Southern Polytechnic State University
Policy and Procedure Manual
P&P Number:  801.0
Original Date: October 1985
Previous Revisions: April 1997
Approved: July 2, 2002
 
Employing Non-exempt Staff Personnel
Contents This P&P includes the following main sections:
  • Background
  • Descriptions
  • Procedures for employing staff personnel
  • Other guidelines
Background Southern Polytechnic State University shall provide each qualified individual an equal opportunity for employment. This policy and the accompanying procedures are in compliance with Southern Polytechnic's Affirmative Action policy and those policies established by the Board of Regents in September of 1970 with succeeding approved policies. These policies are stated in Business Procedures Manual Volume 3A Revised, titled Personnel Policies and Procedures of the Board of Regents, University System of Georgia.

Listed below are procedures which must be followed in employing all permanent and temporary non-exempt staff employees.
Descriptions All employees who are not exempt from the provisions of the Fair Labor Standards Act shall be designated as staff.

A non-exempt staff employee is defined as any university employee not identified as a faculty, professional or administrative, or student employee.

All employees who are exempt from the provisions of the Fair Labor Standards Act because of their professional or administrative responsibilities, and who are not identified as faculty or graduate assistants, are designated as professional and administrative personnel.
Procedures for
Employing Staff
Personnel
Step Procedure
1. The employing department will submit a Personnel Request Form as provided by the human resources department for positions to be filled.

These job requirements stated thereon should be stated realistically. They should not understate or overstate requirements. [The job duties should not be personalized.] The Human Resources Department will be available for assistance.
2. All permanent classified positions which are vacant will be posted on the Southern Polytechnic campus for five (5) working days. Posting is not required for temporary hourly paid positions. Off-campus applicants may not be referred or interviewed for positions until the on-campus posting has expired.

The Human Resources Department will initiate appropriate Affirmative Action procedures to recruit and refer qualified minorities. 
3. The Human Resources Department will conduct preliminary screening of all applicants for classified positions to insure compliance with the department's requirements. Applicants recruited directly by the employing department will be directed to the Human Resources Department for screening and referral.

All applicants will be briefed on employee benefits and the advantages of working at Southern Polytechnic by the Human Resources Department.
4. Every applicant interviewed by the employing department must have a referral form from the Human Resources Department. These will be completed and returned by the employing department before any offer can be effected. The reasons for the decision to employ or not to employ have to be stated on the form. The ultimate responsibility of justification is the hiring authority.

All referral forms will be returned to the Human Resources Department to ensure completion.
Note: These forms must be maintained confidentially.
5. The Human Resources Department is responsible for determining that the decision to offer employment to a particular candidate is acceptable in terms of the university's Affirmative Action goals and commitments.

In cases where the personnel action seems to be in conflict with Affirmative Action goals, no offer of employment will be extended until the matter is resolved.

If no resolution can be achieved between the human resources director and the employing department head with the involvement of the vice president for business and finance, the matter will be referred to the Affirmative Action officer for resolution.
6. No commitment or offer of employment is to be made to any applicant before the date on which a job posting expires and documentation is reviewed. The Human Resources Department shall issue a letter of offer to the successful candidate which shall include the following minimum information:
  1. Date of employment
  2. Job title
  3. Salary (annual rate)
  4. A six months provisional employment statement
A copy of this letter should be forwarded to the hiring authority. The new employee will sign this copy as acceptance of offer when reporting to work.
7. Satisfactory completion of the necessary employment and payroll forms in the Human Resources Department shall be a condition of employment. This includes accepting the offer letter.
Other Guidelines
  • New employees are to be employed at a salary which is consistent with the published salary schedule. The beginning salary rate shall be between the minimum rate on the compensation schedule and the amount budgeted but in no case greater than the midpoint of the compensation schedule for the classification. Exceptions will be considered by the president only when submitted through a chief administrative officer. The Human Resources Department shall verify that sufficient funds are available in the budgeted position before an offer of employment is extended.
  • Immediate relatives of registered students employed at the university should not have access to student records pertaining to relatives.
  • Persons related to other classified employees may be employed in the same department provided neither is in a supervisory or administrative capacity and does not influence employment practices or salary considerations.