3.20 / Recruitment, Hiring and Onboarding

1. Applicant: An individual who submits an application for a posted University position through the University's Applicant Tracking System.
2. Applicant Tracking System (ATS): A software application that enables the electronic processing of recruitment, hiring, and onboarding activity.
3. Benefit Eligible Position: A position with the University that is half-time equivalency (0.5 FTE) or greater and is not a temporary, lecturer, graduate assistantship, or student employee position.
4. Candidate: An Applicant who meets the minimum qualifications of the position for which they have applied and is being considered by the Hiring Official.
5. Employee: An individual who provides services to the University on a regular basis in exchange for compensation and receives a W-2 for such services. This includes temporary and part-time Employees.
6. Foreign National: An individual who is not a U.S. citizen or lawful permanent resident (green card holder) of the United States.
7. Hiring Official: Employees delegated with the authority to make hiring decisions.
8. Hiring Preference: A preference given in the employment and promotion of qualifying veterans and persons with a disability for certain state government positions in accordance with Policy 3.46 / Veterans and Disability Employment and Promotion Preference, and federal and state law, including K.S.A. Sections 44-1139, et seq. and 73-201, et seq.
9. Internal Candidate: A current Employee who has become a Candidate for a position within the University.
10. Non-Benefit Eligible Position: A position with the University that is not a Benefit Eligible Position.
11. University: Wichita State University.

Recruitment Process

1. Advertising a Position

   1. When a Hiring Official desires to fill a University position, the position must be posted to the University's ATS.
      1. Benefit Eligible Positions must be posted to accept applications electronically through the ATS for a minimum of five (5) calendar days.
      2. There is no minimum number of days required for a Non-Benefit Eligible Position posting.
   2. Advertised positions shall include equal employment opportunity and nondiscrimination statements in compliance with Policy 3.02 / Notice of Nondiscrimination and Hiring Preference notifications required by K.S.A. Sections 44-1141 and 73-201.
   3. Advertisements that are supplemental to the ATS position posting may be utilized but must be paid for by the hiring department.

2. Applications

   1. All applications for a University position must be submitted through the University's ATS.
   2. Application materials are screened prior to interviews, based on the requirements of the position description, to ensure the Applicant meets the minimum qualifications for the position. This includes, but is not limited to, required education, experience, knowledge, skills, and abilities.
   3. Applicants who have requested and meet the criteria for a Hiring Preference shall be designated as "Hiring Preference" in the ATS for consideration consistent with Policy 3.46 / Veterans and Disability Employment and Promotion Preference.
   4. Applications submitted by former Employees will require validation by Human Resources that the former Employee is eligible for rehire.
   5. All application materials are considered confidential. The search committee, Hiring Official, and others involved in the screening and interview process are expected to maintain the confidentiality of Applicant and/or Candidate information.

Hiring Process

1. Interviews

   1. The search committee and/or Hiring Official conducts interviews with qualified Candidates and uses consistent practices, criteria, and questions to determine the selection of the final Candidate(s), related to the position description and the job responsibilities.
   2. Any methods, other than interview questions, that are used to assess skills and/or behaviors must be reviewed by Human Resources in advance, to ensure validity and compliance. Examples include, but are not limited to, assessments of behavioral or aptitude skills (i.e. proficiency in typing, MS Office Suite, etc.).
   3. Search committee chairs and Hiring Officials are required to keep notes and paper documents used during the interview process for the retention period stated in the University's Records Retention Schedule, in accordance with Policy 20.23 / Retention of University Records. The search committee or Hiring Official is responsible for providing justification for the decision made for each Candidate who meets minimum qualifications.

2. Equal Opportunity

   The University is committed to providing equal employment opportunity and advancement for all qualified persons, and to prohibiting discrimination in employment as set forth in Policy 3.01 / Equal Opportunity and Policy 3.02 / Notice of Nondiscrimination.

3. Remote Work.

   When the Hiring Official is considering a Candidate who will be working remotely or will have a flexible work arrangement, they will follow the processes set forth in Policy 3.52 / Flexible Work Arrangements, Including Remote Work for review and approval prior to a contingent offer being made.

4. Sponsorship

   Hiring Officials who are considering a Foreign National for a position at the University must coordinate with Human Resources and obtain necessary approvals for sponsorship prior to extending a contingent offer, if applicable. Employment of Foreign Nationals requires compliance with Policy 3.32 / Employment of Foreign Nationals and with all applicable federal immigration laws and regulations.

5. Reference Checks

   The search committee and/or Hiring Official completes personal and employment-related reference checks before an offer is extended to a selected Candidate for a Benefit-Eligible Position. A standard Reference Check Form is available from Human Resources for this process. For Internal Candidates, the Hiring Official will contact the Internal Candidate's current leader.

6. Contingent Offer

   When the Hiring Official selects a final Candidate to hire, a verbal contingent offer will be made. Verbal contingent offers shall be made by Human Resources or after consultation with Human Resources. The offer is contingent upon criteria such as, but not limited to, a pre-employment background check, pre-employment drug screen, verification of credentials, verification of any eligibility requirements specific to the position, residency verification as required for export controls, and verification of eligibility to work in the United States. A written contingent offer will be provided to the Candidate following acceptance of the verbal contingent offer.

7. Background Check

   Pre-employment background checks are administered in accordance with the Kansas Board of Regents (KBOR) and University policies, state and federal law, regulatory agencies, and/or by contract. All background checks shall be conducted consistent with Policy 3.31 / Background Checks for Employment.

8. Drug Screen

   Drug screens may be administered to a Candidate upon acceptance of a contingent offer of employment, consistent with Policy 3.51 / Pre-Employment Drug Screening, Policy 3.23 / Commercial Driver's License - Drug and Alcohol, state and federal law, regulatory agencies, and/or by contract. Failure to participate in the required drug screening test, or a confirmed positive result based upon a test sample obtained from the Candidate, voids the contingent offer of employment and may result in disqualification of the selected Candidate from designated safety-sensitive positions for a period of one year from the disqualification. Human Resources coordinates scheduling with the designated testing site.

9. Internal Candidates

   Transition of Internal Candidates from one University position to another is subject to the requirements of Policy 3.61 / Workforce Transitions.

Onboarding Process

1. Upon acceptance of a contingent offer of employment, Candidates are provided electronic new hire paperwork that must be completed prior to the start date, including but not limited to providing documentation that establishes identity and eligibility to work in the United States. For Candidates who are unable to provide documentation establishing identity and eligibility to work in the United States prior to their start date, such documentation shall be provided on the first day of work.

Orientation and Expectations

1. Prior to the assignment of regular work, the hiring department is encouraged to provide department orientation, review the position description, review performance expectations, and establish goals and objectives for the performance management process to the new Employee.

Employment of Minors

1. Individuals must be at least 18 years of age at the time of hire to be considered for a Benefit Eligible Position.
2. Individuals must be at least 14 years of age at the time of hire to be considered for a Non-Benefit Eligible Position.
3. The University may, in its sole discretion, prohibit minors from working in certain positions, in certain departments or labs, or at certain locations that are deemed to present a risk of harm or danger to the life, health, safety, morale or welfare of the minor or any other individual. This may include, without limitation, positions requiring operation of heavy machinery, patient contact or care, or food handling.
4. Minors shall be subject to work-hour limitations required under federal and state child labor laws.

Accommodations

1. At the request of an Applicant and/or Candidate, accommodations may be provided during the recruitment, hiring, and/or onboarding process. To request a disability accommodation, please contact Human Resources at (316) 978-3065 or email employment@wichita.edu.