In general, there is a hiring procedure for all categories of employees at The University of Alabama. The hiring department should follow the proper hiring procedures prior to putting any employee on payroll. Listed below are the general guidelines to be used. For more specific information, please contact your assigned HR Business Partner
Staff Jobs
Executive Administrators (President, Vice Presidents, Associate Vice Presidents)
These jobs are typically filled using a search committee but may also be recruited using our on-line recruitment system.
Classified Jobs (any job that is included within our staff pay structures)
Filling of a staff position is done using our on-line recruitment process. A department can typically go back to a pool of applicants within 90 days of the closing date if needed to fill additional vacancies.
Non-Classified Jobs (Aerobic instructors, Tutors, etc.)
These jobs are typically filled using our on-line recruitment process.
Office Pool Jobs
The Office Pool is for departments with temporary short-term office support needs. Short-term is defined as 90 calendar days or less. Filling of an office pool job is done using our on-line recruitment system. If a department needs an employee longer than 90 days, then a temporary office job should be recruited.
Internal Transfer or Promotion
A hiring official can request to fill an opening through an internal transfer or promotion* by either waiving the posting requirement or by conducting a limited internal search (campus only or dept/college only). Contact your HR Business Partner for further information.
*Only non-introductory, regular employees are eligible for internal promotion.
A promotion for staff is the advancement of a current, active staff employee to a position in a higher salary grade than the employee’s present position. A staff promotion could be the result of a reclassification of the employee’s current position to a higher salary grade or upon the employees hiring into a different position of a higher salary grade.
Employees with More Than One Job Assignment
Employees can work a secondary assignment either by applying for a job through the recruitment process or by getting approval to receive supplemental pay or overtime. Hiring departments need to be aware of any overtime issues that may be created if hiring employees who are already in full-time hourly paid jobs on campus.
Crossing Points Employees
Departments can request to hire a Crossing Points participant which includes graduates of the program into a limited number of jobs specifically created for them. Hiring managers should contact their assigned HR Business Partner if they are interested in this program.
Reappointments/Rehires
For temporary employees: An employee can be reappointed to a former temporary position after a break in service without recruitment if it is within 12 months since they left the position. The hiring department can pay the reappointed employee a rate up to but not to exceed their former rate. The hiring department will complete a Personnel Action form to reappoint them into their former temporary position. This does not apply to Office Pool jobs.
For regular employees: A regular employee can be rehired back into their same position without recruitment if (1) their position has not been filled and (2) it is within 90 days since they left their position. The hiring department can pay the rehired employee a rate up to but not to exceed their former rate. The hiring department will complete a Personnel Action form to rehire them into their former regular position.
Hiring a UA Retiree
A retiree of The University of Alabama may be hired back as a part-time temporary employee after a break in service (the retiree cannot work and be paid during the first month of retirement). Retirees must comply with the Retirement Systems of Alabama postretirement employment restrictions.
When rehiring a retiree, the hiring department should create a position description in the online system and send through the appropriate channels for approval. Once approved, the hiring department will complete a waiver requisition to rehire the retiree into a part-time temporary position. The department can pay a retiree a rate up to but not to exceed their rate as of their retirement. Retirees hired into non-teaching (certified) positions must be paid by the hour.
Employment of Individuals Under the Age of 18
Department managers should be aware that there may be restrictions on the job duties or work schedules of employees under the age of 18. If you are a manager considering an applicant under the age of 18 for employment with the University, you should understand these restrictions. Follow this link for more information about Alabama’s Child Labor Laws http://www.dol.gov/whd/regs/compliance/posters/minwage.pdf. If you have further questions, contact the HR Service Center.
Temporary Agencies
The use of temporary agencies for filling of staff positions is used in exceptional situations and must be approved by the department of Human Resources. Contact your assigned HR Business Partner.
Independent Contractors
Departments may find it necessary to engage the services of an independent contractor when outside Professional Services are needed. If the service provider is an individual (or sole proprietor), the University’s Independent Contractor Policy will apply. An Independent Contractor (IC) Form must be completed by the requesting department, submitted to, and approved by the Tax Office prior to making an agreement to pay someone as an independent contractor. Refer to the Tax Office website for additional information on independent contractor status determination. Independent contractors may be subject to a background check in accordance with the University’s Pre-Employment and Background Check Policy.
Note that the Retirement Systems of Alabama post-retirement employment restrictions apply to independent contractor services as well as employment services.
Faculty
This recruitment process is handled through the Office of Academic Affairs. Contact 348-5380 or 348-8354 for information.
Students (work study/student assistant) (University of Alabama students)
Federal Work Study Students jobs are available to students who have completed the Free Application for Federal Student Aid (FAFSA) and have been awarded funds based on financial need. Visit http://financialaid.ua.edu/ for more information.
Student Assistant jobs are hourly, on-campus positions funded through departmental budgets. Visit the Student Employment website for more information. For details on the requirements for hiring a student assistant, you can view the Student Employment Policy in the HR Policy Manual.
- Student Assistant jobs are posted online at uastudentjobs.ua.edu.
- Students cannot be employed simultaneously in a staff position and a student position.
- Students hired must be actively pursuing a degree program at UA, and enrolled at least part-time during each semester they would be working.
- Student employees are not eligible for staff benefits.
Non-UA students
Students from institutions other than The University of Alabama can be hired as non-exempt staff employees on a temporary basis as defined in policy #103.00 – Employee Status Definitions. (HR policies can be found online at www.hr.ua.edu). Filling a position of this type is completed using our on-line recruitment system and posting the position for a minimum of five business days.