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Policies and Procedures
University Support Staff Employees
Filling University Support Staff Benefits-Eligible Positions
(updated 09/22/2014)


The following outlines the process for filling a university support staff benefits-eligible position. Supervisors should contact HRS for assistance as needed.

  1. Review the Position Description.
  2. Initiate the Search Request in the Hiring Process in GUS.
  3. Contact HRS to determine search details.
  4. Upload appropriate documents to the Search Request.
  5. Monitor Search Request to determine additional items needed or when approval is received.
  6. Review applications/resumes.
  7. Schedule Interviews with finalists and check references.
  8. Recommend candidate for hire.
  9. Complete the USS Search Record - Google Doc
  10. Appoint to Position in Hiring Process in GUS.
  11. Upload appropriate documents to Appoint Request.
  12. Monitor Appoint Request to determine additional items needed or when approval is received.
  13. Close out search.


  1. ____ Review the Position Description
    1. Existing Position
      1. The supervisor or department head reviews the position description and updates the Word file in the GUS Position Inventory as needed.  See Managing Position Descriptions in GUS for more information.
      2. If changes were made to the position description, the department uploads the updated Word file to the Position Inventory.  A paper copy is printed, signed and routed to HRS to be uploaded as the Official Position Description.
    2. New Position
      1. The supervisor or department head completes a University Support Staff Position Review Request form and routes for signatures. Attach the following to the request:  position description and organizational chart. Click here for more information on writing position descriptions.
      2. HRS reviews the position description and approves a classification.  The Budget Office creates a new position.
      3. The department uploads the position description Word file in the GUS Position Inventory.
      4. A paper copy of the new position description is printed, signed and routed to HRS to be uploaded as the Official Position Description.


  2. ____ Initiate the Search Request in the Hiring Process in GUS
    1. The department can now initiate the Search Request in the PSU Hiring Process V2 Menu in GUS and upload appropriate documents.


  3. ____ Contact HRS to determine search details
    1. Posting Information: A beginning and ending date for the opening must be determined.  Vacancies will be posted on the PSU Job Opportunity web site for a minimum of seven calendar days.  All university support staff job openings, including advertisements, must list a specific closing date to accept applications/resumes.  External advertising will be left to the discretion of the department performing the search.
    2. Scope of the Search:
      1. Internal/Department:   A position may be posted only within a department.
      2. Internal/PSU:  A position may be posted within Pittsburg State University.
      3. External: A position may be posted to the general public.
    3. Minimum Requirements: Each job classification has minimum requirements. The supervisor or department head can, in accordance with the position description, add preferred skills.


  4. ____ Upload appropriate documents to the Search Request
    1. Preferred Skills:  Preferred skills can be added by the department as long as the skills are in accordance with the position description.  HRS will approve the wording of the preferred skills.
    2. Application:  If an application is required (instead of cover letter and resume), Equal Opportunity will approve the wording in the application.
    3. List of Search Committee Members:  It is required that the supervisor or designee appoint a search committee of two or more members to assist with the selection process.  The search committee acts as a “screening committee” and not a “selection committee.”  The final hiring decision lies with the department head.
    4. Standard Evaluation Form:  A standard evaluation form which can be tailored to the vacant position will be required to be filled out by each search committee member.
    5. Interview Questions:  Equal Opportunity will approve all interview questions, including telephone interview questions, in person interview questions and reference questions.
    6. External Advertisement:   The position opening may be advertised in local newspapers if desired, and must contain the following statements:
      1. Applications/resumes should be sent by (closing date) to (special email address set up for search i.e., adminspec@pittstate.edu). Additional position information may be found on the PSU Job Opportunity web site - http://www.pittstate.edu/office/hr/jobs.dot.
      2. Pittsburg State University is an Equal Opportunity, Affirmative Action and Veteran’s Preference Employer.  Employment will require a criminal background check.

        NOTE:  The State of Kansas is a tax-exempt, non-profit organization. The Topeka Capital-Journal, the Kansas City Star, the Lawrence Journal-World and the Wichita Eagle, among others, offer non-profit rates for classified ads which are considerably lower than the regular classified rates. In order to be given the non-profit rate, when placing the ad the department must provide the following information to the newspaper - The State of Kansas is "Sales Tax Exempt" and a "Non-profit Organization."


  5. ____ Monitor Search Request to determine additional items needed or when approval is received
    1. HRS will not approve the Search Request until all the appropriate documents have been uploaded and approved by the appropriate person, e.g., Equal Opportunity will approve the interview questions, external advertisement and application, if applicable.
    2. After the Search Request is approved, the department places the advertisement in the newspaper (if applicable), and HRS posts the vacancy to the PSU Job Opportunity web site.
    3. Contact Equal Opportunity for search committee training.


  6. ____ Review applications
    1. Applicants send applications/resumes by email, US postal or campus mail or by hand delivery to HRS by the closing date.  HRS uploads the applications/resumes to a Zimbra briefcase and gives access to the supervisor, search committee members and others in the department that may need access.
    2. The Search Committee Chair will be responsible for completing the USS Search Record at the conclusion of the search process. During the search process, the Search Committee members may view the USS Search Record to determine Veteran’s Preference eligibility. See Step 9 – Complete the USS Search Record – Google Doc – for more information on accessing and completing the USS Search Record.
    3. The search committee screens applications/resumes based on the minimum requirements, preferred skills and requirements in the position description using the approved standard evaluation form.


  7. ____ Schedule Interviews with finalists and check references
    1. Interviews should be offered to applicants with the highest rankings.  Applicants who have verified Veteran’s Preference and who meet the minimum requirements of the position must be offered an interview.The supervisor(s) and selection committee should review the Interviewing Guide prior to conducting interviews. Each candidate interviewed should be given the following:
      1. Background Check Disclosure and Authorization Form:  This form must be completed by all applicants interviewed.  The interviewee needs to complete the first 2 pages and then place it in an envelope and seal.  The interviewee should put his/her name on the outside of the envelope.  The last 4 pages are for the interviewee to keep. 

        Supplemental Information: The following information must be given to interviewed applicant that complete the Background Check Disclosure and Authorization Form when the applicant is from these respective states: 
        California: Notice Regarding Background Investigation Pursuant to California Law 
        New York: Article 23-A of the New York Correction Law

        Send the sealed envelopes to HRS for all the interviewees.  

      2. PSU Employment Summary: This form must be completed by all applicants interviewed.  The originals are kept in the department recruitment file.   Upload the PSU Employment Summary for the person selected for the position to the Appoint Request in GUS. 

      3. Notice to Potential Employees Regarding Group Health Insurance Coverage:  This form must be given to each applicant interviewed.

    2. Reference checks should be conducted before an applicant is recommended for hire.


  8. ____ Recommend applicant for hire
    1. The search committee will rank applicants and forward recommendation to the department head who make the hiring selection.  Hiring decisions should be reviewed with the appropriate Vice President and/or Division administrator.  The department can offer the applicant the position contingent upon successful completion of the background check and/or fiduciary check.  This contingent approval must be communicated to the applicant.

  9. ____ Complete the USS Search Record – Google Doc
    1. HRS will also upload a “USS Search Record” PDF to the briefcase under the USS Search Documents folder. You can download this PDF by clicking the download button toward the top of your screen or double click on the file in the briefcase. A PDF document should open up. In this PDF document there is a link - please click on it or copy and paste the link into your browser. It will open a Google Doc that looks similar to an Excel spreadsheet. HRS has already started this spreadsheet for you by providing the names of the applicants, whether or not they have Veteran’s Preference, and the date their resume and documents were uploaded into the briefcase.
    2. The Search Committee Chair is responsible for completing the beige-colored/highlighted cells (all the other cells should be locked). For ease of use, most of the cells should have a drop-down box. Just click on the arrow in the right-hand corner of the box and select the best option for each applicant. Google documents automatically save – so don’t be alarmed when you can’t find the “Save” button. Equal Opportunity requires this information you will be providing in the Google Doc; it’s imperative that it’s completed. This replaces the Recruitment Record.


  10. ____ Appoint to Position in Hiring Process in GUS
    1. Complete the Appoint Request in the PSU Hiring Process V2 Menu in GUS with the applicant that has been selected.  The background check must be completed prior to officially offering the applicant the job.


  11. ____ Upload appropriate documents to Appoint Request
    1. The department must complete and attach the University Support Staff Recruitment Record to the Appoint Request.
    2. The department must upload the applicant’s cover letter and resume/application and the PSU Employment Summary to the Appoint Request.


  12. ____ Monitor Appoint Request to determine additional items needed or when approval is received
    1. Processing of the background check may take 3 -5 business days.
    2. After a satisfactory background check, the department will receive clearance from HRS to offer the job officially to the applicant.


  13. ____ Close out search
    1. The department must notify applicants not selected by telephone or mail.  Within 30 calendar days of filling a position, applicants with verified Veteran’s Preference who were not selected must be notified in writing by certified mail or personal service that they were not selected for the position.  Click here for an example of an appropriate letter to send to the applicants with verified Veteran’s Preference.  Click here for an example of an appropriate letter to send to all other applicants. This letter should be modified for applicants that were interviewed but not selected.
    2. The supervisor or new employee should contact HRS to set up an appointment to complete paperwork for payroll. Click here for the on-line employee orientation.
    3. The department must keep all screening process materials in the department recruitment file for three (3) calendar years.  HRS retains a copy of any applications/resumes.