2.2. 1 University Job Posting
Policy Section: Employment
Policy Number and Title: 2.2.1 University Job Posting
Applicable to: All Employees
Effective Date: November 1, 2006
Policy Description
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The Princeton University posting policy requires that all staff position vacancies be posted.
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Application of this Policy
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Federal regulations and University policies require that all job opportunities be posted. Under certain circumstances, exemptions from or waivers of this policy may apply (see waiver policy below).
Requests for internal postings or posting waivers are submitted to the director of staffing in the Office of Human Resources.
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Internal Posting Policy
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Introduction
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The internal posting policy supports the professional development of current regular employees. Successful candidates must meet the position’s minimum qualifications and are typically moving within the same unit into positions that are a higher grade, although in rare instances lateral moves within unit can be approved if the transfer provides a career development opportunity (with an eye toward promotion) by enhancing skills and learning about other functions of the University.
The subsequent vacancy, which occurs as a result of an internal promotion, must be posted externally, a full search conducted and a good faith effort must be made to generate a diverse applicant pool.
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Eligibility
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Candidates must be current regular employees, employed for a minimum of 12 months in their current position with an effective performance rating (employees with active documented performance concerns are not eligible).
Casual temporary and agency employees are not eligible.
Applicants for appointments under this process must have originally been hired as the result of a competitive search process. Applications will not be accepted from employees whose original appointment was as the result of a search waiver.
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Guidelines
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Job opportunities available only to internal applicants will be posted for a minimum of five business days. Eligible employees should submit an application and other requested materials by the closing date.
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External Posting Policy
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Human Resource Job Openings
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Human Resources job opportunities must be posted for at least five business days before a candidate is selected.
In addition, employment opportunities are made available to NJ state employment agencies and numerous organizations that assist women, minorities, persons with disabilities and Vietnam Era and disabled veterans in finding jobs.
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DOF Openings
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Dean of faculty (DoF) job opportunities must be posted for at least 30 1 days and advertised widely to make an effective effort to attract a diverse group of candidates for the position.
If specific minimum qualifications or special credentials are listed in the advertisements, appointments can be made only of individuals who fulfill these requirements.
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Exemptions of Posting Policy
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Introduction
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In rare instances, the posting policy does not apply. The reason these positions are exempt from the posting policy is that there is no vacant position that results from the personnel activity.
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Guidelines
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Generally, positions are exempt from the posting policy if:
- An individual’s source of pay changes due to budgetary considerations with no change in responsibilities or rate of pay.
- The hours of a regular full–time or regular part–time employee are changed with no change in responsibilities.
- A department or unit is reorganized and no additional staff is hired. The reorganization must be reviewed by the Office of Human Resources.
- An incumbent staff member’s position is reclassified by the Office of Human Resources to reflect a change in that individual’s duties and responsibilities. (However, promotions or a transfer into a position that has been vacated by another employee or which has been newly created is subject to the posting policy.)
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Waiver of Posting Policy
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Introduction
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Under certain circumstances, waivers of the posting requirements for job opportunities may be considered.
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Guidelines
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The hiring manager may request a waiver of posting by submitting:
- a statement justifying that request
- the application/resume of the recommended candidate
- a job description to the Office of Human Resources Staffing Team (for HR positions) or to the Office of the Provost (for DoF positions)
If the hiring manager does not provide the requested information, the waiver request will be denied.
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Criteria
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A waiver request may be approved if it meets one or more of the following criteria:
- An external business unit is incorporated into the University. (After the unit has been incorporated, position openings in the unit will be handled in accordance with human resource policy.)
- The offer of employment will allow an employee who has been on an approved extended leave of absence to return to a position at the University for which he or she is qualified.
- The offer of employment implements a reasonable accommodation for a staff person with a disability.
- The offer of employment to the candidate recommended will avoid terminating a regular part–time or regular full–time employee during a reduction–in–force or allows a former employee, laid off within the previous twelve months, to be hired in a substantially similar position.
- The job opportunity is for a full–time or part–time position not to exceed six months. However, if permission is subsequently granted to fill the position on a regular basis, a search will be required. Therefore, if the hiring manager believes that such an eventuality is possible, he or she should conduct a search to fill the temporary opportunity or, if appropriate, to request a waiver under other allowable terms. Please note that temporary vacancies which will last for three or more days must be posted with the New Jersey Employment Service even if the University’s posting requirement is waived.
- The offer of employment is made in an effort to settle a grievance/complaint.
- The offer of employment is extended to someone identified from an existing applicant pool developed in response to a recent posting for the same job title. The existing pool must meet specific criteria. Factors taken into consideration in evaluating the existing applicant pool include: the representation of women and minorities in the pool; the date the pool was established; and the similarity in responsibilities between the posted position and the new request. (The hiring manager must include in the statement of justification the reference number, date of the previous posting and information about the composition of the applicant pool.)
- Special circumstances exist, such as
- a University employee is continuing in his or her role as part of an ongoing Princeton research team or project but needs to be moved/reassigned to another department or unit
- the person to be hired is considered a target of opportunity hire (e.g., there would be no job opening in the absence of the opportunity to hire the specific candidate); this category includes offers to individuals distinguished in their fields identified as part of a competitive Princeton University grants program or those hired in bridge appointments lasting no more than three years (standard post–doc positions are subject to regular posting requirements)
If the waiver request is denied, the position must be posted and filled in accordance with the usual affirmative action and human resource policies and procedures. |
Contacts
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Office of Human Resources
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(609) 258–3300
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Related Documents
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Other Information
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Other Policies
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[1] Hiring managers should contact the Office of the Dean of the Faculty for more specific details about hiring procedures for any DoF vacancy.
