Staff Hiring Policies

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Hiring Policies

Seattle Pacific University's Non Discrimination Policy


 

Applicant Screening

 

Interviews by the employment manager or the hiring manager must be structured to determine whether or not the applicant's knowledge, skills and experience (competencies) are a good match for the open position.  In addition, applicants must be interviewed to assess the Faith and Mission match of the applicant prior to making an offer of employment. 

HR conducts a "mission fit" screening interview for all regular employees and temporary employees when the duration of employment is expected to last three months or longer. Christian commitment interviews are a shared responsibility and Department heads/deans (for nonexempt staff) and vice presidents (for exempt staff) should personally interview final candidates to ensure they are good match for employment at SPU.

Hiring managers may elect to review applications HR excludes from further consideration.

If the hiring manager and HR disagree on a candidate's faith match, a written explanation from the Hiring Manager and the Employment Manager should be submitted to the area Vice President with an explanation to support their positions. The area vice president will mediate and be responsible for the final decision.

After the hiring manager identifies a final candidate: Nonexempt finalists must be interviewed by the department head/dean.  Finalists for exempt positions must be interviewed by the vice presidents. Finalists for director level positions and above must be interviewed by the Vice President, and President.   

Candidates who were interviewed by the hiring manager but not selected must be notified of the results by the hiring manager.

HR provides notice to applicants who were NOT interviewed by the hiring manager. 

 


Application Processing

 

 

 

Completed application materials must be sent to HR first in order to:

    1. Obtain and record the original application materials  
    2. Track the hiring process
    3. Respond to the applicant's individual inquiries and
    4. Ensure that all applicants are properly notified of the status of the vacancy following the end of a search 

Once applications have been recorded they will be sent to the hiring managers who have indicated their desire to perform their own screening and interview process.  

 

 


 

Budget Verification Policy

 

For all positions the salary and fringe benefit funding must be available for the entire fiscal year and on a permanent basis.

Positions will not be posted or advertised until the required funding has been verified.

 


 

Internal Candidates

 

HR will provide appropriate information concerning the job opening to employees wishing to pursue other positions.  This information exchange between Human Resources and a current employee is kept confidential.

SPU internal candidates must inform their supervisor of their interest in an SPU opening at the time they are selected for an interview.  

If selected for the position, the current department head of the internal candidate and the future department head must develop an effective transition plan keeping in mind the needs of both operations. The plan should be reasonable and mutually agreed upon.

 


 

New Employee's First Day

As instructed in the offer letter, the new employee must report to Human Resources on their first day to fill out legally required paperwork: I-9 employment verification, W-4 form, and the Personal Identification Data Sheet (PID).

Informational packets about SPU are provided including:

  • Benefits Orientation in which the new employee must attend
  • The University's statement of faith
  • Parking information and vehicle registration
  • Opening an Email account
  • FERPA training
  • On-line sexual harassment training
  • Emergency contact information
  • Information concerning the publishing of home address, telephone number viewable on the SPU white pages and
  • SPU Campus Card information - new employees should allow 2 to 3 working days in order for their employee records to be processed in the University's database systems before requesting a campus ID card from University Services. To confirm that the campus card is ready for issue please call (206) 281-2188.

In the interest of creating a welcoming environment and establishing the expectations for the new employee, it is highly recommended that you: Prepare the office/workspace and have training and orientation activities planned for the new employee including:

conduct a campus and office tour with introductions;

discussing time sheets and time recording expectations, restroom locations, lunchroom;

issuance of office keys, parking pass and SPU identification card;

discuss expectations for using telephones and other equipment;

assist with set up of email accounts;

specific job training and other departmental expectations, payday (1st of every month) and communicating general performance expectations.


 

New Hire Processing (PAF form) - Link to forms

 

The Personnel Action Form (PAF) is used to enter new employees into the payroll system. A paycheck cannot be created until this record is entered into the system.

The PAF must be completed with appropriate signatures and submitted to HR before the employee's first day of work (see signature table below).  

If moving allowances have been provided, the amount of the moving allowance and the approval of the Vice President for Administration and University Relations must also be included on the PAF form.

Employees do not receive a copy of their PAF forms.

If additional budget or budget changes is required, a completed budget transfer must be attached to the PAF.  

 

Signature Authority for Personnel Action Form (PAF)

Regular Employees Action Signature

Nonexempt Hire

Department Head/Dean

Exempt Hire

Department Head/Dean and VP

Employment of Director Level position (or above)

Department Head/Dean and VP and President

FTE Increase

Department Head/Dean, VP and *VP for Business and Finance

Salary Increase of more than 10% of permanent budget

Department Head/Dean and VP and *VP for Business and Finance

*Vice President for Business and Finance approval is not required on the PAF form if Recruiting Requisition was signed for the same reason.

 

Offer of Employment

  • Formal offers of employment are made in writing by HR using the University's standard offer letter. An offer letter is not a contract, as SPU is an "at will" employer for staff positions.
  • The offer letter is the prospective employee's official notification of the appointment.  Normally an offer letter will be e-mailed with the I-9 List of Acceptable Documents and the Staff Handbook Receipt and Acknowledgment form, along with other required notices.  The employee must sign and returned the offer letter to HR along with a signed copy of the Staff Handbook Receipt and Acknowlegment form as formal acceptance of the offer, no later than the first day of employment.
  • The offer letter will be followed by a notification and instructions for completing a Background Check.   The offer of employment is contingent upon satisfactory results from the background check.
  • Any questions regarding benefits must be directed to the HR office.

 


 

Posting and Advertising

 

 

All regular, full and part-time staff vacancies must be posted for a minimum of two weeks time.

  Exceptions include:

      1. a vacancy filled by an internal department promotion,  
      2. a vacancy filled by a temporary employee or student worker who was already working in the position, or
      3. a written approval from the Vice President for Administration and University Relations to the Office of Human Resources indicating that a handpicked candidate may fill a vacancy without posting the position.

 

 

 

Generally, positions are posted as "open until filled" unless specified otherwise.

Advertising for all open staff positions must be coordinated with the Office of Human Resources. Human Resources will collaborate with University Communications on editing and placement of all national advertisements.

President's Office funds cover the national advertisement (must be pre-approved as noted on the "Recruiting Requisition" form) for director level and above positions. These funds must be pre-approved by the Vice President for Administration and University Relations. 

All other external advertising costs such as the Seattle Times, Monster, Craig's List, Inside Higher Ed, professional journals, Internet sites, etc. are paid by the department but must be coordinated with HR.

 


 

Recruiting Expenses

 

For positions at or above the Director level, the President's office may fund payment of the travel expenses for the interview process. 

Reimbursable expenses may include coach airfare arranged through approved SPU travel agency, vehicle mileage (reimbursable at standard University rates) and lodging. May require Saturday night stay in order to obtain the best rates.

Use of these funds must be pre-approved (via memo) by the Vice President for Business and Finance.

Meal expenses for the interview process are to be funded by the hiring department.  

When making travel, hotel and car arrangements for out-of-town candidates,the VP office, search committee and/or designate will notify the candidate.

HR is not involved in this process.

 


 

Recruiting Requisition Policy -

 

The Recruiting Requisition is the official document for identifying position vacancies (regular full or part time). This form must be used in order to initiate the hiring process. The Recruiting Requisition is now done entirely online through the InterviewExchange online Applicant Tracking system. Contact HR for access and instructions.

Changes in FTE (new or increased) must be approved by the President. Documentation must be provided to support new or increased FTE's.

 

Recruiting Requisition Form Required Signatures

Straight replacement, no budget or FTE change

Department Head/Dean

Increase in salary by more than 10% of over permanent budget

Department Head/Dean, VP and VP for Business and Finance

Increase in FTE (existing or new position)

Department Head/Dean, VP and VP for Business and Finances

Use of central fund for position advertising

VP and VP for Business and Finance


References

 

Hiring managers are responsible for reference checking (see Reference Checking Information), although HR may assist with this if requested.

A minimum of two references must be checked before a position may be offered to any candidate (including internal candidates).

 


Relocation Assistance

Full-time faculty or full-time exempt staff at the assistant director level or above may be eligible for relocation assistance provided they are relocating from a residence at least 30 miles from the campus.

Relocation allowances should be offered at the offer letter stage, and must be pre-approved by the Vice President for Business and Finance on the PAF. Relocation allowances are based on salary and distance from SPU:

If approved, the president's fund covers relocation allowance based on the following formula: 

  • Distance in miles

    Percent of annual salary allowed

    Less than 100

    2%

    100-250

    3%

    251-500

    4%

    501-750

    5%

    751-1000

    6%

    1001-1250

    7%

    1251-1500

    8%

    1501-1750

    9%

    1751-2000

    10%

    2001-2250

    11%

    2251-2500

    12%

    2501-2750

    13%

    2751-3000

    14%

    Over 3000

    15%

In accepting relocation assistance, new employees must remain with the University for at least two years. In the event that he or she chooses to leave before the two-year period expires, he or she agrees to repay a prorated amount of the reimbursement to the University.

 


Search Questionnaire

 

The Search Questionnaire is used by the Employment Manager to gather information about the open position from the hiring manager.  This questionnaire allows the hiring manager to customize each search according to the needs of the department and it helps the employment manager to conduct a more effective search process.

Requisite information includes a review of the job description, establishing a key contact for applicants and interview candidates, departmental representatives or committees expected to perform the screening, interviewing, testing etc. 

This Search Questionnaire process is now incorporated within the online Recruiting Requisition portion of the InterviewExchange Applicant Tracking system

 


 

Temporary Employees

SPU Definition: Temporary employee

Positions Greater than Six Months: In the event a position needs to be filled for greater than six months, a "Short-hour" regular position may be created if the position is regularly scheduled to work less than 20 hours per week. Please complete the Position Revision Proposal Form and submit it for approval.

Budget Verifications: Generally, budget verifications are not required but the hiring department must ensure adequate funding.

Budget Implications: To be eligible for the lesser fringe benefit rate, the employee must be either temporary or short hour. Temporary and short hour employees are not eligible to receive pension contributions or other benefits. They must work hours below pension eligible thresholds of either 1,000 hours (.50 FTE) for nonexempt employees, or 750 hours (.36 FTE) for exempt employees. For pension purposes, total hours of service are calculated on a fiscal year basis. If either a temporary or short hour employee exceed the maximum hours as described above, the year to date earnings will be re-classed to the regular employee account number with the higher fringe rate in effect for regular exempt or nonexempt employees. Further, all future payments to the employee will also be charged to the regular employee account number with the full fringe rate. If this occurs, additional funding for this change will be provided via a budget transfer. For information concerning fringe benefit rates please refer to the Finance website at https://intranet.spu.edu/spu-only/depts/finance/budget/rates_new.asp.

Advertising and Posting Requirement: The two week posting requirement does not apply to temporary positions. Generally, positions are posted as "open until filled."

Recruiting Requisitions: Recruiting requisitions are not required unless the hiring manager wishes to post the position on the SPU website, similar to regular positions. Department heads/Deans may supervise the hiring process for temporary employees without the assistance of human resources.

Mission fit screening:  Temporary employees who are being hired for "short term" periods (less than 3 months) need not be screened for "mission fit". Temporary employees hired for longer-term roles (more than 3 months) must be screened for "mission fit" by HR. Temporary employees must be screened for mission fit by HR and/or the hiring manager before being considered for a regular position, and must have an SPU employment application on file with HR.  

Processing the new hire:  When the temporary employee is offered a job, the department head/Dean must fill out and sign the Temporary PAF, and send to Human Resources prior to the first day of work.  If hiring requires additional budget, or budget changes, a completed budget transfer must be attached to the PAF.  

Reference checks are advisable, but not required.

Offer letters: 

  • Formal offers of employment are made in writing by HR using the University's standard offer letter. An offer letter is not a contract, as SPU is an "at will" employer for staff positions.
  • The offer letter is the prospective employee's official notification of the appointment.  Normally an offer letter will be e-mailed with the I-9 List of Acceptable Documents and the Staff Handbook Receipt and Acknowledgment form, along with other required notices.  The employee must sign and returned the offer letter to HR along with a signed copy of the Staff Handbook Receipt and Acknowledgment form as formal acceptance of the offer, no later than the first day of employment.
  • The offer letter will be followed by a notification and instructions for completing a Background Check.   The offer of employment is contingent upon satisfactory results from the background check.
  • Any questions regarding benefits must be directed to the HR office.

First day of work:  All temporary employees must report to HR on their first day of employment in order to fill out a W-4 (tax withholdings) and an I-9 (immigration/citizenship form) and PID (Personnel Information Data sheet) form.

 

Signature Authority for Temporary Employees
Temporary Employees Action Signature
Hiring a temporary Employee

Department Head or Dean