Policies and Guidelines – Staff Appointment Policy
Where to turn when you need a helping hand
U-QC-Po-02 Staff Appointment Policy
1.0 Introduction
Personnel Management is one of the important aspects of US University of Technology, Science and Arts’ quality management. US University of Technology, Science and Arts’ personnel are emissaries of the Institution’s quality and brand. Personnel performances and activities represent US University of Technology, Science and Arts’ principles, policies, and above all US University of Technology, Science and Arts’ ideologies. Thus, selecting and managing personnel is very important in order to run US University of Technology, Science and Arts’ academic and administrative affairs. As a consequence, US University of Technology, Science and Arts has formed a Personnel Management Committee (PMC), which is dedicated to selecting core academic and administrative personnel. The following document defines the Institution’s Procedures for the appointment of all staff. It aims to ensure that consistent and fair procedures are used to recruit staff.
2.0 Purpose
The Staff Appointment Policy is intended to ensure that all appointments are approached fairly and consistently whilst recruiting and developing human resources to improve the efficiency and effectiveness of the institution’s services. The Staff Appointment Policy will be in accordance with the institution’s Equal Opportunities Policy Statement and Disability Strategy.
3.0 Scope
This Policy applies to the appointment of all individuals employed by US University of Technology, Science and Arts
4.0 Principles of Recruitment & Personnel Management
US University of Technology, Science and Arts’ Personnel Management Committee will follow the principles described below in the recruitment of personnel for the Institution.
Personnel will be selected on the basis of merit, skills, qualifications and experience.
Selection will not be based on race, religion, colour, belief, political affiliation or nationality of the candidates.
Every one will be treated equal and no one will be given preference due to any undue or improper consideration.
If appointed, there will be equal opportunities for promotion entirely dependent upon performances, long service and loyalty.
Dismissals shall be on the basis of misconduct or redundancy in accordance with business policy and as under the employment laws.
5.0 Personnel Recruitment Planning
The Personnel Management Committee’s job is to prepare an effective planning for recruiting personnel for both the academic and administrative departments. The PMC must obtain from all the academic and administrative departments the following information:
The number of personnel
The level of the personnel
The qualification required
The experience required
The synopsis of responsibilities
After collecting the information the PMC then prepares the Job Description, Person Specification and the Advertisement inviting the applications. The Personnel Management Committee of US University of Technology, Science and Arts will consist of the following members.
Chief Executive (Chief Executive)
Academic Head
Head of Administration and Compliance
5.1 Staffing Authorisation Procedures
Staff Requisition Forms must be completed for all posts.
Completed Staff Requisition Forms must be forwarded to the Board of Directors for consideration. When a decision has been taken by the Board, a signed copy will be retained by the Chief Executive as a record of the decision. Salaries will be determined in accordance with the agreed pay, terms and conditions of employment where this is appropriate to the post.
Staff Requisition Forms must be accompanied by a job description, person specification and draft advertisement for the post.
The job specification will consist of the following:-
US University of Technology, Science and Arts Vision Statement/Values
Job Description
The Job Description will include details of:-
Job Title;
To whom the post is responsible;
To whom the post is accountable;
Job Purpose;
Key Task Summary;
Key Tasks;
Objectives;
Date produced/updated.
It is the responsibility of the Personnel Management Committee (PMC) to compile the Job Description and amend/review those job descriptions already in existence to reflect current Institution requirements.
Person Specification
The person specification provides the yardstick against which candidates are evaluated and as such, the details must be based on the job description and accurately reflect the qualifications, experience, skills and personal qualities necessary to effectively undertake the Key Tasks of the post. It is normal for the person specification to contain those characteristics which are deemed essential criteria for successful job performance and those which are desirable. Desirable requirements should not be unnecessarily restrictive or contain requirements which exclude particular groups since this may constitute unlawful discrimination. It is the responsibility of the PMC to complete the Person Specification.
Getting authorisation of Staff Requisition Forms from the Board of Directors is the responsibility of the Chief Executive. Where the vacancy is for the post of Chief Executive, the decision to recruit will be that of the Board of Directors. Advertising of posts or interviews must not take place prior to authorisation being given by the Board of Directors.
5.2 Advertising of Posts
All approved staffing requests in excess of six months will be subject to competitive selection procedures. It will be at the discretion of the Chief Executive whether posts are advertised internally only as opposed to external and internal advertisement. Information on current vacancies will be displayed on Staff Notice Board and can be accessed through the Institution’s Website.
Advertising details should address the following:-
internal advertising – (vacancies will normally be advertised internally at the same time as the external advertisement is placed);
where appropriate, some vacancies will be advertised internally only;
local labour market information;
untapped sources of labour;
Institution policy;
Financial implications.
All advertising material must reflect the Institution image and is subject to a house-style designed for employment advertising.
5.3 Candidate Short Listing
All applicants are given equal consideration, and selection for interview is based on strictly job-related criteria as defined by the Job Specification. When the positions will be advertised, the PMC will begin to receive CVs/ Resumes from candidates. The PMC will start assessing the CVs and short-listing the CVs for conducting interview. Call up letters for interview will be sent to the short listed candidates. The call up letter will carry the following information.
Date of interview
Time of interview
Venue
Originals of the documents required as evidence of the photocopies. These are to be returned to the candidates
Guidance to attend the interview
Location directions along with map
The next important point in the procedure is for the Personnel Management Committee to hold an interview for those who have been short listed for the interview
5.4 Minimum Set Criteria for the Appointment of Staff at US University of Technology, Science and Arts
Relevant honours degree or equivalent academic and professional qualification or experience.
Evidence of successful engagement in teaching and learning with an understanding of appropriate pedagogy in the subject area (for teaching staff only).
Proof of eligibility to work within [Country]
Informed of recent/current self-development activities in the subject area.
Ability to exercise a degree of innovation and creative problem solving.
Works under the general supervision of a more senior colleague who determines the broad direction of the work to be undertaken.
Demonstrates clear, logical and concise written and oral communication skills.
Ability to prioritise and meet deadlines.
Ability to work as part of a team.
5.5 Interview & Assessment
The most difficult and complex part of any recruitment strategy is to plan and prepare appropriate method of interview and assessment. Wrong methodology may result in the selection of a wrong person in the wrong position.
In most instances, the interview will be conducted one person after another and face-to-face. Candidates may be asked questions about an actual teaching programme of a topic selected by a member of the interviewing panel. The answers to the question may help to determine the suitability or otherwise of the person selected. A question put to one candidate must also be put to the other candidates as a matter of fairness to all. Candidates for the appointment of teaching positions may be required to undergo a demonstration of teaching during the interview process.
Staff involved in recruitment and selection procedures will be given staff development in all aspects of the process. All interviews should be conducted in a professional manner with due regard to the wording of potentially discriminatory areas of questioning.
Where possible, immediately following the interview of the final candidate, the Personnel Management Committee will discuss their views and will aim to reach a consensus or majority on the most suitable candidate for the post. In the event that this position cannot be reached the Chair of the Personnel Management Committee will liaise with the Board of Directors to determine what action will be taken.
5.6 References
Two references will be requested for short-listed candidates. References are normally requested prior to interview and are confidential to the Personnel Management Committee.
5.7 Records
Interview assessment records will be retained for one year following the date of the interview and on the personal file of the successful candidate for the duration of their employment at the Institution. This is in accordance with the Institution’s Data Protection Policy.
Recruitment & Checks
Once the PMC is satisfied that the candidate has proper documents and passes the assessment, the candidate can be finally selected. Successful applicants will normally be informed verbally within three working days following completion of all selection procedures by the Personal Management Committee. The Chief Executive will then send a Conditional Offer Letter detailing the position, salary and benefit packages. The offer letter should also provide a time limit as to the acceptance of the offer. The Conditional Offer letter will be subject to the following conditions:
Receipt of two satisfactory references;
Receipt of satisfactory proof of citizenship or proof of eligibility to work within USA for residence
Receipt of original copies of the Qualifications;