The official University policy outlining the employment process at Texas State is UPPS 04.04.03.  The information listed below details important procedural requirements unique to Student Affairs.

1. When a position is vacated, the dean/director initiates an RFP (Request to Fill a Position -- Attachment I to UPPS 04.04.03).  Information required on this form includes identifying the position to be filled, the pay step, the supporting account, the individual who vacated the position, media in which the position will be advertised, and any special instructions.  It is important to remember that account managers may not offer salaries higher than those listed in the job posting.  Account managers are encouraged to post a realistic hiring range.  A realistic hiring range is one that is in compliance with the published minimum and maximum limits in the University Pay Plan, and one that does not exceed the dollars available to be paid for the position.  The RFP is then forwarded through the appropriate channels to the VPSA for approval.  If this position is an unclassified position, a discussion should be held with the VPSA to consider special advertising and recruitment strategies.  If necessary, the director/department will develop an announcement for targeted markets, such as the Chronicle of Higher Education, Women in Higher Education or Black Issues in Higher Education. [See additional information about advertising here.]  If appropriate, a discussion should be held regarding the possible development/appointment of a search committee and potential search committee members.

2. In some situations, the dean/director may wish for responses to the position announcement be sent directly to his/her office.  This should be noted in the position announcement.  This will facilitate timely responses to requests, and with diligent monitoring, will ensure that all necessary documents are available when the search committee commences its work.  If the director wishes for all applications to be returned to the Human Resources Office, no special arrangements are required.

3. The Human Resources Office will initiate position advertising when the department does not specify other arrangements on the RFP.

4. When the position has closed, the Human Resources Office will contact the director by telephone.  The dean/director goes to the Human Resources Office to obtain the Log of Applications along with submitted applications.  The Affirmative Action/EEO pool of applications maintained by the Human Resources Office will be reviewed by the dean/director.

5. Prior to reviewing applications, the search committee or departmental employees responsible for hiring the new employee should establish criteria on which to rank each application.  This should be done for both classified and unclassified positions, in order to develop an impartial system of review.  Depending upon the pool and based on the application ranking, a predetermined number of candidates should be selected for interview.  This number may vary, but in no case should less than three individuals be interviewed.  Prior to the interviews, another ranking sheet should be developed to assure that candidates are ranked on a standard set of criteria during the interviews.  It is also helpful for the committee to prepare a written list of questions to use in the interview session so that the interviews are standardized as much as possible.

6. For selected positions, interviews with other members of the division may need to be scheduled in conjunction with the search committee interview.  This should be discussed in advance with the dean/director and the VPSA.

7. The search committee will rank the candidates, taking into consideration feedback from others who interviewed the candidates and will forward their candidate ranking to the dean/director.  The dean/director may wish to conduct one final interview, if necessary.  If the dean/director concurs with the recommendation of the search committee, the applicant verification process will be completed.  Applicant Verification Process requirements and instructions and two blank Employment History Verification forms will be distributed to Account Managers with each Applicant Log.  As part of the hiring process, Account Managers will complete the forms, obtain necessary documentation of education and certification/affiliation.  The Log of Applications will be completed and forwarded to the VPSA along with all of the applications and interview results forms (Attachment II to UPPS 04.04.03) for approval.  The VPSA will forward the applicant log to the Associate Vice President for Human Resources and University Affairs (AVPHRUA) for approval.  Applicant Verification documents will be maintained with other selection documentation in the Human Resources Office.

8. When the AVPHRUA approves the applicant log, the dean/director may offer the position to the selected candidate and discuss salary requirements and starting date.  When agreement is reached, an IBC (Initiate Budget Change), to add the new employee to the budget, is completed and forwarded through appropriate channels to the VPSA for signature.  An effort should be made to have the IBC completed prior to the employee's first day of work, which should be on a Monday, so that the employee may participate in the New Employee Orientation Session held each Monday. 

   The VPSA Office will prepare a letter to the new employee welcoming him/her to the division.  The letters will also include information regarding the Student Affairs Orientation which is conducted three times each year. 

   When the employee begins work at Texas State, the hiring director will assure that all the appropriate paperwork is completed in the Human Resources Office and I-9 documentation is provided.

   It is Student Affairs policy that new staff members are not employed between Thanksgiving and January 1.

   All new University employees will participate in the staff orientation program.  New Employee Orientation (NEO) Part I is a program held the first work day of each week.  All new employees will attend Part I on their first work day to obtain information needed immediately such as parking, payroll, timekeeping and benefits.  New Employee Orientation Part II is a program held monthly.  All new employees will attend Part II within 30 days of their hire date to obtain additional information needed for successful employment at Texas State.  In addition, new employees will attend one Student Affairs Orientation which is scheduled three times a year -- January, June, and September.