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.

  1. 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.

  2. The Hiring Supervisor completes a job requisition (PDF file of req) for approval by the department Chair. The requisition and job description are forwarded via e-mail to the KSAS HR Manager or HR Coordinator for electronic approval.

  3. KSAS HR electronically forwards (via e-mail) the documents to the Divisional Office where the requisition is entered into the automated job and applicant tracking system (STARS) and assigned a number.

  4. Requisitions are reviewed in the STARS 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.

  5. The requisition with the assigned grade is assigned to an Employment Specialist in the divisional HR office. Currently, Joan Ostrowski is the recruiter for most KSAS positions. Senior staff level Development positions are recruited by Becky Barnes; support staff Development positions are recruited by Kathy McCarron. The recruiter creates a job posting for approval by the appropriate hiring official, confers with the HR Manager 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.

  6. The divisional recruiter forwards resumes of qualified applicants from STARS 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.

  7. 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.

  8. 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. Refer to KASPER Section HUMAN RESOURCES: PAYROLL for forms.

  9. On or before the first day of employment, the new hire MUST visit the divisional HR Office in (119 Garland Hall) 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.

  10. 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.

Refer to the Independent Contractors and Consultants Guide available from the University's Tax Office, or on the web. You may also access information regarding Independent Contractors and Consultants on the web.

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.

After it has been determined that someone qualifies as an independent contractor, a B-33 form should be completed by that individual and signed by an administrator and another university representative, such as a Chair, Dean, or Director. If the amount of the contract is over $600, a purchase request is completed (see KASPER section on Human Resources: Payroll.)

 

 

The KSAS staff members are located in 250 Mergenthaler Hall. They are:

HR Manager, Joan Spoltore
Telephone: 410-516-4138
FAX: 410-516-8480

HR Coordinator, Pat Posner
Telephone: 410-516-7062
FAX: 410-516-8480

Homewood Recruiters

HR Payroll Reps

Lyn O'Neil, Karen Bocek
Student Employment Office

Nick Arrindell, Barb Fogle
International Office

 

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