Hire Policy
Policy Background
After internal control changes were put in place within the College of Engineering and the University, our College developed a form for use when making entries in Job Data. This two-page form (or equivalent) is to be used to assist the enterer in making entries, and the approver in the review/approval of job data entries. The form is intended to:
- ensure appropriate authorizations are given from the supervisor to the HR Office;
- maintain a record of the authorization from the supervisor, as well as the signature and date of both the person entering and the person reviewing/approving job data actions; and
- ensure accurate and consistent information is given to new and transferred employees by using the Hire Checklist portion of the form.
Policy
A completed College of Engineering Personnel Action Request with appropriate signatures and dates must be completed for all entries in job data. The Hire Checklist portion of this form with appropriate initials and dates must be completed along with a University Hire Data Worksheet and for all newly hired and rehired employees within the College of Engineering. If approval of the College of Engineering Administration Office is not required, alternative documents with equivalent information may be used.
Procedures
Offer Letter
A college approved offer letter or contract, signed by the employee and the Department Chair/Director (units may also require or allow supervisor signature) should be on file for all employees in the College of Engineering, including temporary employees and hourly student employees.
Forms
When an employee is hired, the employee is expected to sign the offer letter/contract and complete the University Hire Data Worksheet and return it to their supervisor or the department HRP. The HRP then completes the College of Engineering Personnel Action Request. Supervisor approval of this form is required to ensure all information is complete and accurate. However, the supervisor may alternatively provide the required information in a signed memo or e-mail. Any additional information from the supervisor is attached to these two forms for entry and approval. The HR Administrator uses the Hire Checklist to ensure all appropriate documents and information are given to the new employee and all necessary actions are taken to allow the employee to be hired.
Rev. 9/17/2007