1. CROSSING THE RECRUITING FINISH LINE: HIRING AUDIT AND UPCOMING CHANGES HR Liaison Network Spring Meeting Texas A&M University, Human Resources DIVISION OF FINANCE February 29, 2012

2. Human Resources Hiring Process Changes 02/29/12 Page 2 Agenda Background Changes Already Implemented Coming Hiring Procedure Changes Questions

3. Human Resources Hiring Process Changes 02/29/12 Page 3 Background

4. Human Resources Hiring Process Changes 02/29/12 Page 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. Human Resources Hiring Process Changes 02/29/12 Page 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. Human Resources Hiring Process Changes 02/29/12 Page 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. Human Resources Hiring Process Changes 02/29/12 Page 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. Human Resources Hiring Process Changes 02/29/12 Page 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. Human Resources Hiring Process Changes 02/29/12 Page 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. Human Resources Hiring Process Changes 02/29/12 Page 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. Human Resources Hiring Process Changes 02/29/12 Page 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. Human Resources Hiring Process Changes 02/29/12 Page 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. Human Resources Hiring Process Changes 02/29/12 Page 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. Human Resources Hiring Process Changes 02/29/12 Page 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. Human Resources Hiring Process Changes 02/29/12 Page 15 BE READY BE READY BE READY BE READY BE READY

16. Human Resources Hiring Process Changes 02/29/12 Page 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