Texas A&M University, Human Resources

1. DIVISION OF FINANCE Crossing the Recruiting Finish Line:Hiring Audit and Upcoming ChangesHR Liaison Network Spring Meeting Texas A&M University, Human Resources February 29, 2012

2. Agenda • Background • Changes Already Implemented • Coming Hiring Procedure Changes • Questions

3. Background

4. Hiring Audit Findings and Related Regulation Changes • 2010 Hiring audit findings (finalized in 2011) • Credentials Verification • Exceptions to the Hiring Process • Interview Documentation • Revised System Regulation • Employment Practices 33.99.01 • Released August 2011 • Clarification of posting requirements

5. Already Implemented-Credentials Verification • HR verification of degrees and professional licenses • Implemented September 2010 • HR: degrees and professional licenses • Hiring department: all other job-related credentials such as military service, certifications, prior employment, etc.

6. Already Implemented-Hiring Procedures • Minimum posting period • Changed from five (5) working days to five (5) days • Effective September 1, 2011 • Online training course completion • Hiring Supervisor must have taken course within past two years to open a Notice of Vacancy (NOV)-Effective Hiring Practices • Effective October 1, 2011

7. Already Implemented -Hiring Procedures • Position File Reviews • HR is conducting reviews of departmental position files from positions filled in September 2011. • Review follows process and form described in Liaison Network News emails sent on 9/5 and 9/19. • Departments are notified of review results.

8. Coming Changes • HR hosted meetings with different groups for discussion of specific issues: • Research titles • Wage positions • Forms and documents for payroll • Other System Members (AgriLife, Engineering, Galveston, Qatar)

9. Coming Changes-Posting • Posting requirements – Effective date pending • All non-faculty positions, including wage (temporary) positions must be posted • Includes Research titles previously excluded • Student and Graduate Assistant positions remain excluded from requirement

10. Coming Changes-Posting • Posting can take the following forms: • All Applicants (Internal and External) • TAMU Employees Only (designated 02 Adloc) • System-wide Employees

11. Coming Changes- Posting • May also fill a vacancy with a qualified budgeted employee without posting by approved internal promotion or transfer* • Old Exception to Hire provision is re-written to require VP, HR and President Approval. Used for TRUE exceptions. If considering external candidate, cannot waive posting at TWC.

12. Coming Changes- Student Worker to Wage • Student Worker can be transferred to a wage position without posting under the following circumstances: • No longer qualifies for Student Worker status • Business need to continue in the same capacity without a break in service • Cannot exceed a duration of 4.5 months, usually within the same fiscal year.

13. Coming Changes • UR 33.99.01.M1 Hiring Rules for Non-Faculty Positions (Converted to a SAP) • SAP 33.99.10.M1.01 Credentials Verification for Non-Faculty Employees • Release of both SAPs still pending • Contingent on release of these: • UR 31.01.01.M7 Employee Compensation Administration • SAP 31.01.M7.02 Creating, Reclassifying, and Re-titling Positions

14. Take Away Items • High responsibility for departments to ensure qualified hire and required documentation • Multiple ways to post in future. Posting required for all positions not handled by promotion/transfer • Transfers/Promotions used as appropriate • Exception to Hire EXTREMELY limited • Release of Rules/SAPs will require rapid compliance so be ready

15. BE READY BE READY BE READY BE READY BE READY

16. Any Questions? Elizabeth Schwartz Director, Workforce Management eschwartz@tamu.edu 845-0357 Cheryl McDonald Manager of Recruitment and Workforce Planning cheryl.mcdonald@tamu.edu 862-1015 Michelle Steedly Manager of Classification & Compensation msteedly@tamu.edu 862-3904