Lincoln University
Employment Processes
Full Time and Part Time Regular Positions
All regular full time and part time positions have the following employment recruitment and hiring process unless the position is filled through a Presidential exemption. The applicant recruitment and selection process is initiated when the referring department completes the Position Control Requisition Form in conjunction with a completed Job Analysis Form (staff only) for approval on a new position or an exiting position vacancy. These forms provide the information to classify a position and establish appropriate salary grades between the department and Human Resources.
The PCR Form and accompanied Job Analysis Form are forwarded through the proper organizational chain of command up to the Vice President level then forwarded to Human Resources for proper form review and affirmative action review. The forms are forwarded to the Budget Office for review of budgeted fund availability (special grant money goes through Grant Accounting) and then forwarded to the President’s Office for signature. At the time the President signs the PCR, the recruitment and selection process can officially begin.
Once proper signatories are completed and the position fill is approved, the PCR and Job Analysis Form paperwork comes back to Human Resource. The respective department is notified of the approved paperwork and the next decision point is how to advertise the job opening.
Job Advertisement
This initiates the recruitment process with the department being asked to complete the Job Advertisement Form and submit it to Human Resources.
On the Job Advertisement Form, the hiring departmental authority indicates if the position should be posted internally or externally advertised concurrently with the internal notification. If external advertising is done, the department must identify what newspapers or publications to advertise and what dates to advertise. Positions can be advertised as being open until filled or with a defined application deadline no shorter than 7 business days. Position salary or wage information can be specified or negotiable. The cost of advertising is charged back to the appropriate department.
The position is then posted and advertised based on the department’s request. All job vacancies are posted internally on the University Human Resource Services Bulletin Board for a minimum period of seven business days. Additionally, all jobs are posted on the Lincoln University website.
The University encourages career progression within the University and supports employees in preparing for job advancement; therefore, employees that meet minimum qualifications are given consideration for those position openings. When a vacancy occurs, current employees should notify the Human Resource Office of their interest to insure that the necessary information is on file along with the submittal of a new cover letter and other documents as requested.
Employment Application and Support Documentation
All employment applications and support documentation should be forwarded to in the Human Resource Services Office, where the applications are logged and filed in the respective job application folders. Authorized departmental representatives are able to come and pick up the applications throughout the selection process by signing a log-tracking sheet. Only applications received during a position’s recruitment period will be considered for hire. If applications are on file from previous job inquiries, reference to that job inquiry needs to be made by the applicant for accessing of the documents, an updated letter of interest will be needed at a minimum.
An applicant interested in applying for a position must submit the following:
Lincoln University Application for Employment
Cover Letter (if applicable)
Resume (if applicable)
Official academic transcripts (if applicable)
Three letters of general reference
Screening and Selection Process
Lincoln University uses search and screening committees in the employment process for positions: Executive, Administrative Staff, Academic Faculty, Professional Staff, Office Support, Technical and Paraprofessional, Skilled Crafts, and Service and Maintenance Staff.
The search and screening committee's objective is to ensure that Lincoln University hires the best available candidate for each job without regard to race, sex, national origin, religion, and age or disability condition. In fulfilling the responsibilities of recruitment, efforts are to be made to actively seek out and identify qualified women and minorities and applicants with handicapping conditions, informing them of vacancies and encouraging them to apply for available positions.
The hiring authority (director, department head, dean) will submit a list of recommended search and screening committee members on the Position Control Requisition for approval as part of the requisition process. The search and screening committee may have at least five (5) members. In addition, the affirmative action officer will serve as an ex-officio member on all search and screening committees. In so far as possible, the committee should be race and gender balanced. The members should also be knowledgeable about the duties, responsibilities, and qualification requirements of the position. Where appropriate, the committee should include persons from the following categories: administration, faculty, staff and students. Some departments currently have departmental recruitment committees established and functioning in this capacity.
When the departmental authority approves the membership on the search and screening committee, the hiring authority will notify the members of their selection, and explain the committee's duties and responsibilities. The committee will elect a chairperson (if one has not been designated by the hiring authority). It is also the committee's responsibility to develop formal and consistent criteria for evaluating each applicant's credentials in relation to the specific qualifications and job responsibilities included in the vacancy announcement/job description.
Hiring Process
The search and screening committee will meet and do the following:
- Compile a list of all candidates in the applicant pool;
- Acknowledge receipt of each candidate's application/resume and send an AA/EEO card (available in the Affirmative Action Office) to each candidate;
- Identify if candidates have materials missing from the applicant file (e.g., letters of reference, official transcripts, official application form, etc.);
- Review applications and select semifinalists;
- Send letters of notification to applicants not selected as semifinalists;
- Call semifinalists for initial screening interview, if deemed necessary;
- Check references (e.g., persons who wrote letters, prior employers, and peers);
- Make written recommendation(s) to the hiring authority which may include but not be limited to the following: (a) recommend finalists to be interviewed; (b) recommend changes in the specifications or salary and begin a new search; (c) recommend an extension of the search to attract additional candidates;
- Detailed notes of interviews must include dates of interviews, considerations and deliberations leading to the final selection of a candidate, and other relevant information. A weighted ranking sheet is encouraged to be utilized.
- After all finalists have been interviewed, whenever possible, the committee will recommend three to five unranked or ranked final candidates to the hiring authority. That recommendation may indicate the committee's preference for a particular candidate or candidates. The hiring authority will meet with the committee to receive its input and reactions to final candidates and may ask committee members specific questions about the candidates;
- When a final candidate is selected for the job offer, the hiring authority will contact this finalist, make the initial proposed job offer and confirm the terms of employment. If both parties agree to terms, this recommendation is forwarded to the respective Vice President and then the President for formal and official authorization to hire. If the successful candidate does not accept, the hiring authority may offer the position to one of the other finalists;
Finalizing Employment
After the final selection has been made, the departmental hiring authority completes a Personnel Transaction Report Form and submits to the Human Resource Services Office along with the other necessary support documentation of the selection process.
There are two selection process forms that should be submitted along with the completed Personnel Transaction Report Form. The Summary of Employee Selection Process Part A-Applicant Listing Form that indicates all applicants who applied for the position and those applicants considered for interview.
Additionally the Summary of Employee Selection Process Part B-Interview Form that indicates all applicants interviewed and the preferred candidate chosen for recommendation.
Additionally, all the applicants’ information and related documents are forwarded to the Human Resource Services Office for affirmative action review and record maintenance.
When the successful candidate accepts, the departmental hiring authority is responsible for contacting all other applicants and informing those candidates that the position has been filled.
Activating Employment
The PTR form is forwarded through the proper organizational chain of command up to the Vice President level then forwarded to Human Resources for proper form review and affirmative action review. The forms are forwarded to the Budget Office for review of budgeted fund availability (special grant money goes through Grant Accounting) and then forwarded to the President’s Office for signature. At the time the President signs the PTR, the hiring becomes official.
A department is allowed to hire a new employee on the appropriate salary grade matrix between step 1 and step 3. If the department wants to hire the new employee at a step higher than 3, the President’s approval must be obtained prior to the processing of the Personal Transaction Report.
Once proper signatories are completed and the position is approved for hire, the hiring paperwork comes back to Human Resources, who enters the information into the Human Resource/Payroll Module of the Colleague Administrative System and then the referring department is notified by the Human Resource Office.
The new employee is able to begin employment after the President signs the Personnel Transaction Form that authorizes the employment. This may be the day tentatively identified on the Personnel Transaction Form but must be any date on/after the President’s authorization date. New staff members will receive an Appointment Notification Letter signed by the President and new faculty members will receive an Academic Notification Letter.
As soon as the new employee arrives for work, he/she should schedule an appointment with Human Resources to verify employment authorization through an I-9 Form completion, appropriate state and federal tax form completion, benefit enrollment and receipt of the Employee Handbook.
Employment Status Change
Once an initial employment status is activated by the completion of the Personnel Transaction Report Form, the individual’s employment information is entered into the appropriate Colleague HR/Payroll screens. If an employee has a status change for any of the following reasons, an additional Personnel Transaction Report Form should be utilized:
Any other changes to a primary position status will require the submission of a completed Position Control Requisition and Job Analysis along with an additional Personnel Transaction Report Form. This would parallel the same signatory process as an initial hiring.
For personal information changes of a demographic nature, the employee would need to complete and submit a Notification of Change (Personal Information) Form that can be accessed in the Human Resource Services Office.
Temporary/Casual Employee Appointment Guidelines
It is recognized by Lincoln University that this classification of employee is of significant value to the employee workforce and provides an essential workforce resource. These guidelines are being provided to ensure uniformity and consistency in the utilization of this workforce resource.
Some existing regular status LU employees, both faculty and non-faculty, are designated casual appointment status when delegated additional responsibility above and beyond normal work function. These employees receive additional supplemental pay for these additional responsibilities. These regular status employees are not affected by these guidelines
Temporary Appointment Hiring Process
All non-faculty staff temporary appointments will be hired upon approval of the President and doesn’t require a recruitment and selection process that is necessary for a regular position. At a minimum the temporary hiring process requires a completed Personnel Transaction Report Form, Lincoln University Employment Application and I-9 Employment Authorization to Work Form. All temporary staff appointments shall have a Position Title of Casual.
Casual Appointment Duration of Employment
As general guidance, casual appointments shall be made for up to a 90-day period with additional extension of time requested through the submittal of a Personnel Transaction Report Form. Request for a casual appointment to be a longer term of employment period (up to a year) can be made with proper justification and the approval of the President.
Casual Appointment Compensation Methodology
All casual staff appointments will be compensated on an hourly wage basis consistent with the position’s responsibilities and position equity . In the determination of a fair and reasonable hourly wage, consideration can be given to the premise that temporary appointments are not entitled to benefits. Therefore, an hourly wage that equates with work function, skill demonstration and lack of benefits can be established that will provide incentive for a temporary employee.
Casual appointments are not entitled to benefits of paid leave, holiday pay, health insurance, life insurance, long term disability or retirement. Casual appointments may qualify for worker’s compensation and unemployment compensation depending on individual circumstances.
Adjunct Faculty
Each academic department maintains a roster of eligible adjunct faculty. Individuals interested in being employed in an adjunct capacity should submit a resume and official transcripts to the respective department. When the department determines a need for an adjunct faculty, the person is contacted and asked to complete an Employment Application. The department should proceed to submit a Personnel Transaction Report (PTR) Form along with the official transcripts and employment application to the Human Resource Services Department. Once the PTR Form is completed through the signatory process, Human Resources will notify the department of the approval and return a copy of the completed PTR.
A new adjunct faculty person will need to come to Human Resources and complete an I-9 Work Authorization Form and appropriate State and Federal Tax Forms.
All adjunct faculty are set up in the Datatel HR/Payroll module as a stipend with a defined payment amount and number of payments. Adjunct faculty are not eligible for any benefits. The only exception is when the person is currently working under a MOSERS eligible position at another employer. The person would then receive a retirement contribution from Lincoln University for the adjunct pay.
Student Departmental Employment Guidelines
Students that are currently enrolled at Lincoln University are eligible for employment through department student employment. Each department should have authorized budgeted funds for utilization of this type of student employment and will complete the Student Employment Request Form (attachment #5 SER form).
The SER form goes through the following authorization and approval process:
- the department completes the top half of the SER form and then processes the form with the Department Head signature at the bottom of the page,
- the SER form is then submitted to the Financial Aid Office for verification of student status and signatory
- the SER form is then forwarded to the Budget Office to ensure appropriate account number, availability of funds and signatory,
- the form is then forwarded to the Human Resource Office for finalized signatory and entry into the payroll system.
The department does not receive a copy of the completed SER form unless it is specifically requested. The department can contact the Human Resource Office via phone for verification of form approval.
Once the SER form is completed on a new student worker, the student needs to complete the following forms at the Human Resource Office:
- an I-9 Work Authorization Form
- State and Federal Tax Withholding Forms
- Employee Data Sheet
A student worker that has previously worked on departmental employment doesn’t need to complete these forms more than once and can check with the Human Resource Office to see if the forms are on file.
Student employment through federal aid/work study is transacted through the Financial Aid.
Office and will not utilize this form.
Student Employment Session Periods are: the Fall Semester {August 1 through December 31}, the Spring Semester {January 1 through May 31}, and Summer Sessions {June 1 through June 30 and July 1 through July 30}. All student employment must have established start and stop dates in conjunction with school sessions. When effectuating a student employment please note the period date parameters. A SER form needs to be completed for each period that the student works. At the conclusion of each period in accordance with the stop date, all student employment will be terminated automatically in the administrative management system.
Student departmental workers should submit properly signed timesheets to the Payroll Office in accordance with a recognized payroll schedule. Typically, the timesheets are due on the 1 st of the following month for the preceding month with payroll checks available the 15 th of the following month (i.e. February 1 st for time worked in January, with the paycheck being available February 15 th).
F -1 Student Employment
All students on F-1 Visas are issued a Form I-20. The Form I-20 allows certain employment opportunities on-campus that must either be preformed on the school’s premises (can be commercial firms which provide services for students on campus, cafeteria or bookstore). It is limited to 20 hours per week during school sessions, and full time when school isn’t in session as long as the student has an expectation to enroll for the upcoming academic year. After completing a course of study the student may not be employed unless under practical training. A student on an F-1 can apply with the INS to seek an economic hardship for employment off campus-this must be done in compliance with the school and detail unforeseen circumstances that justify this type of employment.
The F-1 Student must obtain a Social Security Card for purposes of on-campus employment. The Social Security Administration will issue a Social Security Card to a non-citizen who is lawfully permitted to the US but does not have authorization to work (such as a F-1 Student), the card would read “not valid for employment” The Forms I-20 and I-94 Passport have to be provided to receive a Social Security Card.
The Associate Director of Admissions and Records acting as the Student Official of Lincoln University provides a letter to the Social Security Administration that outlines the need for a social security card for on-campus employment only for each F-1 student wanting employment.
An F-1 Student, who is a non-resident alien, that wants to work on campus needs to come to Human Resources provide the I-20 Form and to fill out proper paperwork including an I-9 Form for work authorization as well as federal and state tax paperwork. F-1 Students who do not meet the substantial presence test will be taxed at a specified amount which is higher than US citizens. Students are exempt from FICA and Medicare deductions.
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