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The staffing needs of each department within KSAS are determined by the department in consultation with the Dean for Finance and Administration, and are initiated by the department. If current funding is available and the position is approved, the Hiring Process is initiated.

1. The hiring manager reviews/edits an existing job description or creates a new job description . 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.
2. A requisition should be completed for all full-time, part-time, limited-time, temporary and casual position openings:

Job Requisition process effective 1/16/2009:

a) Hiring manager obtains approval for requisition from the Dean for Finance and Administration.
b) Hiring manager enters information on the electronic requisition form:
NOTE: The requisition form allows you to enter two additional hiring managers under the General Information section. Please list Jennifer Ayres (jhed id: jayres2) in box 2 or 3 as an alternate hiring manager. This allows KSAS Human Resources to view the requisition and assist the hiring manager in reviewing applicants. If the alternate hiring manager fields are not available, the hiring supervisor should copy & paste the completed requisition into Word and send it by email attachment to Jennifer Ayres, or Joan Spoltore; or print a hard copy and send to KSAS Human Resources, 248 Mergenthaler Hall
c) Hiring manager submits requisition form online.
d) Once submitted, the requisition is reviewed by the appropriate Compensation Analyst to determine the salary role, level, range, classified title, and the minimum qualifications required for the position. If the position is a direct replacement of a previous position, and the job description has not changed, the position will retain the same salary range, classified title, etc.

3. Once the Compensation Analyst reviews the position, an auto-generated email will be sent to the hiring manager with the information/codes necessary to complete the appropriate ISR to create or maintain the position in SAP.

4. The classified requisition is assigned to an Employment Specialist in the divisional HR office. The Employment Specialist creates a job posting for approval by the hiring manager, confers with the HR Manager/HR Generalist regarding hiring salary range, and posts it on the JHU website. If the hiring manager desires, positions may also be advertised in appropriate journals, newspapers, websites, etc., and charged to the departmental budget. All benefits bearing positions must be posted for a minimum of 5 days to allow applicants to apply.

5. The divisional Employment Specialist screens all applications. If a candidate meets the minimum qualifications as stated in the job posting, the Employment Specialist will forward the application/resume to the hiring manager for review and work with the manager 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.

6. If the position is posted for 4-6 weeks and qualified applicants have not applied, the hiring manager, Employment Specialist, and/or KSAS HR should meet to review strategies for attracting qualified applicants. These strategies may include re-evaluating the position for different qualifications or skill sets, or advertising in other areas to reach a broader work force. Should the decision be made to revise the position, the requisition will have to be re-evaluated by Compensation and then re-posted with the revisions for a minimum of 5 days.

7. Once the interview process is complete and the selection of the best candidate for hire is made, a hiring salary is determined jointly by the hiring manager, Employment Specialist, 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 Employment Specialist makes a job offer to the selected candidate, contingent on background and reference checks. Other investigations may also be preformed if appropriate (for example, a credit check may be run for a financial position).

8. Once a start date is determined, the recruiter completes an online New Hire Report (HCI) containing basic hiring information to assist the hiring manager in completing the hiring ISR.

9. Once the hiring ISR is processed by HR Shared Services, a JHED ID is issued to the new employee, and can be found by looking him/her up in the online Employee Directory.
If an email account is needed, the hiring manager should contact their departmental IT Specialist with the JHED ID and budget number. The account should be active within 24 hours.

10. On or before the first day of employment, the new hire MUST visit the Homewood 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.

11. Personnel Policy Manual – Recruiting & Employment

12. Also refer to sections on Student Employment and Summer Employment at http://www.jhu.edu/~stujob/

TRANSFERS, PROMOTIONS, DEMOTIONS, RECLASSIFICATIONS
From the JHU Personnel Policy Manual:

A. Definitions

1. A transfer is the movement to another job that is previously established through an approved personnel requisition, has the same salary range and may involve a salary increase. A transfer may result in a title change.
2. A promotion is the movement to another job in a higher job classification and will result in a title change. There are two types of promotions.
- Market-based promotions occur when an employee assumes another job that has a higher value in the marketplace and has been assigned a higher salary range.
- Contribution Level promotions occur when an employee assumes another job that has been assigned a higher contribution level and a higher salary range in the job classification system.
3. A demotion is the movement to a job with a lower salary range and/or lower contribution level. A demotion may result in a title change and may involve a decrease in salary.

B. General Policy

1. Job vacancies are posted and may be found on the University's employment opportunities web site and some are listed in the Gazette.
2. Staff members are encouraged to maintain an awareness of vacancies and to seek job opportunities for which they qualify. An expression of interest in a transfer or promotion, either by submitting an application as a result of a job posting or through discussions with a staff member's supervisor, will in no way have any adverse effect on the status of the staff member's current position. Every effort is made to fill vacancies with qualified staff from within the University.
3. 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. Before they are eligible for self-initiated transfer, promotion or demotion, staff members in positions that are in contribution level 1 or 2 of the job classification system must have been in their present position for a minimum of six months. Staff members in positions that are in contribution levels 3 to 5 of the job classification system must have been in their present position for a minimum of twelve months before they are eligible for self-initiated transfer, promotion, or demotion. In collaboration with the responsible supervisor and a representative of the divisional Human Resources Office, exceptions may be granted.
4. Demotions of staff members to positions involving less responsibility, skill or compensation must be fully documented and reviewed with a representative of the divisional Human Resources Office before implementation.
5. Staff members who activate self-initiated transfers or promotions resulting specifically from applying to a job posting or who have taken a demotion will enter into a 90 calendar days introductory period for the new position. If a staff member does not successfully complete this 90-day 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 30 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 30 days will be terminated.
6. The divisional Human Resources Office will coordinate reference checks, transfers, promotions, demotions and reclassifications.
7. 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.

TEMPORARY HELP
From the JHU Personnel Policy Manual:

“Temporary – A position planned to be of six months or less to be worked on a regularly scheduled basis. If a temporary position is going to extend beyond six months, the supervisor should review the position with a representative of the divisional Human Resources Office to determine whether the status should be either full-time, part-time, or limited-time. If the divisional Human Resources Office and the supervisor mutually decide to change the status, neither status nor benefits eligibility can be retroactive.”

Hiring for a temporary staff position can be handled with a requisition to the KSAS HR Manager, with the approval of the Dean for Finance & Administration. The employee must still apply to the position through JHUjobs and go through the background check process, but the 5 day posting requirement is waived.

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. 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. If Kelly Services does not have the ability to meet the needs of the department, other temporary agencies can be used. Contact KSAS Human Resources for more information. Effective 1/16/2009 – all temporary employees contracted through temporary agencies must have prior approval from the Dean for Finance & Administration.

INDEPENDENT CONTRACTORS

Effective March 2, 2009, the independent contractor certification approval will move from Human Resources to the University Tax Office. Certification requests should be faxed to 443-997-8538, and questions can be emailed to IndependentContracts@jhu.edu

The University is required by the Internal Revenue Service (IRS) to properly classify individuals providing labor or services as either employees or independent contractors. This policy provides guidance on the independent contractor classification process and on the procedure for payment of services. Independent contractors are individuals who render a service and meet contractor conditions as established by IRS regulations. An independent contractor is an individual or non-corporate business entity such as a sole proprietorship, partnership or limited liability company (two employees or less) that has established a name that it uses to carry on business. The University has a process in place that adheres to the IRS criteria when classifying these individuals as either employees or independent contractors. These individuals are subject to the policies and procedures set forth by the University.

It should be noted that for tax purposes, payments to U.S. Citizens and nonresident aliens are treated differently, so it is important to determine the residency status of an individual at the beginning of the hiring process. The University Tax Office must be consulted in advance of a department hiring a nonresident in the capacity of an independent contractor. The Tax Office will work with the International Office to determine if a nonresident alien has proper work authorization to perform services as an independent contractor as well as work with Accounts Payable Shared Services to make sure proper tax withholdings are processed once the contractor is hired.

For the full policy and administrative procedures, please see the Independent Contractors Policy on the Controller’s Office website.

 

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HR Coordinator, Jennifer Ayres
Telephone: 410-516-7038
FAX: 410-516-4100

HR Director, Joan Spoltore
Telephone: 410-516-7038
FAX: 410-516-4100

and HR Generalist, Simone Gilner
Telephone: 410-516-7062
FAX: 410-516-4100

Homewood Human Resources

Student Employment Office

International Office

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