1 SPONSORED PROGRAMS CERTICATION PROGRAM Employment Processes

2 AU Employee Categories Human Resources Admin/Professional University Staff Temporary Employment Student Employment Student Aide Graduate Student Aide Provost Faculty Tenure Track Non-Tenure Track Visiting Faculty Instructors Graduate Assistantships Grad. Research Asst. Grad. Teaching Asst. Grad. Ext. Asst.

3 Your Recruitment Resources Hiring Managers Key administrative staff at departmental level Work with supervisors to initiate search Point of contact throughout the selection process HR Liaisons Review and approval authority at division level Ensure funds are encumbered Approve salary referrals on behalf of key administrator

4 Your Recruitment Resources Human Resources Employment Specialists ensure all information submitted is accurate Provide guidance to HR Liaisons, Hiring Managers, and Supervisors throughout the process Ensure that all activities are conducted in compliance with University, federal, and state requirements Affirmative Action Approves recruitment activities when there is an AA goal on job Reviews interview results and approves selections on goal jobs Provide guidance on issues of equal employment opportunity

5 Official Web Site for Admin/Professional & University Staff Position Announcements

6 Continuing vs. Limited Term Continuing Term Appointments – Appointment is for an unspecified period of time, but is subject to the availability of funds, rules of performance, and the business needs of the University. Limited Term Appointments – Appointment is for a specified period of time, generally governed by the duration of a project, contract, or grant. Appointments are frequently for one or more years in duration, can be extended pending approved funding, and carry the same employee benefits packages, expectations of satisfactory performance, and access to due process as continuing term appointments.

7 Posting Periods A/P & US Campus Only5 working days External10 working days Review Date: Date after which applications are released to the hiring department. Must be a minimum of 10 working days after any print advertisement announcing position. Generally, the posting will be removed from the vacancy list immediately following the review date. HIRING DEPARTMENTS ARE EXPECTED TO MAKE AN OFFER WITHIN SIX MONTHS OF THE REVIEW DATE

8 Scope of Recruitment A/P & US Campus Only Search – grades 33 and below Local Search – grades 33 and below Regional Search – grades 34 – 36 National Search – grades 37 and up

9 Final Approval Process A/P & US Hiring Manager provides Employment the name of the Finalist candidate so that the required background checks can be conducted. Employment works through HR Liaison to establish the approved salary referral rate. All selection decisions subject to review/approval of Human Resources and/or Affirmative Action. NO OFFER OF EMPLOYMENT MAY BE MADE UNTIL HUMAN RESOURCES GIVES FINAL APPROVAL.

10 Faculty Recruitment Handled by HR Liaisons Overseen by Provost’s Office Recruitment dictated by Affirmative Action Final approval required from Provost’s Office to extend offer

11 E-Verify E-Verify is an Internet-based system operated by the Department of Homeland Security (DHS), U.S. Citizenship and Immigration Services (USCIS) in partnership with the Social Security Administration (SSA) that allows employers to verify the employment authorization of their employees. Based on the information provided by the employee on the Form I-9, E-Verify checks this information electronically against records contained in DHS and SSA databases.

12 E-Verify Requirements Federal Requirements Executive Order – requires that all employees (faculty, staff, graduate assistants, postdocs, temps and/or students) performing substantial duties applicable to federal contracts containing the specific Federal Acquisitions Regulations (FAR) clause be registered through the federal E-Verify system. New employees must complete the Form I-9 by or before the first date of employment, and the form information must be registered with E-Verify by Human Resources by or before the third day of employment. Existing employees assigned to a federal contract containing the FAR clause must complete a new Form I-9 to be registered with E-Verify by Human Resources within 30 days of assignment to the contract.

13 E-Verify Notification Process A representative of Sponsored Programs will notify the Principal Investigator (PI), the Dean (or other appropriate unit head) and the HR Liaison that a federal contract containing the FAR clause requires employees be registered through E-Verify. The PI will be instructed to provide a listing of all employees who will be assigned to perform substantial duties under the contract to the HR Liaison. The HR Liaison will forward this listing to the designated staff member in Human Resources. Human Resources representative will advise HR Liaison which staff members must complete new I-9 Forms. It is the responsibility of the hiring department to inform Human Resources of any new hires who will be assigned to the contract and ensure that the I-9 Form is submitted to HR within the three- day time limit.

14 E-Verify Compliance Mandatory Sponsored Programs will not establish a fund for your contract/grant until the required completed I-9 Forms are submitted to Human Resources. The penalties for non-compliance with this contractual obligation include debarment from E-Verify and the University’s exclusion from all current and any future federal contracts. Steep fines - $550 to $1,100 per incident – possible if the University continues to employee any individual who cannot be confirmed by the E-Verify system. Improper use of the E-Verify system (for example, to pre-screen applicants) could subject the University to civil and/or criminal penalities.

15 E-Verify & Alabama Immigration Law Official title: BEASON-HAMMON ALABAMA TAXPAYER AND CITIZEN PROTECTION ACT Amended May 18, 2012 by Act Requires certification by any entity contracting with the State that they are in compliance with the act by : –Not knowingly employing any unauthorized aliens –Enrolling in E-Verify For contracts covered by state bid laws, grants, and incentives, specific wording provided by the Act regarding compliance should be included in documentation Must provide E-Verify Company Number

16 Hiring Foreign Nationals Hiring procedures for all visa types can be found at the following link: Departments must work closely with the Office of International Programs when considering any foreign national hire HRD Courses OA200/OA210 Some DOD, other contractors only allow US citizens to work under contract Additional restrictions may be in place based upon country of origin

17 Hiring Research Track Faculty Non-Tenure Track Faculty series under purview of the Provost’s Office One-year renewable appointments tied to period of funding/Annual written employment contracts Independent investigators under supervision of department head/chair or unit head Requires establishment of position, recruitment, and final approval by Provost’s Office Promotion opportunities through ranks: –Assistant Research Professor –Associate Research Professor –Research Professor

18 Questions? Angela Erlandson Director, Employment Services Kerry Ransel Special Asst. to Provost/HR Sue Ann Balch Asst. Director, International Ed Kelley Taylor Director, AA/EEO