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Administrative Manual - 203 Employment

203.01 Recruitment

  1. POLICY

    It is the policy of JSA to ensure that job openings be filled as efficiently as possible with the best qualified candidates regardless of race, color, religion, sex, marital status, sexual orientation, gender identity, national origin, ancestry, disability, or status as a Vietnam-era veteran or disabled veteran or, within the limits imposed by law, because of age or citizenship. This also applies to all other personnel actions, including compensation, transfer, promotion, corrective action, and separation.

  2. RESPONSIBILITY

    Human Resources is responsible for the development and implementation of recruitment programs and the evaluation of such programs in meeting Affirmative Action objectives.

  3. RECRUITMENT PROCEDURES
    1. Job Vacancies
      1. For all job vacancies, a JSA Critical Hire Justification with authorized signatures shall be generated by the Division/Office and sent to Human Resources along with a completed job description.
      2. For all approved positions, Human Resources shall work with the supervisor to complete the job description and to classify the position appropriately
    2. Job Posting
      1. Human Resources posts the job vacancies from approved JSA Critical Hire Justifications and job descriptions.
      2. Vacancies shall be published, updated and posted on the JSA/JLab web site.
      3. Positions shall be posted and remain open for a minimum of five (5) calendar days.
      4. All JSA employees who successfully complete their period of probation are eligible to apply for open JSA positions. The probation completion requirement may be waived with the approval of the respective Associate Director/Office Head and the Director of Human Resources. To apply, an employee completes an application for a posted job vacancy.
      5. Individual exceptions to the posting requirement may be approved by the Director of Human Resources in circumstances where a bona fide job opportunity does not exist
      6. Exempt from posting requirements are:
          1. Transfer of an employee to an equivalent or lower classification.
          2. Placement of an employee on recall or preferential rehire status or scheduled for layoff from the same division and classification.
          3. Reclassification of incumbent employees (semi-annual process).
          4. Conversion of a term position to a regular position which is the same job and classification the term employee has been performing.
          5. Appointment of a visiting scientist for one year or less with no possibility of extension.
    3. Travel Expenses of Applicants

      Payment of travel costs for the purpose of a personal interview of an applicant is allowable when approved by the hiring division. Expenses will be paid in accordance with the JSA Travel Policy.

    4. Recruiting and Advertising

      Advertising for applicants shall be arranged only through coordination with the Human Resources Department. When advertising is necessary to aid in recruiting employees, advertising copy shall be prepared jointly by the hiring division and Human Resources. Costs associated with advertisement and recruitment shall be borne by the hiring division.

    5. Referral of Applicants
      1. Human Resources refers to the hiring manager any person on preferential rehire status or any regular employee scheduled for layoff who is qualified for the vacant position and wishes to be considered. These individuals shall be granted preference over other applicants for any active and vacant position at the same classification or lower and at the same or lesser percentage of time as the position held at the time of layoff. Before considering other applicants, the appropriate hiring manager shall inform the Director of Human Resources, in writing, of the reasons that the applicants with preference for reemployment did not meet the requirements of the position.
      2. If no person on preferential rehire or regular employee status scheduled for layoff is selected, qualified applicants from inside and outside JSA also shall be referred.
    6. Interviews

      Each division shall establish an evaluation team for the purpose of interviewing qualified candidates for selected posted positions. The following guidelines will govern interviews:

      1. The team interviews the candidates selected on their qualifications
      2. The team evaluates qualified candidates based on job-related criteria and selects the final candidate
    7. Selection
      1. Policy
          1. All selection methods and criteria will be job-related. Only job-related skill determination tests will be administered.
          2. In selecting from a group of applicants with preference for reemployment or from a group of other applicants, the best qualified candidate shall be selected. In making this judgment, the hiring manager shall compare the knowledge, skills, abilities and other qualifications of the applicant with those required for successful performance of the duties of the position.
          3. If the evaluation by the hiring manager indicates that two or more applicants are substantially equally qualified, primary consideration shall be given to meeting Affirmative Action objectives. Secondly, the objective of providing promotional and transfer opportunities to career employees shall be considered
      2. Advisory Assistance

        Human Resources shall advise the hiring manager concerning personnel policies, interpretation of legal requirements, and the professional standards for selection methods.

      3. References

        In order to verify information about an applicant's knowledge, skills, abilities and other qualifications that will be important to successful performance in a new position, job-related inquiries shall be made of current and former supervisors and persons who can supply relevant information. No actual or implied offers or commitments shall be made by Human Resources or the division until the references have been checked.

      4. Final Selection Procedure
          1. The evaluation team will prepare a written recommendation specifying the degree to which each applicant meets specified qualifications and submit it to the hiring manager(s). The JSA Employment Interview Evaluation form (Exhibit 203.01-3) will be used for this written recommendation.
          2. The hiring manager submits the JSA Employment Interview Evaluation forms along with the JSA Recommendation to Hire form (Exhibit 203.01-4) to the Associate Director for review and approval.
          3.  The hiring manager forwards the approved JSA Recommendation to Hire form along with supporting documentation to Human Resources for review and consideration.
          4. 4. Human Resources shall evaluate the selection process and determine the hiring recommendation. Human Resources determines the salary and discusses the salary with the respective Associate Director/Dept Head or designee and the hiring manager.
          5. Human Resources contacts the candidate to make the job offer


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