The following hiring procedures apply for all non-faculty positions at the University of Dayton. Where indicated, the hiring procedures for the Research Institute may differ. In addition, where indicated, certain procedures may only apply for exempt positions (e.g. administrative/ professional.)

General Information About The Employment Process

The advertised salary range should be determined in conjunction with the office of human resources. 

No testing should be administered by departments without prior approval and coordination with the office of human resources. Under the law, all testing must be validated to show a correlation between performance on the test and performance on the job.

In selecting a candidate for a position, factors used in evaluating a candidate must be job related and non-discriminatory. Examples of job-related criteria include an evaluation of the candidate's experience, education, skills, abilities and knowledge. Statements that a candidate is "overqualified" or "not a good fit" will not be accepted as job-related criteria. Examples of discriminatory factors include race, color, national origin, sex, age, religion, disability, or veteran status. A supervisor should consult with the office of compliance and affirmative action when she/he believes that age or sex may constitute a bona fide occupational qualification for a position.

It is advisable that reference checks be completed on the final candidate(s). Supervisors must never contact the candidate's current employer/supervisor unless permission is obtained from the candidate. Upon request, reference checks will be made by the office of human resources.  In addition, the University has a formal agreement with an investigative agency to perform a pre-employment criminal conviction history investigation (background check) on all new hires and rehires who have been gone 90 days or longer.

Personnel Requisition and Essential Position Functions Form

When a vacancy for a non-faculty position must be filled for at least 90 days (3 months), forms must be completed and filed with the office of human resources. These include the Personnel Requisition form and Essential Position Functions form. All forms must be returned to the office of human resources before any recruitment activity is pursued.

The completion of the Personnel Requisition form ensures that the position, funds, and position description outlining the functions and minimum qualifications have been approved by the appropriate individuals. The completion of the Essential Position Functions form affirms compliance with the Americans with Disabilities Act and provides applicants and employees with a clear understanding of the position requirements.

Posting Requirements

When the office of human resources receives the above forms, the requestor will be provided with specific written procedures that must be followed in the recruitment process. These instructions serve as an extension of the policy manual and must be followed. Position openings must be posted for a minimum of ten working days. When the hiring department wishes to close the position and application process, the office of human resources must be notified immediately. Requests for exceptions to the normal posting procedure must be made to the office of human resources.  A decision will be made after consultation with the office of compliance and affirmative action. A request to bypass the normal hiring procedure must be accompanied by a detailed written request, a current copy of the job description and the proposed candidate's resume or employment application.

Recruitment/Advertising

As reflected in the University Mission Statement, it is a goal of the University of Dayton to ensure diversity among faculty, staff and students. Thus, it is important that we strive to recruit persons who reflect the diversity of the reasonable recruitment area. For University administrative and professional positions, supervisors are required to discuss their recruitment plan with the office of compliance and affirmative action. It is the normal practice of the University to advertise in appropriate newspapers and journals as well as on the World Wide Web, and to utilize resources designed to target female and minority populations. The office of compliance and affirmative action is available to advise and assist supervisors in determining where advertisements should be placed. When ready to place an advertisement, the hiring supervisor must contact the office of human resources. All advertisements will include a brief job description and a list of required and preferred qualifications. In addition, all advertisements must include the following diversity statement: "The University of Dayton is an equal opportunity/affirmative action employer. Women, minorities, individuals with disabilities, and Vietnam era and disabled veterans are encouraged to apply."

Receipt of Resume/Application and Affirmative Action Compliance Form

Once the office of human resources receives applications and/or resumes for a position, these materials will be sent to the hiring department for review. Affirmative action compliance forms must be sent to all applicants for all positions at the University.  If the applicant has not recently visited the office of human resources to complete an employment application and affirmative action compliance form, the office of human resources will send the applicant a letter and an affirmative action compliance form asking him/her to voluntarily respond with appropriate information. If a department wishes to receive resumes directly, the department is required to submit a copy of each applicant's resume to the office of human resources. The office of human resources will then send the applicant the affirmative action compliance form.

By conducting applicant tracking for all positions, the office of compliance and affirmative action can monitor the success of recruitment efforts and work with supervisors to ensure that a diverse pool of candidates is achieved. When informed by the office that a position is closed, the office of compliance and affirmative action will review the diversity of the applicant pool. The office of compliance and affirmative action will prepare an Applicant Flow Data Log, which will be kept on file in the office. The Applicant Flow Data Log indicates whether the applicant pool is representative and includes both gender and race diversity. If a department is underutilized in female and/or minority representation and the applicant pool does not reflect gender or racial diversity, the appropriate office will contact the hiring supervisor to discuss the matter.

Pre-interview Process

Once a position has been closed, the hiring department has the responsibility of reviewing all applications and/or resumes received during the application process.  Prior to interviewing applicants for administrative and professional positions, the hiring supervisor must send an applicant rating worksheet to the office of compliance and affirmative action for review. The office of compliance and affirmative action may request departments to complete the form for other types of positions as well. The applicant rating worksheet should be used to list and rate all applicants who applied for a position. This form will assist the office of compliance and affirmative action in reviewing the qualifications of each applicant and will provide adequate documentation should an applicant challenge why he/she was not offered an interview for the position.  If the diversity of the applicant pool for a particular position does not reflect the availability of persons within the reasonable recruitment area, the office of compliance and affirmative action may contact the hiring supervisor to discuss the situation.

Interview Process  

Interview questions must be designed to provide fair and objective evaluation of each candidate and should be developed in advance of committee interviews with candidates. A set of identical questions should be asked of all candidates and questions must be both relevant and job- related.

Employment Recommendation and Job Offer Process

After a selection has been made and before an employment offer has been extended, the hiring supervisor must fill out the Employment Recommendation form for positions. This form must be accompanied by evaluation sheets for positions or something in lieu thereof for all candidates interviewed for the position. The evaluation sheets must specify job-related distinctions between candidates and list all relevant and job-related information, which contributed to the selection of one candidate over another. The Employment Recommendation form should be submitted to the office of compliance and affirmative action. The hiring supervisor will be notified when the Employment Recommendation has been approved.  After receiving the approval, a verbal offer of employment can be made to the candidate.  For Research positions, the office of human resources will extend the offer to the candidate.  For University positions, the hiring manager may verbally make the offer of employment to the successful candidate.  When making the offer, the hiring manager must inform the candidate that the offer is contingent upon the successful results of the background check.  After the contingent offer has been made, the office of human resources will confirm the appointment in writing to the candidate. The office of human resources then conducts any and all applicable background checks on the final candidate. 

After the employment offer has been made and a starting date has been set, a Personnel Action Form (PAF) must be prepared by the hiring supervisor. The PAF must be submitted to the office of human resources with all proper signatures no later than the first day of the new staff member's employment. The new staff member is to be directed to the office of human resources on his/her first day of work. The following documents must be completed and placed on file when beginning employment:

1. Employment Eligibility Verification form (I-9);
2. Federal Withholding Certificate (W-4);
3. State Withholding Certificate (IT4);
4. Employee Data Sheet

Also on the first day of employment, any benefits-eligible employee should schedule an appointment with the office of human resources to review University benefits and to sign appropriate forms as necessary. All new staff members are to complete the above documents in the office of human resources, 118 St. Mary's Hall.

It is the responsibility of the immediate supervisor to obtain the appropriate keys and equipment for a new staff member.

Temporary Employees

The University realizes the need for temporary or seasonal employees. Employment agencies may be utilized to assist in temporary situations. In all cases, the human resources office should be contacted before any temporary employee is hired. Long term temporary positions (in excess of 90 calendar days) must be posted and the University's hiring procedure must be followed unless an exception is approved by the office of human resources. Unless utilizing an employment agency, a Personnel Action Form (PAF) must be completed along with the other necessary documentation (see previous page) before an employee begins work. The PAF should also reflect a beginning and ending employment date for all assignments as approved by the office of human resources.

Independent Contractors

It is generally assumed that persons providing services to the University will be considered an employee under one of the two types of positions above (exempt and non-exempt) and will be paid through the University payroll as a result of a Personnel Action Form being processed. Occasionally, however, it may be appropriate to pay someone for services as an "independent contractor" on the basis of a "check request" submitted to either the purchasing office, St. Mary's Hall room 403 or to the accounting office, Kettering Laboratories room 508 for the Research Institute.

Federal regulations state that an independent contractor is one who carries on an independent business, contracts to do a piece of work according to his/her own means and methods and is subject to control only as to results. Of particular importance is the intent of the parties. The parties' intent to create an independent contractor relationship must be documented. Factors which are considered, among others, are whether the individual or entity:

a.       Supplies the tools or materials;

b.      Makes services available to the general public;

c.       Works for a number of clients at the same time;

d.      Directs the order or sequence in which the work is to be done;

e.       Determines the hours during which the work is to be done;

f.        Performs different type of work than regular employees;

g.       Is paid by the job as opposed to by the hour, week, or month;

h.       Has the right to delegate work and the right to hire/fire assistants.

The independent contractor designation is possible only where very specific conditions are met. Since the University may be legally liable where this designation is misused, it is very important that the office of human resources be contacted in advance when there is any question in this matter so as to ensure that the activities to be performed qualify for the designation of independent contractor.

This site is maintained by the Office of Human Resources.  Direct questions to Stefanie.Rich@notes.udayton.edu.

University of Dayton
St. Mary's Hall Room 118
300 College Park
Dayton, OH 45469-1614