2.0.2 Responsibilities of the Hiring Supervisor

Policy Section: Employment

Policy Number and Title: 2.0.2 Responsibility of the Hiring Supervisor
Applicable to: All Employees
Effective Date: October 15, 2003

Policy Description

Princeton University is committed to the recruitment, hiring, and promotion of qualified individuals both internal and external and does not discriminate based on race, color, national origin, gender, affectional or sexual orientation, age, religion, disability or veteran status. Individuals who have hiring responsibility have an institutional obligation to advance the standard of equal employment opportunity and the affirmative action goals of the University by conducting employment searches, which generate diverse pools of applicants from which qualified candidates, can be interviewed and selected.

Application of this Policy

  • Hiring supervisors are expected to conduct fair and credible searches, which result in the selection of applicants who can best meet the work requirements of the department or operational unit.
  • Hiring supervisors are expected to know, understand and apply relevant state and federal employment laws and University policies necessary for conducting a fair and open search for both regular and casual employees. If others in the supervisor's department or operation are also engaged in any part of the employment process, it is the supervisor's responsibility to train or obtain appropriate training for these individuals so that they are familiar with the requirements of the interviewing and selection process. (See policy 2.0.3 Role of the Staffing Specialist and Appendix A: Employment Laws and Regulations.)
  • When a vacancy occurs, the supervisor is responsible for the review and assessment of the structure and operation of the department or work unit and the staffing needed to meet objectives and priorities.  Managers should consult with the Office of Human Resources regarding reorganization and realignment of positions.
  • Prior to posting a position vacancy, the supervisor is responsible for reviewing the job description and identifying the essential functions of the position and for submitting them for review and approval to the Office of Human Resources. (See policy 2.2.1 Job Posting Policy.)
  • At the start of an employment search, the supervisor is expected to consult with the Staffing Specialist to organize the search and to discuss ways to ensure a diverse applicant pool. (See policy 2.0.3 Role of the Staffing Specialist.) Supervisors should use their knowledge of professional organizations, networks, journals and newsletters to increase the number of qualified applicants.
  • The supervisor is expected to know how to manage an employment search.  During the course of a search, the supervisor should work closely with the staffing specialist to ensure that all appropriate hiring policies and procedures are followed.  Adequate documentation must be provided regarding applicant screening, interview processes and selection of the final candidate(s).
  • All decisions made throughout the search process must comply with University search procedures, including EEO/AA policies.
  • Supervisors are expected to know how to conduct an employment interview that meets the standards of objectivity and fairness, and is consistent with University policy.
  • The supervisor, with the concurrence of the staffing specialist or compensation analyst, as appropriate, is responsible for setting a fair salary that reflects the qualifications and experience of the candidate, market conditions, internal equity and compensation policies of the University.
  • Those unfamiliar with the employment process are expected to avail themselves of appropriate University training and other resources, which are provided or identified by the Office of Human Resources.
Supervisors must keep complete records, which document the employment search. This includes the names of those who participated in the screening and interviewing process, names of those who provided references and the questions asked and responses provided. Notes and inquiries should be businessrelated.

Contacts

Office of Human Resources
(609) 258-3300