Skip to Content - Skip to Navigation

Hiring Requirements for Managers

August 23, 2006 


PURPOSE: 

To establish the search requirements for filling newly created or vacant manager positions.

SCOPE: 

This policy applies University-wide when filling a manager position.

OBJECTIVE: 

To expeditiously fill every manager vacancy with a well-qualified person who is reasonably available at the salary the university can offer and to ensure that principles of equal employment opportunity, including affirmative action, will be followed in all job actions involving managers, such as recruiting, training, discipline, and promotion in order to employ and retain a qualified and diverse work force. 

POLICY: 

Employment practices at IUP are regulated by numerous state and federal laws prohibiting certain forms of discrimination and supporting equal employment opportunity for students, faculty, and staff.  In addition, Pennsylvania Governor’s Office Management Directive 505.7, Personnel Rules, Section 13.32, states: “No agency shall, in any personnel action, including recruitment, appointment, promotion, training or separation, discriminate against any person because of race, color, religious creed, ancestry, union membership, age, sex, sexual orientation, national origin, AIDS or HIV status, or disability.”

Management Directive 505.7, Section 3.1 states: “Every effort is to be exerted to end discrimination and to develop steps to include members of minority groups and women at every level of employment, including recruitment, selection, appointment, promotion, training, delegation and decision-making.”

IUP adopts these Directives and is committed to taking affirmative action to assure equal employment opportunities for all applicants and employees in all work-related actions within the scope of this policy and to employ and retain well-qualified persons who continuously perform their duties in at least a satisfactory manner.

DEFINITIONS:

  1. Vacant Position -- An existing position not presently occupied as a regular job, the filling of which does not increase the university’s complement.
  2. Newly Created Position -- A new position being filled which increases the university’s complement.
  3. Modified Position -- A position in which the duties and responsibilities have been modified, or a new position created, due to reorganization but which does not increase the University’s complement.  Such position may or may not be occupied.
  4. Search Waiver – A search for a vacant or newly created position may be waived by the director of Social Equity and Civic Engagement.  A waiver may be obtained to appoint someone without conducting a search or to conduct an internal search.
  5. Appointment without a Search - An appointment to a vacant or newly created position from either a current IUP employee or outside candidate with approval obtained by the vice president from the President.  When a search is waived, the IUP employee or outside candidate must meet the established qualifications for the position.
  6. Internal Search   An internal search advertised within the university through appropriate means such as bulletin boards, Job Information Line, and Web site.  The purpose of advertising internally is to notify all potentially qualified internal applicants of the vacancy.  The search committee will consider applications only from current full-time, part-time, and temporary IUP employees.  Student employees are not eligible to apply during the internal search. 
  7. External Search – A search for a vacant or newly created position advertised outside the University.  The search committee will consider all qualified applicants, including internal applicants if an internal search was not conducted first.
  8. Management Review Committee -- A committee consisting of the vice presidents and the associate vice president for Human Resources, with the last one being a non-voting member.  The duties of the Committee are outlined herein.
  9. Search Committee -- A committee whose members are appointed by the vice president or director of the department where a vacancy exists and who are responsible for conducting a search to fill the vacancy.
  10. Manager – A person holding a job defined as a manager in the Management Compensation Plan of the State System of Higher Education. 
  11. Affirmative Action Officer  - director of Social Equity and Civic Engagement

RESPONSIBILITIES:


Associate Vice President for Human Resources:

  1. Consult with vice presidents to review their options for filling vacancies and assist them in completing the Internal Search or Waiver Request for Management Position Form.
  2. Ensure all vacancies and newly created positions are filled in accordance with the IUP Hiring Requirements for Managers Policy.  
  • Meet with all search committees to explain the hiring process.  Works as needed to coordinate and streamline the process and to ensure equal employment opportunity.

Director of Social Equity and Civic Engagement

 

  1. Ensure all vacancies and newly created positions are filled to ensure compliance with the Pennsylvania State System of Higher Education, federal and university guidelines.
  • Work with vice presidents, deans, and other managers and department heads to ensure the process supports the university’s affirmative action goals.
  • Inform all search committees of the affirmative action requirements. 
  • Work with the search committees throughout the process to respond to affirmative action questions.

    2.   The affirmative action officer may approve search waivers and search strategies, and may respond to requests to delay searches beyond nine months where a position is filled by an interim or temporary employee.


Vice Presidents:

 

  1. Start the employment process by meeting with the designated human resources representative to review options for filling vacancies and completing an Internal Search or Waiver Request for Management Position Form for the position to be filled.
  2. Submit the Internal Search or Waiver Request for Management Position Form to the Management Review Committee along with a valid job description.

 

  • The vice president may request to waive the search procedure and appoint either an IUP employee or outside candidate who meets the qualifications for the position.  Approval for the waiver must be obtained from the Director of Social Equity and Civic Engagement.
  • The vice president may also request to fill a vacant or newly created position with an interim or a temporary appointee, who is able to perform the minimum qualifications of the position, until a search is completed.  Approval for the waiver must be requested from the Director of Social Equity and Civic Engagement.  If the request is granted, the search must be initiated within nine (9) months of it being filled by an interim or temporary appointee unless justification for an extension is reviewed by the affirmative action officer and approved by the President.
  • If a vice president would like to conduct an internal search a waiver must be requested from the Director of Social Equity and Civic Engagement.  A search committee must be formed and a search conducted in accordance with these requirements and the Hiring and Employment Guidelines.  To be considered, internal candidates must meet the established qualifications for the position.  Requirements for the position must remain the same as if an external search were being conducted.  Internal candidates who qualify will be fully considered.
    d. If no selection is made at the conclusion of an internal search (or if at least three qualified individuals do not apply) an external search will be conducted, using the same search committee.  The external search will also be conducted in accordance with applicable hiring and employment guidelines and these regulations.

     

    3.   Appoint the search committee chair.  A search may be conducted to fill either vacated or newly created positions.  The search may be internal, external, or both, and if both are used, they may be conducted simultaneously.  Selection and responsibilities of the search committee is the subject of separate guidelines.


Management Review Committee:

  1. Review the Internal Search or Waiver Request for Management Position Form submitted by the vice president.
  2. Forward Internal Search or Waiver Request for Management Position Form, which has been approved, to the President for final approval.
  3. Review job descriptions for positions that have been modified as the result of a re-organization.  The Committee may decide (by recorded majority vote) to recommend an in-grade promotion, reclassify the position to a higher classification, or may determine that it is properly classified.  Upon the President’s approval, the Committee’s recommendation will be implemented.

Promotions associated with such reclassifications will take effect on the date of approval by the President.  Pay increases will be awarded consistent with the PaSSHE Management Performance and Reward Program Administrative Manual and Resource Guide.
 
The president:

 

  1. Approve or disapprove the recommendations of the Management Review Committee, submitted on the Internal Search or Waiver Request for Management Position Form, to waive the search, establish the extent of the search, and permit an interim or temporary appointment.
  2. Approve the selection of all persons who fill a vacancy and, through the authorized designee, make all offers of employment including salary and starting date.
  3. Review and approve Management Review Committee recommendations for promotion and position reclassification and, through the authorized designee, notify incumbents of such actions.
  4. Approve any delay beyond nine months in initiating a search from the date the vacancy was first filled by an interim or temporary appointee.
  • Human Resources Office
  • Sutton Hall, Room G8
    1011 South Drive
    Indiana, PA 15705
  • Phone: 724-357-2431
  • Fax: 724-357-2685
  • Office Hours
  • Monday through Friday
  • 8:00 a.m.–4:30 p.m.