Recruitment / Hiring
1.0 Policy
1.1 It is the policy of Robert Morris University to recruit and hire employees without regard to age, sex, race, color, religion, national origin, sexual orientation, or disability.

1.2 Robert Morris University will provide a reasonable accommodation to qualified individuals with disabilities, unless the accommodation would impose an undue hardship on the University.

2.0 Scope
2.1 This policy applies to full-time and part-time employees.

3.0 Procedure

3.1 The recruitment and hiring of qualified employees will be coordinated by the Human Resources Department.  A position benchmark salary review is conducted by the Human Resources Department.

3.2 Open Position Requisition Form - This form is to be completed and approved prior to the commencement of recruitment activities for all vacancies and new positions.

3.2.1 If the position is a vacancy rather than a new position, the former employee's letter of resignation must be received in Human Resources before the form may be initiated.

3.2.2 No recruitment activity will occur until it is determined that the position description is properly evaluated, updated and approved by the department manager and the Human Resources Department and the signed Open Position Requisition is received in the Human Resources Department.

3.2.3 Department managers must sign the Open Position Requisition Form and forward it to their vice president for approval. 

3.2.4 The approved form should then be forwarded to the appropriate Financial Planning and Analysis representative for signature by the department manager for completion of the approval process.  Human Resources will be the final signature on the Open Position Requisition Form.

3.3 Open Position Announcement - An open position announcement will be emailed to all employees and posted by the Human Resources Department for all full-time positions.

3.3.1 The current position description will be used in the open position announcement..


3.3.2 The open position announcement will be posted for a minimum of a seven calendar day period which will include 5 business days excluding holidays before an offer is made.

3.3.3 During the open position posting period, the hiring manager may review applicants who have applied.

3.3.4 It is optional to post part-time positions.

3.4 Application by Internal Candidates - To apply for a position, the eligible internal applicant must submit a letter of application and/or resume to the Human Resources Department within the five (5) business day posting period. The eligible candidate must notify their present department manager of the application.  An internal candidate is a current full-time employee who has at least twelve (12) months in their current position, or a current part-time employee.

3.4.1 A Human Resources Department representative will send the letter of application and/or resume to the hiring manager for their review if the employee meets the minimum requirements for the position. A copy will also be placed in the employee's personnel file. If minimum requirements are not met, the Human Resources Department will contact the individual to advise that minimum requirements are not met for the position.

3.4.2 Full-time employees with at least  twelve (12) months in their current position or current part-time employees are eligible to apply for positions.

3.4.4 Personnel files, performance reviews, and other pertinent information may be reviewed by the hiring manager coordinated through a Human Resources Department representative. Candidate information is carefully evaluated and interview arrangements are made for those who best meet the requirements of the position.

3.5 Advertised Positions - If necessary, position advertisements for external applicants may be placed in appropriate news media. These advertisements must be coordinated through the Human Resources Department.

3.5.1 Advertisement costs are charged to the appropriate department's budget. 

3.5.2 Advertised position responses will be directed to which is managed by the Human Resources Department. An applicant acknowledgement email will be sent by the Human Resources Department. Subsequent letters to applicants who were interviewed for the position but were not hired will be initiated by the hiring manager. Sample letters are available upon request.

3.6 Interview Process/References - Interviews are conducted by the hiring manager. 

3.6.2 The hiring manager is to schedule interviews with the most qualified candidates.

3.6.3 The hiring manager checks references of the candidate he/she is interested in hiring. Applicants cannot be offered a position without obtaining references.

3.7 Internal Candidates

3.7.1 If the offer is made to an internal candidate, the employee will have three (3) business days to accept or reject the offer. At this time, the employee will notify his/her current department manager and the hiring manager of the decision.

3.7.2 The new assignment will begin within two (2) weeks of acceptance by the employee. However, this may be extended or reduced if it's mutually agreed upon by the former department manager and the new department manager.

3.7.3 In the event that the employee rejects the offer of promotion or transfer, the hiring manager has the option of re-opening the search.

3.7.4 The hiring manager will notify other internal candidates of the hiring decision within three (3) days of the date of acceptance.

3.7.5 Salary Changes If an employee is promoted to a position with a higher salary range, he/she may be recommended for an increase of their current salary, based on the budgeted amount for the position, market forces, internal equity, and the approval of the Human Resources Department. If an employee elects to accept a position in a lower salary level, that employee's pay may be adjusted accordingly. Primary factors that will be considered are employees in that salary level with similar experience and the salary of the employee's previous position.

3.8 Selecting Process/Offer of Position - In selecting the best candidate for a position vacancy, job related skills (ability) and applicable work experience will be primary factors. Internal applicants may be given priority over external applicants with relatively equal qualifications. However, the University reserves the right to recruit and hire qualified external candidates.

3.8.1 The hiring manager is to discuss the candidates with the Human Resources Department.

3.8.2 When interviews are completed and a selection is made, the hiring manager and a Human Resources Department representative will determine the salary for the candidate or a salary change which resulted from a promotion, demotion or transfer of an internal candidate. The offer can be made by the hiring manager or the Human Resources Department. An offer cannot be made unless the salary offer is consistent with the budget. The hiring manager should consult with their Financial Planning and Analysis Representative to confirm budget.

3.8.3 If the candidate accepts the position, the Human Resources Department will send aan offer letter to the successful candidate and a copy to the hiring manager. 

3.9 When an employee who transfers to a new position is due for a performance evaluation shortly after the transfer, the following scale will be used for determining which department manager will do the evaluation:


Time in New Department

% By Each Department Manager

0 - 2.99 months

100% - Previous Department Manager

3 - 5.99 months

75% - Previous Department Manager


25% - Current Department Manager

6 - 8.99 months

50% - Previous Department Manager


50% - Current Department Manager

9 - 12 months

100% - Current Department Manager

3.10 The University may decide at any time to reduce or change the status/title of a position that is posted.

3.11 When rehiring a former employee who has been away from the employ of the University for less than 90 calendar days, there will be no break in service.

3.12  The first five (5) months in a position are considered a probationary period.

3.12.1 During this time, the employee and department manager will evaluate the suitability of the new employee for the position.

3.12.2 Department managers should use this time to review and discuss the employee's progress in meeting the requirements of the position and adapting to the work environment.

3.12.3 If it is determined by the department manager and Human Resources that the new employee is not suitable for the position, a formal disciplinary process will not be required for termination of employment.

3.12.4 Refer to the Benefits Policy for information on the accrual and use of benefits during the first five months of employment for new employees, including those employees who have transferred from a position that does not have benefits to a position that has benefits.

3.13 The hiring of a relative in the same department is permitted if the relative does not report directly to the employee.

3.13.1 Human Resources should be informed of the relationship prior to the offer of employment.

3.13.2 The hire must be approved by the Senior Vice President of Business Affairs (administrative positions) or the Provost (academic positions) and the Vice President, Human Resources.

3.14  The University provides moving expenses to new faculty and exempt management level staff hired from a distance beyond 100 miles.

 3.14.1 The expense amount may be up to $3,000for faculty and exempt professional level staff.  Directors receive up to $5,000 and Deans and above receive up to $10,000.  The amount will be paid in a one lump sum payment in the new employee’s first paycheck.  Lump sum payments are subject to taxation per IRS guidelines and will be paid as compensation through payroll with appropriate withholding.

3.14.2   Any request for exception to the policy limits must be made in writing and will require approval from the new employee’s Budget Co-Chair (Senior Vice President, Business Affairs for administrative department positions or Provost for academic department positions) and Human Resources. Any amount approved in excess of the relocation allowance amounts will also be paid from the department’s operating budget.  Exceptions cannot be made to any IRS taxation regulations.

3.14.3  Part time staff and faculty and visiting professors are not eligible for a relocation allowance.

3.15 Student Employment

3.15.1 Student employment is offered to assist in meeting the needs of the University, provide University students with financial support in pursuit of their academic goals and provide opportunities for academic or administrative job experience. The job duties and responsibilities of student employees vary greatly, and may or may not be related to their field of study.

3.15.2 A student is defined as someone currently enrolled in at least one academic course at the University. The University maintains a distinction between student appointments and ongoing regular employment. These distinctions may include, but are not limited to, the nature of work, hours worked, rate of pay and benefit eligibility.

3.15.3 Student employment may be funded through Federal Work Study (FSA), University Student Payroll (USP) or a Robert Morris University departmental salary budget. FSA eligibility is based upon a student's financial need as determined by the Financial Aid Office. USP funds and departmental salary budgets are determined through the budgeting process.

3.15.4 It is the policy of Robert Morris University to hire Robert Morris University students for all student employment and summer positions. All such positions must be posted through the web-based Student Employment Program (SEP) utilized by the Career Center. For more information on the SEP please contact the Student Employment Office in the PPG Industries Career and Leadership Development Center.

3.15.5 Summer positions may be filled by non-Robert Morris University students only if the position has been posted on the SEP and a qualified Robert Morris University student is not available. The Student Employment Office must verify this by signing the Payroll Authorization form prior to the non-student beginning work.

3.15.6 The hiring of a relative for a student employment opportunity in the same department is permitted only if the employee is not in a position of authority over the relative. Any exception to this policy must be approved in writing by the Vice President for Human Resources prior to an offer of employment being extended.

3.15.7 For additional information contact the Student Employment Office in the PPG Industries Career and Leadership Development Center.

4.0 Definition of Terms

4.1 Qualified Individual with a Disability - An individual with a disability who meets the skill, experience, education and other job-related requirements of a position held or desired and who, with or without reasonable accommodation, can perform the essential functions of a job.

4.1.1 Individual with a Disability - is a person who has a physical or mental impairment that substantially limits one or more of his/her major life activities; has a record of such impairment; or is regarded as having such impairment.

4.2 Reasonable Accommodation - A change in the work environment or in the way things are done that results in equal employment opportunity for an individual with a disability.

Effective: 5.1.2017