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Operations Manual The University of Iowa

PART III. HUMAN RESOURCES
DIVISION I EMPLOYMENT, GENERAL

(Revised to conform to State Board of Regents Merit System effective 1/1/72; amended 9/93; 10/94)
CHAPTER 9: HIRING AND APPOINTMENTS

(Amended 6/1/03; 3/04; 3/05; 4/05; 12/1/05; 1/06; 1/08; 3/08; 10/11: 3/12; 8/12; 1/14/13; 5/14)

9.1 Appointments, General
9.2 Credential Check at Point of Hire
9.3 Criminal Background Check at Point of Hire
9.4 Filling Open Merit Positions
9.5 Recruitment Among Committee on Institutional Cooperations Institutions
9.6 Affirmative Action Employment Guidelines
[9.6 REVIEW]
9.7 (Reserved for future use)
9.8 Diversity in Employment Guildelines

9.1 APPOINTMENTS, GENERAL.
(Amended 9/93; 6/24/94; 9/97; 5/00; 3/02; 5/03; 3/04; 1/06)

It is the responsibility of the departmental executive officer or a designee to make certain that prior to any commitment of appointment, the new appointee has a clear understanding of the terms of employment and working conditions.

Notices of new appointments, changes in status or terminations reaching by the close of business on the 20th of the month are processed for payment or adjustment during that month.

Departments are expected to make recommendations of new appointments and changes in status as soon as it is possible for them to do so regardless of the deadline, and in no case later than the effective date thereof. The processing of such recommendations before they are reported to Human Resources may take considerable time and should be originated well in advance of the deadline to assure prompt payment.

Recommendation of appointment or change in status forms are available on the HRIS HR Web Central Transaction System. These forms, carrying the proper signatures, are forwarded through regular administrative channels. Approval by the Executive Vice President and Provost in the case of faculty, and by the Vice President for Human Resources for all other staff members constitutes approval of the personal qualifications of the prospective appointee, but does not constitute approval of the fiscal arrangements. Approval of such recommendations by the President is required prior to the effective date of the appointment or the change.

Payroll checks are issued by the Payroll Office on the basis of the finally approved departmental recommendations without further notifications from departmental executive officers.

(See also III-8 Conflict of Interest in Employment.)
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9.2 CREDENTIAL CHECK AT POINT OF HIRE.
(6/1/03; 9/03; 1/08; 5/14)

FOOTNOTES
1. Includes driver's license when required for completion of duties. Verification can be completed through Risk Management. [back]

2. Degree Verify is an electronic service sponsored by the National Student Clearinghouse that provides verification of higher education degrees. The Clearinghouse is a non-profit corporation, established in 1993, with an original mission to assist schools in their obligations to report student enrollment status. It has expanded its mission to degree verification. Verification can be completed at their website 24 hours per day/7 days per week. Typically, the response is immediate. However, if a degree pre-dates a participating school's electronic records, the response will typically take up to 24 hours. [back]
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9.3 CRIMINAL BACKGROUND CHECK AT POINT OF HIRE.
(12/1/05; 3/08; 1/14/13; 11/13)

9.4 FILLING OPEN MERIT POSITIONS.
To employ Merit System staff, departments should notify Human Resources by means of the Personnel Requisition.

(See also www.uiowa.edu/hr/employment/mfillfaq.html.)
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9.5 RECRUITMENT AMONG COMMITTEE ON INSTITUTIONAL COOPERATION INSTITUTIONS.
(President 1/7/63; amended 2/98)

The presidents of the twelve institutions which are members of the CIC (Chicago, Illinois, Indiana, Iowa, Michigan, Michigan State, Minnesota, Northwestern, Ohio State, Penn State, Purdue, and Wisconsin) have fixed May 1 of each year as the date after which offers for faculty cannot be made by one CIC institution to the faculty of another CIC institution without the latter's consent.

The resolution reads as follows: "Inquiries about an individual's interest in and conversations concerning a new full-time, academic appointment are in order at any time of the year, but after May 1, an offer for an appointment at the assistant professor level or above, to take effect in the next academic year, will not be made unless the administrative head (usually the dean or his designated substitute) of the offering college, school, or institute, etc., has determined that the date at which the appointment is to take effect is agreeable to the administrative head of the college, school or institute, etc., which the individual will be leaving if he accepts the new appointment."
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9.6 AFFIRMATIVE ACTION EMPLOYMENT GUIDELINES.
(Provost 3/6/72; 9/93; 9/97; 9/02; 3/04; 5/04; 11/04)

The guidelines below are followed in the filling of all open positions:

See also II-1, II-7, and II-8.
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[9.6 REVIEW]

9.7 (Reserved for future use.)


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9.8 DIVERSITY IN EMPLOYMENT GUIDELINES.
(4/05; 3/12; 8/12)

The guidelines below are followed in the filling of all positions for executive/administrative/managerial staff at pay level 6 or higher in the non-organized professional and scientific classification system and for faculty appointments with significant administrative responsibilities:

As a requisite job qualification, a statement must be included in the position announcement that candidates and/or applicants be able to demonstrate job-related experience with and/or commitment to diversity in the work/academic environment.

Examples of language that may be used in advertisements to satisfy this requirement are listed on the Office of Equal Opportunity and Diversity's web site at www.uiowa.edu/~eod/searches/manual/advertising/diversity.html.

For further information, contact the Office of Equal Opportunity and Diversity, 202 Jessup Hall, or see www.uiowa.edu/~eod.

(See also III-9.6 Affirmative Action Employment Guidelines.)
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