1. Hiring Process and Changes in Employment Documents Presented by Office of Human Resources August 13 th, 2008

2. Hiring Process Civil Service Hiring Process Position Control Form - Approval Process Civil Service Request Position Description Questionnaire – Regardless if the position is represented or non represented Professional/Administrative Hiring Process Position Control Form – Approval Process Position Description Questionnaire – PDQ Ranking process Recruitment Routing Slip – Additional advertising available through HR PAPE Form (if new position) – Required by SUCSS (State University Civil Service System) Forms can be found at: http://www.siue.edu/PERSONNEL/Forms/index.html

3. I-9 Required by the USCIS (U.S Citizenship and Immigration Services) When should an I-9 be completed by? Documents accepted to complete an I-9 Employees must show up in HR with a memo from the hiring department What constitutes “break in employment”? *See Copy of Acceptable Identification

4. Employment Forms Required Position Control Form Administrative & Professional Staff Appointment Approval Form Request To Hire or Change The Status of Civil Service Personnel Form Assistantship Appointment Form Faculty Appointment Approval Form Job Change Request Form (Admin., Prof., Fac., & Grad. Asst.) ALL NEW FORMS FOR FY09 CAN BE FOUND AT: http://www.siue.edu/humanresources/forms/

5. New: Statement of Economic Interests What criteria are used to determine who must complete a Statement of Economic Interests form? –Persons who are or who function as the head of a department or other administrative unit –Those who have supervisory authority over, or direct responsibility for the formulation, negotiation, issuance or execution of contracts entered into by the State in the amount of $5,000 or more. –Those who have supervisory responsibility for 20 or more employees. –Those individuals who are a Principal Investigator (PI) or Co-PI on a grant http://www.siu.edu/~ethics/econint.htm

6. Department Responsibilities New Information that needs to be provided. –Budget Purpose Number –Budget Profile Code –Reserve Position Number - (Banner “Reports To”) –Organizational Code (DDU) –Position Number

7. Where to find Information? The following can be found using the Position Control Crosswalk provided at: www.siue.edu/AIS/FORMS/Crosswalk.xls Budget Purpose Number Reserve Position Number This is the Banner “Reports To” column Organization Code (DDU)

8. Crosswalk for Position Control Form www.siue.edu/AIS/FORMS/Crosswalk.xls

9. Where to find information? Budget Profile Code – Select appropriate Budget Profile Code based on “Description” and “When to Use.” Budget Profile CodesDescriptionWhen To Use: Z011RecurringA permanent/recurring position Z022Non-RecurringA term appointment Z033Graduate AssistantA Graduate Assistantship appointment Z044Summer July-August A Summer Session contract for the first part of the Fiscal Year Z055Applied MusicA contract in the music department Z066Pay AdjustmentsN/A Z070Self-LapsingA position with "Reports to" value of ZSLxxx Z077 Excellence in UG Education A contract for an EUE Award Z088Summer May-June A Summer Session contract for the last part of the Fiscal Year Z099Reserve PositionBudget Office Use only

10. New Administrative Staff Position New Employee: –John Smith New Position: –Director of Special Events Hiring Department: –Office of the Bursar Interviewer’s Name: (Only Civil Service) –Kris Wilson Account Number: –270008 –414684 ( In this example, the person is being paid from 2 different accounts.) Example Hiring Situation

11. Go To Position Control Crosswalk Search Crosswalk for each account needed. Budget Profile Code can be obtained from this presentation.

12. How to find Information The account number is provided by your fiscal officer. –Note: Employees may be paid from multiple accounts. Save the Position Control Crosswalk on your computer… –Click on the “Edit” tab in the upper left corner of the screen. –Next, click on the “Find…” tab. –Then, in the dialogue box, type the account number, and press “Find Next.” (This will highlight the information needed) –Note: This will need to be done for each separate account.

13. Crosswalk for Position Control Form www.siue.edu/AIS/FORMS/Crosswalk.xls

14. Once a position is approved, It will contain a Position Number. This info can be obtained from the crosswalk provided. This info can be obtained from Budget Profile Code Chart (shown before). Position Control Form

15. Administrative & Professional Staff Appointment Approval Form Carry the information from the Position Control Form over to the Appointment Approval Form.

16. Administrative & Professional Staff Appointment Approval Form New Information: Budget Purpose Number Organization Code (DDU) Statement of Economic Interest Check if applicable

17. Civil Service and Assistantships Complete same process for… –Civil Service Hire/Change Form –Assistantship Approval Form –Faculty Approval Form –Job Change Request Form New Information Provided by Department –Budget Purpose Number –Organization Code (DDU)

18. Note: Don’t forget to include interviewer’s name. Civil Service Request to Hire Form New Information: Budget Purpose Number Organization Code (DDU) Previous Incumbent Statement of Econ Interest

19. Change the Status of Civil Service Personnel Form New Information: Organizational Code (DDU) Budget Purpose Number *In this example, the employee is being changed from a part-time employee to a continuing full-time employee.

20. Assistantship Approval Form New Information: Budget Purpose Number Organization Code (DDU)

21. New Information: Budget Purpose Number Organization Code (DDU) Statement of Economic Interest Check if applicable Job Change Request Form

22. New Information: Budget Purpose Number Organization Code (DDU) Statement of Economic Interest Check if applicable Faculty Appointment Approval Form

23. Helpful Links PowerPoint Presentation: http://www.siue.edu/humanresources/employment/pdf/HiringProcess_DocumentChan gesFY09.ppt Forms: http://www.siue.edu/humanresources/forms/ Statement of Economic Interest: http://www.siu.edu/~ethics/econint.htm AIS Crosswalk: http://www.siue.edu/AIS/FORMS/Crosswalk.xlswww.siue.edu/AIS/FORMS/Crosswalk.xls Adm/Prof Staff Appointment form: http://www.siue.edu/humanresources/forms/pdf/apsappt.dot http://www.siue.edu/humanresources/forms/pdf/apsappt.dot Job Change Request form: http://www.siue.edu/humanresources/forms/pdfjobchange.dothttp://www.siue.edu/humanresources/forms/pdfjobchange.dot PDQ: http://www.siue.edu/humanresources/employment/pdf/PDQ/Grade.xls Position Control form: http://www.siue.edu/humanresources/forms/pdf/PositionControl.dothttp://www.siue.edu/humanresources/forms/pdf/PositionControl.dot Civil Service Request/Change of Status: http://www.siue.edu/humanresources/forms/pdf/CSHireChangeStatus.dot

24. Questions??