RECRUITING AND HIRING POLICY
Questions/Answers
Q: To apply for employment at Vanderbilt, what is required?
A: Vanderbilt application and/or resume.
Q: What is an applicant?
A: An individual becomes an applicant once he/she applies for a specific open position and is identified as having the skills necessary for the position. Until a candidate is identified as qualified for a specific position of interest and referred to the hiring official, he/she is considered a "prospect."
Q: Does Vanderbilt use skills-testing for applicants?
A: Vanderbilt uses only validated job-related skills testing for appropriate positions. Such tests may be administered only by, or under the direction of, Recruitment Services for both internal and external candidates.
Q: What requirements must be met before an offer of employment?
A: The following requirements should be completed before an offer unless the department administrator waives some of the requirements.
- Application or resume submitted to Human Resources
- Personal interview and selection
- References checked of a candidates’ work background and qualifications (minimum of two required)
- Verification of licensure and certification, as required
No staff member may be begin employment without appropriate I-9 documentation.
Q: Can an offer be rescinded?
A: Vanderbilt reserves the right to rescind an offer, or to terminate employment, if information is misrepresented, or omitted from an application, resume or during the interview process.
Q: How long are applicants considered active?
A: Six months
Q: What types of positions does Vanderbilt have?
A: Vanderbilt recognizes four types of staff positions:
- Regular positions - on-going positions with no defined ending date. That does not mean that a regular position cannot end. It means there is no current expectation that it will end at a defined time. Regular, non-faculty, staff positions are not to be defined by contracts or appointment letters. Exceptions must be coordinated through the Associate Vice-Chancellor of Human Resources.
- Temporary positions - are created for a specific time-limited duration of no more than six months. Staff in temporary positions are not eligible for most employment benefits, nor do they have access to performance improvement counseling and dispute resolution procedures. Vanderbilt operates an internal temporary employment service, VTS that helps the University meet its temporary staffing needs. The Nursing Registry operates a temporary staffing service for nursing personnel. Hiring of staff for temporary positions should be coordinated through VTS and/or the Nursing Registry.
- PRN positions - acronym stands for Latin word, "pro re nata," which translates to "as the situation demands." Staff in PRN positions work on an "as needed basis." PRN positions are budgeted positions; however, they are considered temporary employment with no benefits. Like temporary positions, PRN positions do not have access to performance improvement counsling or dispute resolution procedures.
- Term positions - staff positions that exist for a period longer than six months but are not expected to last beyond one year. Although a position may exist for a specified or indefinite period, staff who accept term appointments are not guaranteed employment for the entire period; they are employed for indefinite periods within the limit of the appointment. There are no guarantees of continued employment, either within the term or when the term ends. Term appointments are treated like regular staff positions for benefit eligibility and vacation, holiday, and sick time accrual. Staff in term positions are subject to the same performance improvement counseling and disciplinary policies as regular staff, and they may use the dispute resolution process once they have completed their initial orientation periods. Positions that do not have defined ending dates or that are likely to exist for longer than one year should be established as regular positions rather than as term appointments.
- Student positions -Vanderbilt students may not normally hold regular staff positions-either in the department in which they are enrolled or in another Vanderbilt department. Supervisors should be aware of the special issues related to student employment, including the limits on the number of hours students may be authorized to work, and the effects that earned income may have on a student's eligiblity for other sources of financial support. There are additional restrictions if the student is a minor. Before employing any Vanderbilt student (undergraduate or graduate), supervisors must contact the Student Affairs Office or Student Financial Aid Office.
NOTE: Some positions, such as Resident, may not be defined as staff positions and may be subject to guidelines and policies other than those covered in this policy. For additional information, reference the Faculty Manual, available from the Office of the Provost, or the Manual for Residents/House Staff, available in the Office of Graduate Medical Education.
Q: The Recruitment Office of Human Resources assists in providing temporary workers to meet specific departmental needs?
A: Yes. Vanderbilt Temporary Services, a division of HR coordinates temporary needs for various types of positions including clerical, accounting, service, allied health, customer service and much more. To place a request for a temporary simply complete a VTS order form and fax the request to 3-9788. A VTS recruiter will contact you and assist in filling.
Q: How do I post a position for recruitment?
A: To fill an existing position, a Position Management Form (PMF) must be submitted, and the position must be posted on the Vanderbilt Job List for a minimum of five calendar days. An exit interview should have been scheduled with the leaving staff member before the vacant position is posted. Recruiters conduct exit interviews for voluntary resignations; Employee Relations' specialists conduct exit interviews for involuntary terminations. To fill a new position, a PMF must be submitted, the position must be classified with a job description, the funding must be approved, and the position must be posted on the Vanderbilt Job List for a minimum of five work days.
Q: How long are positions posted?
A: For a minimum of five calendar days on the Vanderbilt Job List. After the position has been posted for six months, it will be removed from the active recruitment listing; a hiring official may re-post a position as long as he/she is actively recruiting to fill the position.
Q: What are the responsibilities of the recruiter?
A: Recruiters are accountable for sourcing and presenting a diverse pool of candidates, as well as notifying the hiring official when a position has an affirmative action hiring goal. Selection of search firms or consultants are coordinated through Recruitment. Recruiters are also responsible for confirming any offer of employment in writing and ensuring that the offer letter includes appropriate langauge.
Q: Who checks references?
A: A minimum of two references, including the last place of employment, are required for internal (transfer) and external candidates. When the applicant has no previous employment, other references may be considered. Either the Recruiter or the hiring official may check references; coordinate appropriate reference checking questions with the Recruiter.
Q: Where do I coordinate salary recommendations?
A: Salary recommendations are coordinated with the appropriate Recruiter prior to extending an offer of employment.
Q: What are the responsibilities of the hiring official?
A: Hiring officials must submit resumes (solicited or unsolicited) or applications to Recruitment to insure input into the required reporting documents. The hiring official must request that the prospective candidates go through the application process at Recruitment Services. Hiring officials are accountable for consideration of all candidates and for interviewing a diverse pool of candidates that is sufficient in scope so that most qualified applicants are given due consideration. Interview notes and documentation on applicants are subject to audit, and should be kept on file in the department for two years from the date of hire. Hiring officials are also responsible for completing the Self-Audit Report (SAR) at the close of the recruitment. Decisions to hire must be based on specified job-related criteria. The hiring official extends an offer of employment; however, written confirmations of offers must be coordinated with the Recruiter for appropriate language. Offers of staff employment are not contracts for guaranteed employment for a specific term; staff are employees at will.
Q: What do I do if an applicant needs accommodations?
A: An applicant may indicate he/she has a disability, but may be able to perform the essential job functions with or without some accomodation. Hiring officails should consult with their Recruiter and the Opportunity Development Center regarding reqeusts for accomodation.
Q: How can I find out information regarding the employment of minors?
A: Federal and state laws restrict the nature and amount of work that persons under the age of 18 can perform. Contact Recruitment Services to ensure compliance with child labor laws.
Q: What guidelines should I follow with non-resident aliens?
A: Individuals who hold citizenship in countries other than the United States are subject to special conditions related to employment. Eligibility to work in the U.S. depends on an individual's visa status. Supervisors who are considering hiring a foreign national applicant must contact the Office of International Services to make sure that all legal and policy requirements are met before any job offer is made.
Vanderbilt University is committed
to principles of equal opportunity and affirmative action.
HR Express 2525 West End Ave Suite 218 Nashville TN 37203 Hours M-F 7:30 - 5:30 Last Updated: October 19, 2009 |
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