Employment Procedures

Request for Personnel

To request a new position, or to secure approval to fill a vacant position, a Personnel Requisition form must be completed by the hiring manager prior to commencement of recruiting any open positions. The hiring manager must obtain appropriate approvals on the Personnel Requisition to authorize the expenditure of time and money on the recruitment process.

Open Positions are defined as vacancies resulting from employee termination, transfer, or promotion; vacancies created by authorized additions to staff or by additional or new positions created without overall additions to staff.

If a current Job Description is not on file, the hiring manager with the assistance of Human Resources must complete a Position Description Worksheet, attach it to the approved Personnel Requisition Form, and deliver both forms to Human Resources.

Human Resources will verify the vacancy, salary ranges and other pertinent information and forward to the appropriate Vice President for approval (only then will this form be submitted to the Executive Cabinet for final approval and authorization).

Recruitment Procedure

Human Resources locates and identifies a pool of qualified applicants through various sources including employee referrals, resume files, advertising, schools and colleges, employment agencies, professional associations and other businesses.

Human Resources prepares all employment advertisements and coordinates arrangement for advertising. The hiring manager is responsible for providing Human Resources with the account number to be changed.

Human Resources will provide Media authorization after the Hiring Manager reviews and approves the advertisement, including costs. Copies of final ads will be sent to Human Resources for record keeping purposes.

Selection Process

The purpose of the selection process is to obtain employees who can meet specific work requirements and successfully perform the job duties of the open position. Applicants may submit resumes that summarize their job-related qualifications for the open position.

Evaluation of Candidate Qualifications

Human Resources, along with the hiring manager, reviews resumes and applications. The information provided by the applicant is evaluated on the basis of skills, knowledge, education, salary requirements, and experience.

Candidate Screening

Human Resources and the hiring manager select potential candidates and may conduct an initial interview by telephone. Invitations for a face-to-face interview are made with applicants who seem best qualified for the open position. All external applicants are required to complete an Applicant Data Record.

All resumes and applications are retained for at least one year.

Personal Interviews of Selected Candidates

All questions asked in a personal interview are job-related and designed to help the interviewer identify the best-qualified candidate for the position. The Employment Interview Guide provides guidance for the pre-employment interview process and is available for the interviewer.

Verification of Information

Verification of work experience and education is made on final candidates prior to making an offer of employment. References concerning a candidate’s work background, education, qualifications, and other appropriate information are to be obtained before an employment offer is extended.

Human Resources may assist the hiring manager in conducting reference checks. Two references from former employers and one personal reference should be obtained. Contacting either two references from the same employer or one reference from two different employers may satisfy the former employer requirement.

All offers of employment should be conditioned upon satisfactory references. The hiring manager will complete a Personnel Action Notification and forward to Human Resources.

Employment Offers and Confirmation Letters

The President must approve offers to all candidates. Any other terms and conditions of employment, such as college-furnished vehicle or vehicle allowance, relocation assistance, early salary review, exception to vacation accrual, etc. must be approved in writing by the President prior to contacting the candidate.

The hiring manager extends all offers by telephone and Human Resources confirms all hourly offers in writing. The President's Executive Assistant confirms all salaried offers in writing.

Both the hiring manager and Human Resources must ensure that appropriate approvals are obtained for any unusual aspects of the employment offer, such as those listed above, and must ensure that the employee signs the confirmation letter.

Employment Eligibility Verification

To comply with the Immigration Reform and Control Act of 1986, Georgetown College requires each person hired to sign a Federal I-9 Employment Eligibility Form and to produce certain documents evidencing citizenship or right-to-work status.

Human Resources, or another designated employee, must examine the documentation and sign the employer review and verification portion of the form within three working days. Copies of the documentation must be maintained in a file separate from the employee's personnel file. Verification forms must be retained for three years after the date of hire or one year after separation of employment, whichever is later.

Employment Contracts

No employee or college representative other than the President has the authority to enter into any agreement for employment for any specified period of time or to make any agreement that is contrary to the employment-at-will policy. The at-will nature of the employment relationship may only be altered by a written agreement signed by both the President and the employee.

Personnel Action Notification

This form must be completed to initiate any of the following actions: employment, promotion/upgrade, transfer, leave of absence, sabbatical leave, maternity leave, demotion, reclassification, retirement, resignation or dismissal.

A personnel action requesting initial employment will require an approved Personnel Requisition form attached to the Personnel Action Notification (P.A.N.) form. After being initiated at the appropriate level (Dean, Director, Department Chair, etc.), the P.A.N. will then be submitted to the Director of Human Resources for verification of employee status, appropriate salary, appropriate account numbers and other pertinent data. The Director of Human Resources will then forward the P.A.N. form to the appropriate Vice President (or other executive authority).

Personnel actions for Deans and Vice Presidents or those involving promotional/upgrade salary increases for any classification of employee shall require the additional approval of the President. Once the appropriate manager’s staffing recommendation has been approved, a P.A.N. form will be completed and forwarded to Human Resources.

No personnel action (specifically employment) shall be official until a completed Personnel Action Notification has been signed by the CFO, Provost, Department Vice President or President if required.

The Personnel Action Notification form is the authorizing document for all personnel actions within Georgetown College.

Employee Enrollment: Prior to the first day of employment, a new employee should be directed by the appropriate manager to Human Resources for new hire paperwork, which includes completion of the following documents: Federal and State tax forms, Retirement Form, insurance forms, and the Employment Eligibility Verification Forms.

A completed Record of Personnel Action along with the necessary employee enrollment paperwork must be received by the Office of Human Resources in a timely manner in order for a payroll check to be processed during that month.