Staff Manual: Recruiting for Library Staff Positions

Revised 12/05.

Policy

The University Library’s recruitment program supports attracting and retaining a highly qualified and diverse staff. All recruiting is coordinated and approved by the Library Human Resources Office in conjunction with the University Staff Human Resources Office.

The Library complies with all applicable laws regarding non-discrimination. Recruiting procedures disregard the irrelevant factors of race, creed, color, national origin, sexual orientation, religion, ancestry, sex, and age, except when sex and age are bona fide occupational requirements or when affirmative action considerations apply. The Library is committed to the recruitment and retention of a staff that represents diverse backgrounds in order to serve effectively the multicultural academic community.

To enhance recruitment, the Library maintains several staffing programs, herein described.

Descriptions

RIF

The Reduction in Force status indicates that someone is on layoff or has been notified of a pending layoff. Under the University’s revised policy, if the applicant meets the minimum qualifications of the job (as written), he/she must be interviewed. If the RIF candidate is selected, the new policy allows for a 90 day “mutual assessment period” during which if either the Supervisor or the employee is dissatisfied with the relationship, it may be terminated, and the employee may return to RIF status. Please contact the Library Human Resources Office if you have a RIF candidate in your applicant pool.

Affirmative Action Goals

The University Office of Institutional Equity establishes goals for recruiting members of minorities and females for specific positions in the University throughout the year. A goal for a particular position indicates that there is underutilization of minorities or females in the position category, based on the availability of such persons in the University and in the external work force. When an Affirmative Action Goal is established for a position, a Supervisor has an additional responsibility to recruit and identify qualified minority or female candidates to be interviewed in the process of reaching a final hiring decision.

U-M Students

Effective May 2000, students interested in applying for regular (benefit paid) positions are no longer limited to 30-40 hour/week positions. They may also apply for regular positions that are less than 30 hours. Previously, the University restricted U-M students interested in part-time work to be eligible only for temporary hourly (non-benefit paid) jobs.

Posting Vacant Positions

Process

Supervisor
  • Provides description of the vacant position, including statement of duties and requirements (minimum qualifications for performing those duties). Desirable additional qualifications should be stated as well.
  • Attaches the Library Personnel Transaction Form and submits it with above materials to the appropriate Associate University Librarian or the University Librarian.
    Associate University Librarian
  • Submits approved request to the Library Human Resources Office.
Library Human Resources Office
  • Reviews job description and qualifications.
  • Prepares the Job Requisition Form via Wolverine Access which provides information on the job’s duties and requirements for submission to the University Staff Human Resources Office.
  • Notes vacancies in the Library Newsletter.
University Staff Human Resources Office
  • Processes the material provided and posts the position on the Web. Postings are refreshed daily on the Web.
Time Frame

The total time required from an initial submission of an Associate University Librarian/University Librarian approved position through submission for posting by the University Staff Human Resources Office is usually three days. The time is often longer for newly created positions, which must also be classified by the Library Human Resources Office and the University Staff Human Resources Office, and during periods when an unusually high number of vacancies appear.

Filling Vacant Positions

Process

University Staff Human Resources Office
  • Accepts applications from University and non-University candidates.
  • Forwards all applications and bid forms to the hiring Supervisor. A listing of applicants, known as the Candidate Summary Form (CSF), is available online and can be accessed by both Library Human Resources and the hiring Supervisor. Applications should be received by the Supervisor on the third or fourth working day after the applicant’s name appears on the CSF. Although the CSF does include a summary by race and gender of the applicant pool, applicant specific data is available only to Library Human Resources. Both the Library and the University are committed to the values of a diversified workforce. Supervisors, therefore, are encouraged to contact Library Human Resources at any time for assistance in identifying a diverse interview pool. However, contacting Library Human Resources would be particularly appropriate when there are applicants who are strong and the additional information would assist the Supervisor in determining if they should be included in the interview pool.
Supervisor
  • Identifies candidates for interviewing. Contacts the Library Human Resources Office for assistance in ensuring that University guidelines regarding RIF candidates and Affirmative Action Goals are met, if necessary. As noted above, the Supervisor may also contact Library Human Resources at any point in order to ensure that a diverse interview pool has been identified.
  • Calls candidates directly to set up interviews.
  • Conducts interviews. Writes notes after each interview in order to have adequate documentation to support final recommendation.
  • Identifies candidate(s) for whom references are needed to make final decision.
  • Conducts Reference Checks. Documentation on each reference is required and will be maintained in the position search file until the file is destroyed.
  • Determines recommended candidate.
  • Prepares the Personnel Recommendation Form, indicating the candidate preferred for the job, and attaches summary evaluations of each candidate interviewed. The qualifications must be considered when writing evaluations. In addition, the Supervisor should review the candidate’s resume with the Sr. Manager in order to evaluate relevant experience that can be credited and incorporated into the salary equity review. This information needs to be documented and sent along with the recommendation to Library Human Resources.
  • Submits entire search folder to the Library Human Resources Office.
Library Human Resources Office
  • Reviews the recommendation to be sure that it is complete and without problems.
  • A salary equity review is conducted and, in conjunction with the Supervisor and the Sr. Manager, an appropriate salary is determined.
  • Offers position to candidate. If candidate accepts, establishes start date and orientation date (if applicable).
  • Completes Candidate Summary Form (name, salary, startdate, orientation date) and submits materials to the University Staff Human Resources Office.
University Staff Human Resources Office
  • Notifies University Staff Records Office of appointment.
Library Human Resources Office
  • Retains search file for five years, then destroys it.
Page maintained by Rich Schrader
Last modified: 02/04/2011