202: Recruitment & Hiring

Overview & Purpose

The University strives to ensure a fair and equitable recruiting and hiring process to effectively reach qualified candidates who best meet the needs of the hiring department and University in a manner consistent with the University’s commitment to equal opportunity.

Policy Statement & Scope

Departments will follow established guidelines to ensure equitable selection practices are used throughout the University.

Procedures

Recruitment 
When planning a staff recruitment, a hiring manager should ensure the job description is up-to-date and then begin the recruitment process. Consult the HR eRequest Procedures and Checklist for Hiring Managers  for more information on how to create, obtain approval, and recruit for a position.  

Employment Agencies 
Selecting departments that use search firms or employment agencies must follow all applicable University hiring procedures in coordination with the Department of Human Resources. 

Job Posting Requirements
All approved, vacant positions must be posted for a minimum of five (5) working days on the Georgetown University Careers website and include the approved salary range. Exceptions to the job posting requirement may include situations such as departmental reorganization, or a reassignment to accommodate an individual with disabilities pursuant to the Americans with Disabilities Act. All exceptions must be approved by the Department of Human Resources and IDEAA.

All job postings must state that Georgetown is an Equal Opportunity Employer.

Application Process 
All applications for staff  positions are submitted through the University’s applicant tracking system and processed  by the Department of Human Resources’ Talent Acquisition Team  or the designated Human Resources representative within the hiring department.

Interviewing
Hiring managers are responsible for the interviewing of applicants for vacant positions in their department. Hiring managers are encouraged to consult the Hiring Procedures for IDEAA’s Interview Questions and Inquiry Guide before conducting interviews.

References—External Candidates 
The Department of Human Resources, or the selecting department, will obtain and review employment references of external candidates before a final employment decision is made.

References—Internal Candidates
In the case of job candidates who are currently employed by the University,  Human Resources may provide a copy of the employee’s last annual evaluation, and any additional information relevant to the hiring process, to the selecting department upon request. Additional information may be provided if the Human Resources representative determines it is relevant or should the selecting department request supplemental relevant information.  

If an internal candidate becomes a finalist, the selecting department (or Human Resources) may contact the individual’s current supervisor before an offer is made.

Background Checks
A job candidate’s offer of employment is conditional upon their consent to and satisfactory clearance of a background check. Please see HR Policy 210 for more information on background checks.

Relocation Expenses 
The University does not generally pay moving and relocation expenses for newly hired individuals. Exceptions may be made by departments with difficult to fill positions. Refer to the Financial Information Systems Handbook for relocation payment guidelines and procedures. 

Offer Letters 
Hiring approvals vary by schools, sectors, and departments at Georgetown. Hiring managers should check with their  designated Human Resources Contact for the specific hiring approval requirements before making any offers of employment. If all approvals are not obtained, the Vice President for Human Resources or their  designee may declare an offer of employment invalid or subject to reversal. 

All offers of employment should be in writing and should be accepted in writing. Hiring managers must use current offer letter templates, which can be found  on the Department of Human Resources website.   

Notice—Internal Candidates 
An internal candidate who accepts another position in the University must provide the current department with advance notice before transfer to the new position. . It is recommended that internal candidates provide a minimum of two weeks’ notice. Exceptions may be made, by agreement of the current and new departments, to meet the best interests of the University.

Other changes in benefits may occur when a current employee moves between University positions. Contact the Office of Faculty and & Staff Benefits for additional information. 

Employment Eligibility Information 
All employees are required to complete a Form I-9 within three days of their hire date. 

Additionally, as a condition of employment, employees must possess a Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN). For wage and tax-reporting purposes, employees must provide their SSN (number or card), receipt of completed SSN application, or ITIN  to the Department of Human Resources within 60 days of their hire date. Failure to comply with these requirements by the specified deadlines may result in termination of employment.

Information regarding the I-9 process can be located on the Human Resources website. Further details pertaining to the Use, Collection, and Retention of Social Security Numbers are outlined in University Policy #1024.

Disposition of Candidates and Record-Keeping
Hiring managers are required to keep any notes, resumes, electronic (emails) or paper documents used during the interview process for three years after the hire is made. For purposes of appropriate record-keeping, and to comply with Georgetown’s EEO obligations, the hiring manager will provide justification for the decision made for each candidate referred for interview. Hiring managers are responsible for ensuring that, in collaboration with Human Resources, the records of candidate decisions are updated in a timely manner. 

Related Policies:

IDEAA University Policy on Equal Opportunity and Non-Discrimination in Employment

HR Policy 201: Equal Employment Opportunity

HR Policy 210: Background Checks

Financial Affairs Policy 1014: Tax and Reporting of Moving Expense for All Officers Faculty and Staff Employees