Procedure to Classify or
Reclassify into a Non-Existent Job Title
1. The department head/Project Manager determines changes in staffing
needs as required by the activity levels and functions of the
department. Before proceeding with the classification/ reclassification
process, administrative approval must be obtained at the Vice President
level with the concurrence of the Vice President for Business Affairs.
The Director of Human Resources (HR) or Assistant HR Director may serve
in a consultative role in determining preliminary staffing costs and
internal equity issues.
2. After receiving administrative approval, the department head should
complete a Job Description Questionnaire (JDQ) for each proposed new
classification. In the case of a proposed reclassification to a
non-existent job title, the incumbent should complete the JDQ and the
department head should review and also sign the JDQ. JDQ forms are
available at
http://dba.utpa.edu/forms and no other form should be used, except
for identical electronically reproduced forms. The completed JDQ form
should be submitted to the Office of Human Resources (HR) for review and
evaluation.
3. Upon receipt of a request for a new classification or a
reclassification, the Assistant HR Director will review and evaluate the
proposed job and determine the job classification code, job title, pay
range, education and experience requirements, and FLSA exempt or
non-exempt status. This process will include a comparison of the job
content (as described by the requesting department) with the job content
of similar positions already in the UTPA Pay Plan and the University of
Texas System Wide Classified Pay Plan. After the review and evaluation
are complete, the Assistant HR Director or designee will issue a
determination memo to the requesting department stating the job title,
class code, pay range and FLSA status. The requesting department should
allow ten (10) work days for completion of the review and evaluation
process. If additional time is required, the Assistant HR Director will
notify the requesting department.
4. The approval of the President for creating a new position is required
before the position is finalized, if Appropriated funds will be used.
Grants & Contracts must review and authorize, if grant funds will be
used.
Procedure to Reclassify into an
Existent Job Title
1. If the reclassification is for a position that is already in
existence with the Office of Human Resources (HR) with an incumbent, the
Project Manager must forward the following in order to process a change
to the employee's assignment:
Written approval from the
divisional Vice-President authorizing the reclassification; and
A "Change of Memorandum of
Employment" signed by the Project Manager,
Department Head (if different), and Divisional Vice-President.
2. If the reclassification is for a position that is already in
existence with the Office of Human Resources (HR) without an incumbent
and a search must be conducted, the Project Manager must forward the
following in order to process a change to the employee's assignment:
Written approval from the
divisional Vice-President authorizing the reclassification; and
A "Requisition for Personnel
Staff" signed by the Project Manager,
Department Head (if different), and Divisional Vice-President.
Please
contact Alicia Morley at the Office of Human Resources -
Compensation & Classification for assistance with the following
procedures at (956)316-7959 or
alicia@utpa.edu.
JOB VACANCY
PROCEDURES
Procedure for Recruiting & Hiring
1. A "Requisition For Personnel" form must be initiated and signed by
the Project Manager, and routed to the appropriate departments for
required approval signatures, as per the Delegation of Authority
established by the Office of the President.
2. After the Requisition has completed its routing for approval
signatures, the Office of Human Resources (HR) will place the posting in
the weekly UTPA "Employment Opportunities" bulletin. The Office of
Human Resources (HR) will automatically advertise professional exempt
positions once in the local newspaper (The Monitor) on the following
Sunday at the expense of the Office of Human Resources (HR) unless you
specifically request otherwise. The Office of Human Resources (HR) will
place advertising for non-exempt positions or additional advertising for
exempt positions at your department expense in whatever newspapers or
publications requested and an account name and number for charging the
expense must be provided in writing. Departments should not place their
own postings or advertisements but should do so through the Office of
Human Resources (HR).
3. The Office of Human Resources (HR) will compose the job posting /
advertisement based on the contents of the Requisition, or, at your
preference, you may compose your own job posting / advertisement on a
separate sheet and attach it to the Requisition. The Office of Human
Resources (HR) will proofread and edit submitted postings /
advertisements for format, salary, education and experience requirements
and post / advertise as received.
4. Positions opened to all applicants must remain open for acceptance of
applications for a minimum of five working days. Positions opened to
current regular UTPA employees only must remain open for acceptance of
applications for a minimum of three working days. At your option, a
position can be designated to remain open until filled or for some other
time period longer than the minimum. If a position has a specific
closing date, no person should be hired until after the closing date has
passed.
5. No person can be considered for employment unless and until they have
a current application on file with the Office of Human Resources (HR).
No staff applicant may be considered for employment nor may an applicant
be interviewed unless their application has been submitted directly to
the OHR, screened by the OHR Employment Manager and then forwarded to
the soliciting department. No College or department may directly accept
staff applications. All Application For Employment packets with related
resumes, transcripts, etc. should be delivered by the applicant directly
to the Office of Human Resources (HR). After screening applications for
the minimum job qualification requirements, the Office of Human
Resources (HR) will forward copies of the screened application packets
to the soliciting department. The soliciting department will determine
who it will interview from the submitted applicant pool. At least three
applicants should be interviewed and interviews must be arranged through
the Office of Human Resources (HR).
6. A Memorandum Of Employment (or Change Of Memorandum Of Employment if
the successful candidate is a current UTPA employee) for the chosen
applicant and an "Equal Employment Opportunity Report For Position
Recently Filled" form must be completed by the hiring department and
routed to the Office of Human Resources (HR) before the chosen applicant
can begin working.
7. The hiring department must contact the Office of Human Resources (HR)
for all employment authorization sponsorships of Foreign Nationals,
prior to working the individual. It is not permissible by law for an
employer to start working a foreign national who does not have proper
visa documentation.
8.
It is
the hiring department's responsibility to tell the new employee to come
to the Office of Human Resources (HR) before beginning work or within
three days of beginning work to:
i.
complete the required employment documents (I-9, W-4, other),
ii. present his/her Social Security card (not just the number),
iii. present a picture ID.
9.
As of September 1, 1999, per Section 651.005 of the Texas
Government Code, any individual who is required to register with
the United States selective service system must provide evidence of
their registration with or proof of their exemption from the selective
service system prior to hiring. Persons required to register
with the selective service system are males between the ages of eighteen
and twenty six who are citizens of the United States and those males of
the specified ages identified as nationals. A national is a person who
may not be a citizen of the U.S., but owes allegiance to it.
Please
contact the Office of Human Resources - Employment for
assistance with the following procedures at (956)381-2359 or
hroffice@utpa.edu.
