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University of Louisville
 OFFICIAL
UNIVERSITY
ADMINISTRATIVE
 POLICY
 
 
University Administrators and Staff
 
POLICY NAME
Recruitment and Selection
EFFECTIVE DATE
May 1, 1992
POLICY NUMBER
PER-2.01
 
POLICY STATEMENT 

The University of Louisville (UofL) is an Equal Opportunity, Affirmative Action Employer and will pursue and engage in an active recruitment and selection process to fill open positions. All appointees must meet the minimum training, experience, education, and skill requirements, or their equivalency, as established for the position, unless a waiver is granted as specified in PER 2.04 Employment Applications policy. Search committees are required for underutilized positions. Hiring managers and search committee members must complete the university’s applicable online training (see Related Information and Responsibilities sections below) prior to the beginning of the search. Training Certifications of Completion expire one year from the date of completion.

Appointments shall be made in accordance with Redbook Articles 2.2.2 Appointment of Executive Vice President and University Provost and Vice Presidents and 5.2 Appointment of Staff Personnel. 

Information related to the recruitment and selection process must remain confidential, and only shared with appropriate individuals who have a need to know. Documents must be retained at the department level for three years after the date of appointment and then destroyed.   
 
REASON FOR POLICY
 
To ensure the availability of qualified applicants to meet employment needs and to ensure recruitment and selection processes are guided by a commitment to diversity through equal employment opportunity and affirmative action.
Success is demonstrated by recruitment that actively includes people from historically under-represented (underutilized) groups, along with the selection and appointment of the most highly qualified candidates. Over time, fair and active recruitment and selection practices should result in UofL workforce demographics that mirror the demographics of the qualified applicant populations from which positions are filled.
 
RELATED INFORMATION
 
If a search committee is utilized during the recruitment and selection process, search committee members are asked to review their processes and practices to identify and eliminate unintended bias, and actively work to include applicants who historically have been excluded. The intent of this review is to ensure that no individual or group is discriminated against on the basis of a protected status, such as race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity and expression, marital status, pregnancy, or veteran status. 
Hiring managers should contact Human Resources to seek advice and approval to conduct a waiver of search or to obtain general guidance and strategies for equal opportunity, affirmative action, and diversity in the search process. 
See PER-2.04 Employment Applications relative to applicant selection requirements.
 
DEFINITIONS 
 
PROCEDURES
 
A.   The department head or designee must create a new job opening in PeopleSoft. The system will notify the employment representative of the new position.
B.   Human Resources Department will review affirmative action reports to verify that parity exists between utilization and availability in the specific Provost's/vice president's/dean's unit and will notify the department if further recruitment efforts are required, including the need to establish a search committee.
C.  Where circumstances warrant, the Associate Vice President for Human Resources and University EEO Officer may review the procedures followed in the filling of any position prior to final approval.
 
 
RESPONSIBILITIES
 
The HIRING MANAGER is responsible for
  • ensuring search committee members complete the search committee training prior to evaluating candidates or completing the hiring without search committee training if the position is not underutilized and a search committee is not utilized;
  • ensuring only candidates who meet the minimum requirements are considered for the position and a minimum of three candidates are interviewed, unless there are less than three qualified candidates; and
  • gathering and maintaining ALL documents related to the recruitment and selection process, including search committee notes, evaluations, and recommendations in accordance with university records retention and management policies and procedures.   
 
HISTORY
 
Revision Date(s):   May 5, 2017 (effective November 30, 2017), March 29, 2019
Reviewed Date(s):  March 8, 2016, May 5, 2017
 
ADMINISTRATIVE AUTHORITY
Associate Vice President for Human Resources
 
RESPONSIBLE UNIVERSITY DEPARTMENT/DIVISION

Human Resources
1980 Arthur Street
Phone:  502-852-6258
Email: hrhelp@louisville.edu

The University Policy and Procedure Library is updated regularly.  In order to ensure a printed copy of this document is current, please access it online at http://louisville.edu/policies.

 
 
 
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