before they begin. Foreign visitors
should contact the Office
of International Student and Scholar Services.
- Minimum
Age Requirement
- Also refer to sections on Student Employment and Summer Employment
at http://www.jhu.edu/~hr1/hrdivis/homdiv/employ.htm#i9
and http://www.jhu.edu/~stujob/
TRANSFERS
From the JHU Personnel Policy Manual:
"A transfer is defined as the movement from one position to
another position that is previously established through an approved
Personnel Requisition, is in the same salary grade and does not
involve a salary increase. A transfer may be within a department,
between departments or divisions of the University and may result
in a title change.
The University may initiate transfers, promotions or demotions
at any time in response to the needs of the organization and the
needs of staff members. Staff members in positions that are in pay
grades 31-37 must have been in their present position for a minimum
of six months before they are eligible for self-initiated transfer
or promotion. Staff members in positions that are in pay grades
38-48 and 89-97 must have been in their present position for a minimum
of 12 months before they are eligible for self-initiated transfer
or promotion. Exceptions are made in collaboration with the responsible
supervisor and a representative of the divisional Human Resources
Office.
Staff members who activate self-initiated transfers or promotions
will enter into a ninety calendar days introductory period for the
new position. If a staff member does not successfully complete this
90 days period, the staff member may apply for other open positions
within the University; however, there will be no guarantee of continued
employment. Staff members have thirty days from notification of
failure to complete successfully the introductory period to find
a University position for which they are qualified and accepted.
The staff member may be scheduled to work during the notice period
or may be paid in lieu of notice. An individual who has not accepted
a University position within the thirty days will be terminated.
The divisional Human Resources Office will coordinate reference
checks, transfers, promotions, demotions and reclassifications.
When a staff member moves to a new position, relevant human resources
forms and records are to be sent to the appropriate divisional Human
Resources Office(s)."
TEMPORARY HELP
Hiring for temporary staff can be handled with a requisition
to the KSAS HR Manager. Since temporary positions do not carry benefits,
they do not have to be posted or advertised. The maximum period
of employment for a temporary staff member is six months.
Temporary help may also be obtained through Kelly Services with
whom JHU Purchasing Services has contracted. You may access the
JHU/Kelly
Services home page. Use the request form and position descriptions
furnished by Kelly to determine the appropriate position number
(and billing rate). After completing the form, fax it to Kelly at
410-685-2462.
Temporary help secured through Kelly Services is to be just that
- temporary. It is not to be used in lieu of posting a requisition
for a position. However, if a temp hired through Kelly Services
is a successful candidate for an open position which they have held
on a temporary basis, there is no financial penalty to the university
for hiring the temp.
INDEPENDENT CONTRACTORS
Independent contractors and consultants are individuals who
render a service and meet contractor conditions as established by
the Internal Revenue Service (IRS) criteria. The IRS has specific
guidelines for determining whether an individual is an employee
or a consultant (independent contractor). The university has established
guidelines to help departments identify the appropriate classification
for individuals who render services or provide professional advice.
Classifying an individual is critical because if the IRS determines
that the individual should have been classified as an employee,
penalties could include payment of back withholding taxes, workers
compensation, plus fines and interest.
Effective 1/01/07, the University has implemented a
new Independent Contractor process which includes new forms which must be completed PRIOR to an individual being paid as an Independent Contractor.
Independent Contractor Information and Forms:
Independent Contractor Policies and Procedures (PDF)
Independent Contractor Forms
Independent Contractors-Employment Procedures for Rejected Requests (PDF)
For questions regarding
Independent Contractor requests, contact:
Christina Esteves or Pamela Weissman, 410-516-8123
The Federal Employment Tax Regulations (FICA taxes, FUTA taxes,
and income tax withholding) provide that an individual generally
is an employee if, under the usual common law tests, the relationship
between the individual and the person for whom he performs services
is the legal relationship of employer and employee. Such a relationship
generally exists if the person for whom the services are performed
"has the right to control and direct the individual who performs
the services, not only as to the result to be accomplished by the
work but also as to the details and means by which that result is
accomplished. That is, an employee is subject to the will and control
of the employer not only as to what shall be done but [also] how
it shall be done."
In addition to the above, the IRS has a 20 point test; one of the
most significant of the 20 points is; a worker is generally considered
to be an employee if he or she is controlled by the employer AND
uses the employer's tools, materials, or equipment which is certainly
the case in this situation.
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HR Manager, Joan Spoltore
Telephone: 410-516-4138
FAX: 410-516-8480
and HR Generalist, Linda Evans
Telephone: 410-516-7062
FAX: 410-516-8480
Homewood
Recruiters
HR
Payroll Reps
Lyn O'Neil, Karen Bocek
Student
Employment Office
Noppadon Moapichai
International Office
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