Merit—Frequently Asked Questions: How a Position is Filled
How is a permanent position filled?
Refer to Merit Forms Processing checklist
- A merit requisition must be initiated online and submitted through Workflow to University Employment Services to be advertised. The merit requisition is available via the Self Service site. Sign in to Self Service, select the tab for HR Applications, Systems, and HR Transaction System.
- A current functional analysis form for the position should be reviewed and updated annually, and prior to submitting the requisition. Attach the form to the requisition. A copy should be kept in the hiring department.
- The special qualification information must be completed on the merit requisition for each specific skill to be used in the applicant screening process. (Additional information available: Definitions of Standard Special Qualifications)
- Once the advertising period has ended, the department will be provided with the name(s) of candidates that it may consider.
- For positions on extended advertising, applicant’s names will be forwarded to departments as applicants apply for the position.
- If there is no priority candidate, the department should determine who will be interviewed and who it wishes to hire based on relevant education, experience, and work sample results.
- Once an offer is made, an appointment form must be created and submitted. This is done in the Self Service site. Sign in to Self Service, select the tab for HR Applications, Systems, and HR Transaction System.
- If the position was a Temporary position that did not advertise, enter 00’s in the appointment form’s requisition # field.
- If the individual selected is currently a permanent staff member at The University of Iowa, a transfer form should be submitted. The transfer form must have the advertised position’s merit requisition number listed in the form's requisition # field.
- The “Final Summary,” which rates each applicant referred, must be completed in order for the appointment/transfer to proceed through Workflow.
Must the permanent position be advertised through Employment Services?
Yes, if the position is covered by the AFSCME contract.
No, if the position is not covered by the AFSCME contract. The position must be posted in the department for five work days so that interested staff can apply. The posting should include a description of the job, any special qualifications and a date by which to apply. Applicants must have an active electronic application (http://jobs.uiowa.edu), meet the classification's minimum requirements, and all special qualifications listed with the posting.
How long will a job be advertised?
Positions covered by the AFSCME contract must be advertised initially for five work days. Positions not covered by the contract may be advertised longer. The date the position will end its initial advertising will be listed as the “apply by date” for each position.
How will a department know if there are any priority candidates for the position?
Positions covered by the AFSCME contract must be advertised through Human Resources-Employment Services. At the end of the advertising period Employment Services will inform the department if there are any priority candidates. Positions not covered by the AFSCME contract, supervisory exempt or designated “confidential”, are not required to be advertised through Human Resources-Employment Services if the department plans to fill the position from its current permanent Merit staff. However, if you choose not to advertise the position, departments should contact Employment Services to inquire if there are priority candidates for the classification.
What determines a priority applicant?
The AFSCME contract and the Regents Merit rules.
Who can be a priority applicant?
Briefly, an individual who is eligible for contract transfer under the AFSCME contract, or who qualifies under the Americans Disability Act, or a person on recall or reemployment status.
What are a department's options if a priority candidate is referred to its position?
The hiring department may fill the position with the candidate, choose not to fill the position, or make a case to disqualify the candidate.
What are the grounds for disqualification of a priority or non-priority candidate who is referred?
The inability of the candidate to perform the essential functions of the position, with or without an accommodation (i.e., the position was advertised requiring a special skill of database knowledge and application experience. The hiring department may determine that the candidate does not have an adequate level of skill for the position through use of an appropriate work sample).
When can a department do a departmental competitive promotion?
Supervisory exempt or “confidential” positions can be advertised using the Departmental Competitive Promotion process. The position must advertise in the department for 5 work days.
Who is eligible to be considered for a departmental competitive promotion?
Current departmental merit staff members who have permanent status, who are eligible for the classification on a promotional basis, and who meet all approved special qualifications for the position.
Can someone in the department who is eligible for the classification as a lateral or voluntary demotion be considered for this position through the departmental competitive promotion process?
NOTE: If the position has to advertise through Employment Services, all internal candidates must apply through the merit electronic application process during the five-day posting period. This will not be a Departmental Competitive Promotion.
What is the departmental competitive promotion process?
The department must create and process a merit requisition through workflow. Use the Requisition Initiator Training Manual found on Self Service for assistance when filling out the merit requisition. You will first need to sign in using your Hawk ID and password. Select the Administration tab, then Systems, Jobs@Uiowa, then Merit Requistion Initiator Training Manual.
The following must be approved by Employment Services before the position can be advertised internally:
The merit requisition
Any special qualifications
The pre-Interview selection criteria form
The merit requistion is found on Self Service. You will first need to sign in using your Hawk ID and password. Select the Administration tab, then Systems, Jobs@Uiowa, then Create a Requisition, Merit link.
Choose the Regular Department Competitive Promotion merit requisition in the Form Type field.
The Ad Start Date must be a current date or one in the future. The dates that the position advertised in the department will be adjusted by Employment Services once the merit requisition is completed through Workflow.
Each employee must complete an electronic application and submit it to Employment Services. The electronic application is located on the Jobs@UIowa website. Select the Merit Options Tab to complete and submit the application to Employment Services. The employee must be eligible for the classification and meet all the approved special qualifications.
If the employee is a veteran and hasn't been set up for veteran's preference, they should follow the instructions for veteran's preference on the electronic application.
Employees interested in applying for the position should call Employment Services (335-2658) and request their name be added to the position before the end advertising date.
Employment Services will release the candidates for the Search Committee Admins after the end advertising date. The department will now have access to the candidate’s electronic application.
Pathway: Sign on to Self Service, select the Administration tab, then Jobs@Uiowa, then Search Committee Options. Select the requisition. On the Current Requisition Menu, select Manage Applicant Pool to view the electronic applications.
If the list includes a veteran, the department must follow the pre-approval procedures for the interview selection and job offer. Information about this process is available at Employment Services -Merit Information for Department-Merit Requisition Initiator Instructions-Interview Selection Criteria. If you need further assistance you may contact Keith Becker (335-2664), Jane Monserud (335-2652) or Lyra Dickerson (335-2721).
Processing the Department Competitive Promotion form.
The Search Committee Admin must complete the following steps on the Current Requisition Menu:
Select the Rate Applicants link. Rate all applicants on list.
Select the Final Applicant Summary link. Create and submit.
Select the Departmental Competitive Promotion Recommendation form, create and submit. This must be done in order to appoint the chosen candidate.
Prepare text beforehand, copy and paste onto the Departmental Competitive Promotion form.
Have Date in Classification and Date in Department ready.
The department may have to set a Workflow electronic signature pathway.
Employment Services will receive the form after the orgs have approved the form. Employment Services must review and approve the Departmental Competitive Promotion form before the selected candidate for hire has been offered the position.
After Employment Services approves the form, the department will then create and submit the HR Transaction Transfer form. Sign on to Self Service and select Administration tab, then Systems, and then HR Transaction System.
Reference the Departmental Competitive Promotion Recommendation transaction number in the Remarks section.
Contact Employment Services, 335-2658 for assistance.
Are Merit Temporary positions filled in the same manner as Merit Permanent positions?
Merit Temporary positions may be filled without being advertised. The individual does NOT have to meet the minimum eligibility requirements of the classification chosen for a Merit Temporary appointment.
Exception: If the Merit classification requires a specific license/certification, the individual hired in that classification must have the current license/certification. This information must be documented on the Merit appointment form.
How is a temporary position filled?
Position not advertised—A Merit requisition is not required to fill a vacancy. Contact University Employment Services (319-335-2658) if the department needs a list of names of individuals who have indicated they are available for short-term work, primarily clerical or service support. Once the department decides on an employee, follow the instructions found on the HR Employment Services web site, Appointing Hourly Merit Employees, to appoint the individual.
Position advertised—University Employment Services can advertise the position on the Merit Job Line. A Merit requisition is required if the position is to be advertised. The position will be immediately placed on extended advertising.
The Merit requisition is found on the Employee Self Service web site. You will first need to sign in using your HawkID and password. Select the 'Administration' tab, then 'Systems,' 'Hire@UIowa,' and then 'Advertise Merit.'
Choose 'Until End Date Above' in the drop down list in the Advertising Options field. Indicate in the 'Comments' section of the requisition that the position should advertise.
Follow the instructions found on Appointing Hourly Merit Employees page to appoint the individual.
Are there limitations on the length of time a person may work on a Temporary Merit appointment?
Yes. An individual may not work more than 780 hours on a Temporary Merit appointment during the fiscal year. The active appointment will renew every fiscal year and begin accruing toward the 780 hour total from that date.
Can a person work for more than one department on a Temporary Merit appointment?
Yes. However, the maximum hours that an individual may work for ALL University departments during the fiscal year cannot exceed the 780 hour maximum.
Yes. A department may choose to contact any private employment service in order to secure hourly staff. However, departments are encouraged to use the services of the following preferred vendor status agencies:
QPS Employment Group - Iowa City
(formerly Cambridge TEMPositions)
Kelly Services, Inc. Sedona Staffing
(formerly Spherion Staffing Services)
Team Staffing Solutions Remedy Intelligent Staffing
(formerly Westaff, Inc.)
These agencies successfully completed via an RFP process with the University to provide favorable and predetermined rates to University departments needing hourly employees. An individual may work for University departments through a private employment agency for a maximum of 1000 hours during a fiscal year. Temporary Staffing contact information can be found on the Purchasing website.