Hiring is the process that departments must complete before a new employee can begin working for the university. Hiring policies and procedures differ depending on the type of employee being hired – faculty, staff, student, graduate and wage.
- Every new employee must complete an I-9 form, which authorizes the employee is legally authorized to work in the United States. The state of Virginia requires that all newly hired male faculty, classified staff, and student employments must complete the Selective Service Registration Questionnaire.
- Virginia Tech provides a 12-month probationary period to employees hired in salaried, staff positions. It is the responsibility of the supervisor and reviewer to follow the probationary progress to review practices throughout the probationary period, to provide training and coaching, and to ensure objectivity and fairness in the review process.
- University policy also requires pre-employment criminal conviction and/or driver’s record checks on candidates selected for non-student hires. The university also maintains a program for testing alcohol and controlled substances of applicants for employment who are required to obtain a Commercial Driver’s License.
- The Southern Association of Colleges and Schools requires that all faculty members, including part-time and adjunct faculty, hold credentials appropriate to the level and subject matter they are teaching, and that the institution verify those credentials prior to employment.
- Ensuring all employees are informed and follow policies and procedures
- Securing required approvals for personnel actions
- Ensuring all reconciliations are completed accurately, timely, and by the appropriate individuals
- Using the appropriate types of employment and appointments, and the policies governing each
- Ensuring new employees receive orientation
- Ensuring departmental allocations are not exceeded
- Ensuring PARS are completed accurately and timely
- Ensuring appropriate conviction checks, driving checks, and/or drug testing is completed prior to start of employment
- Ensuring separation notices are submitted to the Department of Human Resources by no later than the employee’s last day of work and leave reports are entered no later than three days after the separation effective date
- Obtaining the following items from separating employees: office keys, Corporate credit card, faculty/staff VT ID cards, parking permits, any state equipment or property in employee’s possession
- Ensuring segregation of duties such that different employees enter and approve personnel actions
- Completing I9s for new and rehired employees on first day of work
- Ensuring appropriate documentation and forms are completed correctly and submitted in a timely manner
- Ensuring personnel records and systems are secure, and accessed only as authorized