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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