Office/Service, Managerial/Professional and Administrative Position Vacancies
Step 1: The immediate supervisor (director, dean, vice chancellor or chancellor) for the position vacancy shall complete and submit for approval the following forms: Personnel Requisition/Position Justification Recruitment Plan. (Available on SAPPHIRE)
If the supervisor feels that there is only one qualified internal applicant within the department, division or campus who can perform the job duties then the following form must also be completed: Departmental Promotion Rationale and Authorization Form. (Available on SAPPHIRE)
The "Comments" section on the back of the Personnel Requisition form shall include the following statement: "This position will be posted internally to encourage promotion or transfer of current university employees. Underutilization of ethnic minorities and women does not exist in the hiring department or division." Or in the case of an internal promotion the following statement will be used: "This position is being filled through promotion of a current university employee. Underutilization of ethnic minorities and women does not exist in the hiring department or division."
The "Search Committee" section of the Recruitment Plan form shall indicate if the search will be conducted in part by a search committee (name committee members) or solely by the immediate supervisor (name of supervisor and position) for the position.
The "Advertising Sources" section on the front of the Recruitment Plan form shall have a notation of N/A (not applicable) listed under date of announcement for UNK World Wide Web and Workforce Development.
The "Other Comments" section on the back of the Recruitment Plan form shall include the following statement: "Internal campus search", “Internal department search”, ", “Internal division search”, or “Internal promotion”.
Step 2: After the approved forms have been returned, the hiring department may then proceed with advertising the position within the department or on campus through distribution of the Position Announcement prepared by the AA/EO Office. The minimum advertising period is five working days. The announcement will be distributed via campus e-mail either to individuals in the department, division or campus wide. In the case of campus wide recruitment, the AA/EO Office will post the announcement on select campus bulletin boards. The announcement will also be sent to former employees eligible for Re-Employment due to a Reduction in Force in all instances.
Or in the case of an Internal promotion, the hiring department can offer the position (provided Step 1 is completed) and then submit the Personnel Action Change Form to Human Resources. Then proceed to Step 7.
Step 3: The Human Resource department may begin to collect applications for the position. Hiring criteria and interview questions based on the position functions and qualifications shall be developed to ensure uniform screening of applicants.
Step 4: Applicant(s) who meet the qualifications for the position and have satisfactory performance evaluations will be identified for further consideration based on initial screening of applications according to the established hiring criteria for the position shall be invited for interview.
Step 5: The immediate supervisor of the position shall submit the Recruitment Report and Applicant Census to the appropriate Dean, Director or Vice Chancellor for approval prior to the formal offer of appointment. Both forms shall be forwarded to the AA/EO Office following approval by the appropriate Vice Chancellor.
Step 6: The immediate supervisor of the position shall send a letter thanking all other applicants for the position and notifying them that the position has been filled.
Step 7: The immediate supervisor of the position shall retain records of the search for a period of five years.
UNK:AA/EO 2/04
