Recruitment and Hiring

Policy Statement

All recruitment and employment activities for Adelphi University are conducted in accordance with applicable University, state, and federal laws, regulations, and policies concerning equal employment opportunity and affirmative action.

Reason for Policy

The purpose of this policy is to ensure that Adelphi University will attract and retain the most highly qualified workforce available to us. It is our intention to make known information about employment opportunities at the University to the largest practicable number of persons necessary to ensure compliance with the law, attraction of new employees, and recognition and development of current employees.

Who Is Governed by this Policy

Faculty and Staff

Policy

In order to ensure the consistent and uniform application of employment procedures, to enhance the opportunity to employ qualified individuals, and to comply with federal, state and local regulations, the Office of Human Resources has established employment procedures which must be adhered to throughout the University.  All employment functions shall be conducted under the guidance of the Office of Human Resources. The Office of Human Resources shall, except in the hiring of faculty and senior level management, conduct, or have oversight of, initial interviews for full and part-time non-faculty employees. Departments may not initiate the recruitment process (place an advertisement, interview applicants, etc.) without the approval of the Office of Human Resources, the Budget Office, and the Position Review Committee. For all openings, approval is required by the appropriate Executive Leadership member, the Budget Office, the Position Review Committee, and the Office of Human Resources before the recruitment process can be initiated. Referral of applicants for student employment is coordinated through the Center for Career and Professional Development.

Offers of employment for all new employees may not be tendered and starting dates may not be scheduled unless they are coordinated with and approved by the Office of Human Resources. This includes temporary and hourly employees. A complete background check must be completed prior to an offer of employment being made or contingent upon an acceptable background check.

There are legal requirements that must be met prior to the new employee beginning work which includes the verification of identity and employability (Federal Form I-9), verification of a valid Social Security number, completion of tax withholding forms,  and for student employees under age eighteen, an employment certificate. The University is liable for penalties which can include civil fines if these employment requirements are not met.

Prior to or contingent to an offer of employment, prior employment references must be checked by the Office of Human Resources or department head (and forwarded to the Office of Human Resources). Additionally, a criminal conviction and education/credential verification check will be conducted by an outside vendor. No offers of employment should be made without prior approval of the Office of Human Resources. However, the applicant’s present employer must not be contacted until after the applicant has given notice or has given permission to Adelphi University to contact the present employer. If reference information cannot be obtained by telephone, a written reference request will be emailed.

Definitions

This policy does not have definitions associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Procedures

1. All personnel responsible for recruitment and employment interviewing must be familiar with and adhere to Adelphi University’s policies and procedures as well as federal, state and local regulations, including laws guaranteeing equal employment opportunity.
2. Before vacant positions can be filled, and before the recruitment process can commence, a Job Hiring Review/Justification form must be completed and sent to the appropriate Executive Leadership member as well as an updated job description.
3. A Justification form must be approved by the Position Review Committee for non-faculty positions.
4. A standard Adelphi University application form must be completed and signed by all applicants.
5. In an effort to provide career opportunities to all employees, open positions, other than non-graded positions, will be posted throughout the University via email, unless there is an internal promotion from that department.
6. In the event that a position is not filled by a current employee, it may become necessary to advertise the position externally. All such advertisements must be approved and placed by the Office of Human Resources.
7. It is permissible to administer work sample tests such as editing, writing, etc when approved in advance by the Office of Human Resources, when job related and when administered to all applicants being considered for the same position. Other tests including aptitude tests and psychological profiles are not to be given. Tests must be given in a distraction-free environment and with the same instructions and time limits for all applicants.

Forms

Hiring Justification Form

Related Information

This policy does not have related information at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Document History

• Last Reviewed Date: March 17, 2023
• Last Revised Date: September 14, 2018
• Policy Origination Date: Unknown

Who Approved This Policy

Policy Owner and Executive Leadership