EFFECTIVE DATE: May 15, 2019
ISSUE #: 3
PRESIDENT: Juan Sánchez Muñoz
The University of Houston-Downtown is committed to equal opportunity and affirmative
action in its recruiting practices. This Policy Statement sets forth the policy and procedures
regarding recruitment of staff, temporary employees, and student assistants. A separate policy,
PS 10.A.13, Faculty Employment Policies, deals with the faculty employment policy and
2.1 Applicant Tracking System (ATS): The automated system that allows job seekers to view
and apply for job postings and submit resumes and other documents electronically.
2.2 Criminal Background Check: A search for information about an individual’s convictions
and verifies birth date and social security number.
2.3 Collaborator: Any individual(s) needing access to the requisition and/or candidate
information. This includes the hiring manager and search/screening committee
2.4 Job Description: A document that describes the major duties, functions, and authority
assigned to a position, the relationship between the position and other positions in the
department and details the minimum skills, education, experience, and abilities required
to perform the job.
2.5 Job Posting: The method of displaying current job openings that extends an invitation to
those interested to apply. Postings include a summary of the major duties and
responsibilities and minimum qualifications for the job.
2.6 Motor Vehicle Report: A record that contains information about a person's driving
history, including information about traffic convictions for driving-related incidents.
2.7 Requisition: Template used within the applicant tracking system (ATS) to create staff,
faculty, and student positions for publication to the careers website.
2.8 Position Request (ePRF): The electronic document generated in the Human Resources
Information System (HRIS) to create a new position, fill a vacant position, or change or
reclassify a position.
2.9 Staff Employee: An individual employed on a regular basis for a period of at least four
and one-half months, excluding students employed in positions that require student status
as a condition of employment and those holding a teaching and/or research position
classified as faculty.
2.10 Student Assistant: An employee whose position requires student status at UHD as a
condition for employment, regardless of funding.
2.11 Temporary Appointment: A position of short duration (less than four and one-half
continuous months), intermittent in nature, or a position where it is clearly impractical to
employ an individual on a continuing basis for more than four and one-half, continuous
3.1 Recruitment and selection of candidates for vacant positions are conducted in accordance
with applicable statutes, regulations and policies of the State of Texas and consistent with
the principles of equal employment and affirmative action.
3.2 All staff and student assistant positions must be posted by Employment Services and
Operations (ESO) on the UHD Careers Site prior to the distribution of any public notices,
placed advertisements, or screening of applicants.
ESO will publish all staff positions with a variety of external agencies to ensure
compliance with federal and state regulations and improve its recruitment efforts of
women, minorities, veterans, and persons with disabilities.
3.2.1 Approved vacancies may be publicized with external advertising venues upon
the request of the hiring department. All advertisements must be approved by
ESO prior to placement and include the appropriate Equal Employment
Opportunity (EEO) statement.
3.2.2 Student assistant positions may remain open for one year, from July 1 through
June 30. Departments may hire from this pool of applicants for multiple
positions throughout the year.
3.2.3 Temporary positions must be posted on the UHD Careers Site.
3.3 All job postings, whether internal or external, must be posted for a minimum of ten (10)
working days prior to making a hiring decision. Waivers of posting are not permitted.
3.4 Employment qualifications listed on position requests and job postings must be workrelated, consistent with business necessity, and included on the official job description.
3.5 To be considered for a position, applicants must apply online and submit all required
documentation at the official UHD Careers Site.
3.6 Screening committees are required for positions with budget authority and/or supervisory
responsibilities and for other professional positions determined by the respective
3.7 If a screening committee is required for the candidate review process, the hiring manager
will identify the proposed committee membership, including the proposed chair, in the
Collaborator section of the requisition. The Affirmative Action Officer (AAO) or
designee will review the proposed committee membership and appoint the committee
during the Requisition approval process.
3.7.1 The screening committee should be diverse (race, ethnicity and gender) and
consist of a minimum of four committee members.
3.7.2 The committee should include a minimum of two staff or faculty within the
relevant administrative unit and one outside the unit.
3.8 The hiring manager or committee chair will schedule the first committee meeting. During
the first committee meeting,all committee members must be trained by ESO on
affirmative action hiring practices and the employment process. The first meeting must
be scheduled before any applications are reviewed.
3.9 All employment decisions must be based on qualifications, relevant experience, and
abilities. Candidates must be evaluated based upon their potential to perform the duties
established for the position in which the candidate has applied. The position’s duties and
qualification requirements, as described in the position description, must be used to
determine the candidates that possess the basic minimum qualifications.
3.10 All candidates for employment will be subject to a criminal background check prior to
an official offer of employment; other background checks may be required depending on
3.10.1 Motor Vehicle Record (MVR) checks must be conducted for positions that
require driving a University-owned or leased vehicle as an essential part of the
job (see PS 02.A.16, Motor Vehicle Record Evaluation Policy).
3.11 All candidates for employment must not have any outstanding financial obligations to
any university within the University of Houston System.
4.1 Procedures for Hiring Staff, Student and Temporary Positions
4.1.1 Departments in need of temporary staff should contact ESO for assistance.
4.1.2 If the position is new or a reclassification, a Job Analysis Questionnaire must
be completed and submitted with the ePRF to ESO’s Compensation
Department for review and approval.
4.1.3 A requisition is created in the applicant tracking system by the hiring
4.1.4 A notification is sent to the hiring manager that the requisition has been created
and is ready for review. Once the requisition is approved by the hiring manager,
it is reviewed/approved by the Compensation unit, and forwarded to Talent
4.1.5 The approved requisition is posted to the UHD Careers Site by ESO.
4.1.6 If a screening committee is required, the Affirmative Action Officer (AAO) or
designee will review the proposed committee membership and appoint the
4.1.7 The screening committee members are given access to the applicant tracking
system when the requisition is created by the department. All search committee
members should be added in the “Collaborators” section of the requisition.
4.1.8 Applicants begin applying online at the UHD Careers Site.
4.1.9 Applicants who meet the minimum qualifications are forwarded to the hiring
manager and screening committee, if applicable. The hiring manager, and
screening committee, if applicable, are notified by email as applicants who meet
the minimum qualifications have completed the application process.
4.1.10 The hiring manager and screening committee, if applicable, access the applicant
tracking system using their network username and password. In the event a nonUHD employee is part of the committee, the external member must be set up in
PeopleSoft as a Person of Interest (POI) to gain access to the ATS. The hiring
department may contact ESO to set up the POI.
4.1.11 The hiring manager and/or screening committee review application materials in
the applicant tracking system and complete the hiring matrix for that position.
Applicants scoring the highest will be contacted to schedule interviews
4.1.12 The screening committee chair must send the list of proposed candidates to be
interviewed to the Affirmative Action Officer or designee prior to scheduling
interviews. The Affirmative Action Officer or designee will review/approve the
applicant and interview pool. Once the interview and applicant pools are
approved, the committee may move forward with scheduling interviews.
4.1.13 All interviews must be conducted using the same medium (i.e., telephone,
Skype, Zoom, and/or face-to-face).
4.1.14 The interview process may consist of multiple rounds; committee members will
score the applicants interviewed on the hiring matrix, and select those with the
highest scores to move forward to the next round of interviews, if applicable. .
4.1.15 After the interview process is complete, committee members will provide their
comments to the hiring manager.
4.1.16 Skills assessments to determine applicants’ competencies are available through
ESO. If applicant assessment testing is desired, the hiring manager contacts
ESO and arranges for testing. Once the applicant completes the assigned test(s),
the results are emailed to the hiring manager.
4.1.17 When the final candidate has been identified, the hiring manager will:
1. Update applicant status in the ATS.
2. Assemble all pertinent search documentation to be scanned and attached
to the Requisition in the ATS.
3. Create an offer grid in the ATS and submit the offer for approval.
4.1.18 Upon review of the Offer Grid, a verbal contingent offer is extended to the final
candidate by ESO for staff positions. Once accepted, ESO initiates the Pre-Hire
process in the ATS for the candidate to complete. Verbal contingent offers for
student and temporary positions are extended by the hiring manager.
4.1.19 ESO initiates a background check on the primary candidate for staff, temporary
and student worker positions.
4.1.20 The hiring manager is notified by ESO of the background check results. Should
the investigation reflect criminal history, the UHD Chief of Police and VPESO evaluate the results against job-related criteria and make a recommendation as
to whether the applicant is “employable” or “not recommended for
employment.” If the applicant is “not recommended for employment,” the
VPESO issues a report to the hiring authority, who may accept the
recommendation and reject the employment of the applicant or request
permission to hire through the appropriate vice president (see PS 02.A.17, Security Sensitive Positions Policy).
4.1.21 If all relevant background checks for staff, temporary and student positions are
clear, the official employment E-offer letter is sent to the applicant by ESO with
the Onboarding/New Hire paperwork.
4.1.22 The hiring manager is notified by ESO once the formal offer has been accepted.
The new employee’s completion of the Onboarding/New Hire paperwork
officially hires the new employee and creates a job record in the HRIS system.
4.1.23 Executive management appointments require approval by the UHS Board of
Regents. The personnel agenda item is initiated by the Office of the President.
4.1.24 New staff, student employees and temporary workers are sent to ESO to
complete the I-9 process.
4.1.25 New staff hires are required to attend New Employee Orientation, typically on
their first day of employment.
Responsible Party (Reviewer): Vice President for Employment Services and Operations
Review: Every three years on or before February 1st
Signed original on file in Employment Services and Operations
Issue #1: 02/17/11
Issue #2: 06/08/16
UH System Administrative Memorandum 02.A.13
Job Analysis Questionnaire
UHD Careers Site
Texas Government Code § 656.001