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Medical College of
Georgia Administrative Policies and Procedures
Office of Primary Responsibility: Human Resources Division
No. 1.4.01
Employment Procedures
1.0 Purpose
To establish uniform procedures for the recruitment, evaluation and
selection of qualified personnel for classified positions of the Medical
College of Georgia.
2.0 Policy
The Medical College of Georgia is an affirmative action, equal
opportunity employer. All decisions to recruit, employ, and promote
individuals are made without regard to race, color, national origin, gender,
religion, disability, sexual orientation, or age. The Medical College of
Georgia takes affirmative action to recruit, employ and advance minorities,
females, disabled veterans and veterans of the Vietnam era. Reasonable
accommodations will be made for otherwise qualified veterans and disabled
persons.
3.0 Recruitment
The Human Resources Division/Employment Section is responsible for the
recruitment and screening of classified employees. The Director of Human
Resources or his/her designee will determine recruitment strategies and
sources appropriate for a position vacancy. Sources may include, but not
necessarily be limited to internal postings, newspapers, journals and
Internet advertisements, the employment security commission, college and
university job fairs, and professional networks and organizations.
Additional contacts with minority schools and other resources that increase
the ability to provide an adequate supply of diverse, qualified candidates
for consideration will be included in the recruitment process when
appropriate. The use of search firms and temporary staffing agencies
requires approval of the Director of Human Resources. The Human Resources
Division is responsible for maintaining appropriate documentation and
records of the recruitment and selection process for the Medical College of
Georgia.
4.0 Employment Status and Eligibility for
Benefits
The categories of appointment to classified positions are established
according to level of work commitment and anticipated duration of
employment. The type of appointment determines an employee's status with
regard to eligibility for benefits.
4.1 Regular/Full-time: Personnel
employed for a continuous period exceeding six (6) calendar months who are
regularly scheduled to work full-time (40 hours) each work week.
4.2 Regular/Part-time: Personnel
employed for a continuous period exceeding six (6) calendar months who are
regularly scheduled to work at least half-time but less than full-time (at
least twenty but less than forty hours a work week).
4.3 Temporary: Personnel employed for a
period not to exceed six (6) calendar months, with either full or part-time
scheduled hours. Such temporary employment may be extended up to an
additional six months if the appropriate employing supervisor or department
head needs the services of that individual subject to the approval of the
chief business officer of the institution or his/her designated
representative. Once an individual has served as a "temporary" employee for
a twelve month period, he/she shall not thereafter be employed as a
"temporary" employee until a period of thirty calendar days has elapsed. All
student assistants shall be and are classified as "temporary", and
employment as student assistants shall not be subject to the reemployment
restriction outlined above.
Full-time/Regular and Part-time/Regular employees are eligible for fringe
benefits as outlined in the MCG Administrative Policies and Procedures and
in the Employee Handbook.
Temporary employees are ineligible for benefits.
5.0 Procedure
Employment Requests
To fill a regular classified position, the department completes and forwards
the Employment Request to the Employment section of the Human Resources
Division along with a copy of the department’s proposed job posting.
6.0 Announcement of Position Openings
As an Equal Employment Opportunity and Affirmation Action employer, the
Medical College of Georgia provides timely announcements of position
openings. The Director of Human Resources/Employment Manager may designate
certain classes of positions to be placed on a "continuous announcement"
listing when there exists a frequent or continuous need for applicants to
fill positions in these classifications. The Director of Human
Resources/Employment Manager may exempt other positions from regular
announcement procedures when costly or unnecessary delays in filling those
positions would occur. Announcements of position openings except temporary
or student positions are updated on a regular basis.
7.0 Applications for Positions
Internal Applicants: Employees interested in posted vacancies must
apply by the deadline. To submit a bid for a posted vacancy, employees
obtain a Bid for Position form electronically at:
www.mcg.edu/hrforms/BidForm.doc or from the
Human Resources Division and submit the Form to Human Resources within the
specified time period. MCG employees must have occupied their current
positions for at least six months in order to bid on a vacant position,
unless the employee has obtained the approval of his/her supervisor to do
so.
Outside Applicants: Qualified individuals are expected to apply
for a posted vacancy by the deadline using the online application process
available through the MCG Human Resources website or via
www.mcg.edu/jobs/. Applicants may
also apply in person at Human Resources or by submitting a cover letter and
resume for posted positions.
8.0 Referral of Applicants to Department
The Employment staff evaluates all candidates based on such factors as
relevant experience, skills, test scores and education level and refers
those applicants believed to be qualified to the hiring department for
consideration. Promotion from within the institution is encouraged when
practicable. When applicable to the position, test scores will be provided
to the hiring department.
9.0 Departmental Evaluations and
Selections
All candidates referred by the Employment Section in response to a posted
vacancy will be considered and evaluated by the department. The Employment
Section is responsible for screening and testing applicants for employment
based on the selection criteria outlined in the Employment Request and the
qualification standards established in the job description for the position.
The hiring department is responsible for screening applications to determine
applicants to be interviewed based on the Department’s overall requirements,
setting up interview dates and times, and conducting selection interviews
according to interview guidelines established and provided by the Human
Resources Division. The hiring department is also responsible for conducting
reference checks on candidates being seriously considered. The Employment
Section is available to assist with this upon request. A selection decision
will not be made until all referred candidates have been considered. Hiring
departments and the Employment Section are expected to communicate during
the interview process concerning the candidates being considered. The
Employment Section is responsible for notifying all candidates of the hiring
decision. Departments are expected to utilize appropriate resources to
increase the representation of qualified females and minorities in
under-represented areas outlined in MCG's Affirmative Action Plan. The
Employment staff will insure that hiring departments are made aware of their
Affirmative Action responsibilities prior to a selection decision. Once the
interview and selection process has been completed and a candidate selected,
the appropriate Interview Evaluation forms and Reference Check Form(s) are
to be completed, signed, and forwarded to the Employment Section prior to an
offer being made.
10.0 Disqualification of Candidates
A candidate will be disqualified for employment for any of the following
reasons:
- Conviction of a criminal drug offense disqualifies candidate for not
less than two years. Any candidate who has been convicted of a second or
subsequent criminal drug offense is ineligible for employment or
reemployment for a period of five years from the most recent date of
conviction.
- Any false statement of material fact in the employment application.
- The candidate is or has been a member of an organization advocating the
violent overthrow of the government of the United States.
- The candidate has been convicted of a felony unless the applicant has
been pardoned.
- Testing positive for the use of illegal drugs for positions requiring a
pre-employment drug screen.
- Former employees terminated for cause by the Medical College unless the
termination is no longer deemed relevant by the Director of Human Resources
based on lapsed time, type of position applied for and/or work record
established elsewhere since termination. Refer to policy on Re-hiring of
Employees.
11.0 Offers of Employment
All offers of employment to fill classified positions will be made by the
Human Resources Division/Employment Section and are conditional upon
successful completion of a Criminal History background Check, verification
of licensure, certifications and academic credentials and a physical exam
and drug screen, if required. Following the selection of a candidate by a
department and the successful completion of all screening requirements,the
Employment Section will extend an offer of employment to the selected
candidate at an approved salary. Any deviation from the minimum salary of
the pay range for the position must be made in accordance with the
Compensation Policies for Classified Employees (Administrative
Policy 1.4.14). The Employment Section will notify departmental hiring
authorities of the acceptance or refusal of an employment offer by the
candidate. Candidates in the referral pool that are not selected for a
vacancy will be notified by the Employment staff and/or hiring department.
12.0 Completion of the Employment Process
When an employment offer is accepted, the department will complete a
Personnel Action Request in accordance with MCG Administrative Policies and
Procedures and forward the completed PAR to the Employment Section of the
Human Resources Division. The Recruiter from the Employment Section will
send an official appointment letter to the employee with an information copy
to the department.
Date: 1 July 1972 | Rev. No: 01-1 | Rev. Date: 1
July 2001 | No.
1.4.01
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