Applicants are screened and evaluated by supervisors or by search committees appointed by the Director of Human Resources, President, or Vice Presidents, as appropriate. Once the screening process has been completed, the name of the selected candidate will be returned to the Office of Human Resources. Notification to the applicant recommended for employment will be made by the Director of Human Resources.
Pre-employment interviews will be granted to applicants considered qualified to fill a position. Each applicant will be considered on the basis of his/her skills, knowledge, and abilities. Any evaluation used to determine the qualifications of applicants seeking employment for a certain position shall be used for the evaluation of all applicants seeking that position.
3.2 Classification of Positions
Every position at the University is designated according to five different forms of employment classifications which in turn determine how various personnel policies are applied to that position. Thus, every employee should be clear regarding the various kinds of classifications that apply to the position he or she holds.
One means by which positions are classified is according to six broad job categories that are reported by the University to the Equal Employment Opportunity Commission (EEOC). The classifications under this method are as follows:
Executive, Administrative and Managerial: All positions requiring responsibility for the management or general business operation of the University or of a department or subdivision thereof. Positions in this category include the President, Vice Presidents, Deans, Associate Deans, Academic Department Chairpersons and those positions that carry the title Director.
Faculty: Those persons (full or part-time) serving the University in a teaching, extension or research capacity, and hold the rank of professor, associate professor, assistant professor or instructor; and, those persons designated as professional librarians.
Professional Non-Faculty: All positions that do not carry faculty rank and require at least a bachelor's degree or require specialized professional training that is comparable to a bachelor's degree, or require a combination of training and experience of such kind as to be comparable to a bachelor's degree. These position include accountants, systems analysts and athletic coaches.
Clerical and Secretarial: All positions that relate to clerical or secretarial activities involving internal and external communications, recording and retrieving of data or information, and other paperwork required in an office. These positions include secretaries, clerk-typists, accounting clerks, office machine operators, statistical clerks, payroll clerks, and library clerks.
Technical and Paraprofessional: All positions of specialized knowledge or skills that require experience or academic work such as is offered in two-year technical institutions, junior colleges or equivalent on-the-job training. These categories include computer operators, computer programmers, licensed practical nurses, photographers, radio operators, laboratory assistants and laboratory technicians.
Skilled Craft: All positions that typically require special manual skills acquired through on-the-job training or through apprenticeship or other formal training programs. This category includes mechanics, repairers, electricians, carpenters, plumbers, painters and typesetters.
Service and Maintenance: All positions requiring limited degrees of previously acquired skills, the performance of which results in or contributes to the comfort, convenience and hygiene of personnel and the student body, or which contributes to the maintenance of University buildings, facilities or grounds. This category includes vehicle drivers, general laborers, custodians, grounds keepers and security personnel.
A second means by which positions are classified is according to whether they are regular or temporary. The classification of positions under this method is as follows:
Regular Position: A position that is in the current budget of the University and for which current University plans or programs include no definite date for discontinuance of the position.
Temporary Position: A position that is in the current budget of the University and for which current University plans or programs include a definite date for discontinuance of the position. Every position established as a part of a joint project between the University and an outside agency shall be designated as a temporary position without regard to the source of funding for the position.
A third means by which positions are classified is according to the number of months within the fiscal year that the position functions. The classification of positions under this method is as follows:
Twelve-Month Position: A position that functions each of the twelve months of the fiscal year with the employee who fills such a position normally eligible to accrue annual leave during that period.
Nine-Month Position: A position that functions only during nine months of the regular fall and spring semesters with the employees who fill such positions normally not eligible to accrue annual leave during the period. The most numerous nine month positions are those that include teaching faculty and residence hall supervisors.
Another means by which positions are classified is according to the number of hours within a work week employees are scheduled to work. The classification of positions under this method is as follows:
Full-time Position: A position that requires an employee filling it to render 36 hours or more of service per week on a regular basis, although this classification does not promise that an employee will be entitled to work any minimum number of hours per week.
Part-time Position: A position that requires an employee filling it to render 35 hours or less of service per week on a regular basis. Such an employee is not eligible to achieve regular status or receive University benefits.
Another means by which positions are classified is according to whether they are exempt or non-exempt from minimum wage and overtime compensation provisions of the United States Fair Labor Standards Act. The classification of positions under this method is as follows:
Exempt Position: A position that meets all of the tests of the Fair Labor Standards Act relating to job responsibilities, supervision, authority, and salary that are necessary for classification under the law as administrative, executive, or professional.
Non-exempt Position: A position that does not meet all of the tests defined above for classification under the Fair Labor Standards Act as administrative, executive or professional.
3.3 Employee Service Status
Every employee is classified according to four of the five different categories of positions previously described. In addition, each employee is further categorized according to the employee's service status as follows:
Temporary Employee: An employee who fills a temporary position or who fills a regular position on an acting basis for a limited term until either a permanent employee returns to the position from leave of absence or until a search is completed for a new employee.
Regular Employee: A full-time employee who is not designated as temporary or executive status in a designated permanent position.
3.4 Equal Opportunity and Affirmative Action
It is the policy and practice of Alabama Agricultural and Mechanical University to recruit, hire, compensate, train, reassign, and promote employees without discrimination on the basis of race, religion, color, physical disability, national origin, sex, marital status, political affiliation or age, except where physical disability, sex or age constitutes a bona fide occupational disqualification or where an individual with a physical disability is not otherwise qualified for employment or where a decision based on age is pursuant to a bona fide seniority system or a bona fide employee benefit plan, such as retirement, pension or insurance plan. It is also the policy and practice of the University to take affirmative action to prevent discrimination on the basis of race, color, religion, sex, national origin, age or physical disability, including specific adherence to the University's Affirmative Action Plan. The policy applies to all levels and phases of personnel administration, such as recruitment, advertising, testing, hiring, compensation, training, reassignment and promotion.
Applicants and employees who have reason to believe their treatment is in violation of the Equal Employment Opportunity policy should promptly report the circumstances of alleged violation, in writing, in accordance with the procedures set forth in Section 8.6 of this Handbook.
3.5 Employment Eligibility Guidelines
3.5.1 Minimum Job Requirements:
The minimum requirements for University jobs are determined and are made available through the Office of Human Resources.
3.5.2 Age Requirements:
To be employed at Alabama A&M University as an employee, an applicant must be at least 18 years of age, except student workers.
3.5.3 Employment of Relatives (Nepotism):
The University will allow more than one member of an immediate family to be employed if the following provisions are complied with:
1)Such hiring must conform to the State of Alabama anti-nepotism law (Alabama Code, Section 41-1-5), which states that "No officer or employee of the state shall appoint any person related to him within the fourth degree of affinity or consanguinity to any job, position or office of profit in the state."
2)Such hiring does not discriminate against other candidates for the vacant position.
3)No officer or employee of the University shall be permitted to exercise direct supervision over persons related to him or her by family or marriage. For purposes of this policy, persons related by family or marriage are defined as a spouse, parent, child, brother, sister, grandparent, grandchild, aunt, uncle, niece, nephew, in-laws, and persons for whom the employee has been assigned legal responsibility in a guardianship capacity.
The President of the University or his/her designee must grant final approval in each case where the University is considering hiring more than one person related by family or marriage to work in the same department.
3.5.4 Aliens:
An alien may be employed by the University provided he/she has legal proof of a right to work in the United States as indicated by an approved VISA or work permit.
3.5.5 Minimum Wage for Employment:
The Fair Labor Standards Act (FLSA), as amended, requires the University to pay at least the minimum wage and proper overtime compensation to employees subject to the provisions of the FLSA.
3.6 Recruitment, Screening, and Appointment
The University actively and affirmatively places emphasis on the recruitment and screening of women and non-Afro American applicants. In addition, the University avails itself of the traditional channels of recruitment which include the Alabama State Employment Service, advertisements in newspapers and professional journals and recruitment at community and technical colleges. All University advertisements display that the University is an "Equal Opportunity Employer."
Persons seeking employment at Alabama A&M University shall be referred to the Office of Human Resources to obtain applications and information on available positions.
Recruitment activities are centralized in the Office of Human Resources. All available vacancies and new positions will be listed with the Office of Human Resources upon approval by appropriate administrators.
Available positions to be filled will be appropriately advertised, and notices will be posted on the Office of Human Resources bulletin board and in accessible locations for employees.
A work permit, as required by law, shall by secured by alien applicants and filed with the Office of Human Resources.
During initial screening, the Director of Human Resources, will delete all applicants who are not eligible or qualified for positions sought based on announced criteria for the positions.
No person is considered employed until an official Announcement of Appointment written contract is signed by both the President and the employee. No supervisor or office is authorized to make an oral or written commitment of employment to any applicant. No contract shall be executed between the University and an employee that is inconsistent with the policies contained in this Handbook.
Objective criteria are the primary basis for selection. Each applicant will be considered on the basis of his/her skills, knowledge and abilities.
Any evaluation in terms of skills, knowledge and abilities used to determine the qualification of applicants seeking employment for a certain position shall also be used for the evaluation of all applicants seeking that position.
3.6.2 Employment Procedures
1.Position Creation and Maintenance
This section gives an overview of the steps involved in position creation and initiating changes to existing positions within the University work force. Position descriptions and position classifications must be developed prior to establishment of new positions or revising existing positions. To accomplish either action, budget managers must complete those sections of the Position Profile Form (Appendix B) which describe the title and nature of the position and the section which requires budget information. If necessary, budget managers should attach a document justifying the need for the position, and a job description. Once completed, the Position Profile Form must be forwarded to the Office of Human Resources for confirmation of the job description and position title.
The Office of Human Resources will review the job description for consistency with the position title and assign a job classification and salary that is consistent with both, as well as the prevailing wage-salary schedule. Any changes made in the job description, job classification, and (or) salary will be reviewed with the budget manager prior to the Office of Human Resources authorizing the position and forwarding the Position Profile Form for further processing.
The Office of Human Resources will forward the Position Profile Form to the Office of Business and Finance for budgetary approval. The Vice President for Business and Finance will review the Position Profile Form for verification of available funding, current accounting classification codes, correct sources of funding, and other budgetary constraints. The Vice President for Business and Finance will authorize the position from a budgetary standpoint if funding data is accurate, and return the Position Profile Form to the Office of Human Resources.
The Office of Human Resources will enter the information on the completed Position Profile Form into the Human Resource Management System (HRMS) to establish a record for the position within the position data base. The Position Profile Form will be returned to the budget manager as verification of establishment of either a vacant position in which personnel can be requisitioned to fill, or changes to an existing position requiring upgrading of the incumbents classification and salary.
2.Procedures for Filling Budgeted Vacancies
This section describes the steps necessary to requisition personnel to fill newly established positions and existing vacant positions within the University's work force. Budget managers must adhere to the following procedures.
Budget managers must complete a Personnel Requisition Form in accordance with the instructions at Appendix C. The form can be obtained from the Office of Human Resources. If the requisition is being submitted for a newly established position, attach a copy of the Position Profile Form to the Personnel Requisition Form. If there are questions concerning form completion, budget managers should contact the Office of Human Resources for assistance.
Budget managers should forward the Personnel Requisition Form through channels (e.g., Department Chairperson, Unit Dean, Unit Vice President, and Vice President for Business and Finance) to the Office of Human Resources for announcement of the position.
The Office of Human Resources will review the requisition to determine if it meets classification and wage salary requirements as previously approved. If so, the position vacancy will be announced through appropriate recruitment channels. If for some reason the requisition fails to meet classification and wage salary standards, the Office of Human Resources will coordinate with the budget manager to recommend alternative position classification and salary options based on an analysis of job functions and responsibilities. On settlement of classification and salary requirements, the position will be announced through traditional channels of recruitment.
Positions will be announced for a period of no less than 10 work days. The Director of Human Resources may waive the posting time of a position in circumstances where the operation of the University is adversely affected. During the announcement period, budget managers must refrain from interviewing applicants, making job offers to applicants, discussing employment opportunities with applicants, or attempting to hire applicants to fill the position. The Office of Human Resources will be the central agency responsible for corresponding and coordinating with applicants during the job announcement period.
After the position announcement has closed, the Office of Human Resources will screen applicants according to the minimum qualifications established in the position announcement. Once the screening process is completed, Human Resources will forward budget managers an Applicant Action Form (Appendix D) listing all applicants who met the minimum qualifications for the position. Attached to the Applicant Action Form will be supporting documentation on each applicant. On receipt of the Applicant Action packet, budget managers must review the information to determine: 1) if suitable candidates exist for the position or if the search should be extended and 2) when employment interviews can be conducted. In the case of the former, the Office of Human Resources will extend the search period on official request and suggest other recruiting avenues which may improve upon the quality of the applicants. In the case of the latter, the Office of Human Resources will coordinate an interview schedule. Budget managers should refer to the Pre-employment Inquiry Guide at Appendix E to ensure compliance with Federal and State laws for the conduct of interviews.
On completion of interviews, budget managers must indicate their selection by completing Section B of the Applicant Action Form, and returning the form, the Interviewer Report Form (Appendix E), as well as all applicant material, to the Office of Human Resources. Human Resources will forward an Official Announcement of Appointment and Contract (Appendix F) to the successful candidate informing him/her of the selection and extending a formal job offer. Letters of regret will be forwarded to all other applicants by Human Resources.
On candidate acceptance of the offer of employment and Presidential approval of the hiring action, Human Resources will complete and forward a Personnel Action Form (Appendix G) to budget managers for their initiation of basic payroll and personnel information. Budget managers should review the form and return the document through channels for Human Resources final authorization, entry of information into the data base, and transmittal of pay authorization to financial services.
Employees who have not received a notice of non-reemployment or termination may be provided with a Notice of Continuing Employment. Receipt of a Notice of Continuing Employment does not form an employment contact for any definite period of time but merely establishes the rate of compensation or the stated period of time. All such employees remain employees at will.
3.7 Initial Briefing and General Orientation for New Employees
New employees are introduced to the University through an initial incoming briefing conducted by the Office of Human Resources. Briefings are normally scheduled for the first and fifteenth of each month.
Subsequent orientation shall be continued within respective departments by the supervisor or his/her designee. New employees should not hesitate to request assistance if they feel the need beyond the general orientation provided.
3.8 Changes in Employment Status
3.8.1 Lateral Transfer.
A lateral transfer occurs when an employee moves from one position at the University to another position at the University and both positions have the same salary and grade. Such a transfer may be voluntary to accommodate the desire of the employee to gain additional experience and to grow professionally. In addition, such a transfer may be voluntary to accommodate the needs of the University, and the University reserves the right to make such transfers. Lateral transfers require that all affected supervisors approve the transfer.
To apply for a transfer, the employee must complete an application for employment with the Office of Human Resources. It is required that the employee notify the current supervisor of his/her interest in being considered for a vacant position prior to being referred for an interview.
Employees who voluntarily apply for a lateral transfer must have served in their current position for 12 months.
3.8.2 Demotion.
If an employee's job performance is below standard, the supervisor will work with the employee to try to raise it to a satisfactory level. If the employee's job performance does not improve, the University may determine that its best interests require that the employee be demoted. Demotion involves either moving the employee to another position at a lower salary grade level or reclassifying the employee's existing position to a lower salary grade level. Demotion will result in a reduction in the employee's salary, but such demotion shall only take place following prior notification to the employee, and in accordance with any applicable procedures.
Employees who are demoted and/or voluntarily transfer from one University position to another one at a lower salary grade will be paid in accordance with the lower salary provided under the new position and not in accordance with the higher salary paid under the previous position.
3.8.3 Promotion.
If an employee's job performance is above standard or if the employee has seniority, the supervisor may determine that in the best interest of the University, the employee should be promoted. Promotion is a managerial initiated change of assignment for an employee to a job at a higher level within the same unit of the University. The new job normally provides an increase in pay and status and demands more skill or carries more responsibility. Promotion shall normally be granted only once in any 12 month period. No promotion shall become effective until approved by the President or the President's designee.
3.8.4 Job Posting and Application.
The University communicates information about job openings through a process referred to as job posting and application. This process consists largely of posting vacant announcements on the Human Resource Bulletin Board, and allowing interested employees to apply for the vacant positions through submission of applications. The application process is followed by a selection process, which leads to the choice or rejection of candidates for specific positions.
3.9 Automatic Termination Date
The automatic termination date is the predetermined date established at the time of employment of all temporary personnel. The automatic termination date designates the maximum length of employment authorized in a temporary position.
In reference to leaves of absences, the automatic termination date is the predetermined date specifying the time period for which leaves of absences without pay will be authorized.
3.10 Dual Employment
An employee of the University may hold only one full time position with the University, inclusive of temporary employment.
3.11 Outside Employment
An employee may work another job outside the University provided:
1)The outside employment does not interfere with the performance of his/her job at the University.
2)The outside employment does not violate University regulations or policies, and does not bring discredit to the University.
3)The employee does not manipulate his/her normal work schedule, assignments or duties to accommodate outside employment.
4)Such employment does not compete or interfere with endeavors of the University.
3.12 Reinstatement and Reemployment
The following procedures govern the reinstatement and/or reemployment of employees.
1)A former University employee who is reinstated to the same position within two years of last being on the payroll will be reinstated at the applicable hiring salary for the current position.
2)A former University employee reemployed into another position will be hired at the applicable hiring salary for that position.
3)Unless approved by the Office of Human Resources, regular employees who resign will not be eligible for rehire until thirty (30) days following such resignation.
4)A former employee who resigns from the University in good standing and is subsequently re-employed after 180 days will be considered a new employee for purposes of seniority and sick leave. A former employee who is re-employed after 180 days may be re-employed in the same type position or in another position for which he/she is qualified.
3.13 Service Period
The service period of an employee is that time period during which he/she has uninterrupted service as an employee of the University.
3.14 Personnel Records
3.14.1 Maintenance of Official Personnel Files.
There shall be only one official personnel file for each employee. Each employee's file will be maintained in a locked file cabinet in the Office of Human Resources. Confidentiality of all files shall be maintained, and no anonymous material shall be placed in the official personnel file of employees.
The official personnel file shall contain the following kinds of documents pertaining to an employee:
1)Application for employment
2)Biographical information sheet
3)Official copies of transcripts certifying degrees and certificates received or documents certifying licenses received
4)Employment history at the University
5)Benefit plans in which the employee and his/her dependents are enrolled
6)Record of annual leave, sick leave and other leaves taken
7)Personnel action forms
8)Reports of disciplinary actions taken, including written reprimands, disciplinary probations, suspensions and terminations
9)Reports of grievance and appeals hearings
10)Performance evaluations
In addition, the University may retain a pre-employment file which also shall be confidential and contain letters of reference, ratings and other related materials. An employee shall not have access to the official, confidential pre-employment file.
When material which could cause cancellation of contract is added to an employee's official personnel file, he/she will be promptly notified by the Office of Human Resources. The employee will have the right to rebuttal or present matters of extenuating circumstances, but the employee shall not have the right to remove any material from the file.
3.14.2 Access to Personnel Files.
An employee shall have access to his/her personnel file during normal operating hours of the Office of Human Resources provided there shall be no undue interference with the normal routine of the office. To assure access, employees should coordinate with the Office of Human Resources twenty-four (24) hours in advance. Under no circumstances shall the official personnel file be removed from the office by the employee, and access to the file shall be given only in the presence of someone assigned to the Office of Human Resources.
In addition to the employee, the President or his/her designee, the employee's Vice President or Director, the Dean, and the Chairperson or comparable-level supervisor may have access to the official personnel file without written approval of the employee. Members of the Board of Trustees may review files; however, such requests must be made through the Office of the President.
If the official personnel file is duly subpoenaed in accordance with law, the employee shall be notified at the earliest possible occasion.
Any duly constituted committee reviewing the employment status of an employee will be afforded access to his/her file.
The information contained within the personnel record is used for employment purposes (eg evaluation of work performance, consideration for promotion or transfer, and verification of employment). Each employee is requested to review his/her personnel record during his/her birth month each year and to sign the Record Review Form attached to the front of the personnel record.
3.14.3 Reporting Changes in the Personnel Record.
Each employee is required to report any change in name, address, telephone number, marital status, and number of dependents as well as any award of newly earned degrees or certificates to his/her supervisor and to the Office of Human Resources. The University will not be responsible for non-receipt of any official communication sent to an employee if the employee has failed to file a change of address notice with the Office of Human Resources.
Should an employee need to change the number of dependents or allowances listed for income tax purposes, it will be necessary for the employee to secure, complete, and return Forms W-4 or A-4 to the Office of Human Resources.
