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Recruitment and Hiring

    Title:

    Recruitment and Hiring

    Publication date:

    12/1/2014

    Effective date:

    6/30/2011

    BRIEF

    Policy Summary

    Berkeley Lab will recruit from within and outside its workforce to obtain qualified applicants. Every good-faith effort is made to inform and recruit qualified applicants in conformance with the objectives set forth by the Laboratory Affirmative Action Compliance Plan. The duties and responsibilities of the vacant position and the qualifications necessary to perform those duties and responsibilities are identified before recruitment begins.

    Who Should Read This Policy

    All employment applicants and career employees

    To Read the Full Policy, Go To:

    The POLICY tab on this wiki page

    Contact Information

    For more information, contact your division's Human Resources Center.

    Feedback on HR policies or procedures is welcomed. Send comments to hrpolicies@lbl.gov

    Title:

    Recruitment and Hiring

    Publication date:

    12/1/2014

    Effective date:

    6/30/2011

    POLICY

    A. Purpose

    Berkeley Lab will recruit from within and outside its workforce to obtain qualified applicants. Every good-faith effort is made to inform and recruit qualified applicants in conformance with the objectives set forth by the Laboratory Affirmative Action Compliance Plan. The duties and responsibilities of the vacant position and the qualifications necessary to perform those duties and responsibilities are identified before recruitment begins.

    B. Persons Affected

    All employment applicants and career employees

    C. Exceptions

    Requests for exceptions that exceed what is allowed under current policy or that are not expressly addressed by current policy are considered exceptions to policy. A request for an exception to policy requires, at minimum, approval by the Chief Human Resources and Diversity Officer (CHRO).

    D. Policy Statement

    1. General. It is the goal of the Laboratory to maximize the opportunity for the promotion of qualified career employees to positions either in their current division or elsewhere in the Laboratory and to encourage career employees to apply for open positions that would further their career development. It is important that each supervisor emphasize the right of the employee to apply for promotion opportunities; however, the employee is responsible for doing so.
    2. Recruitment
      1. Recruitment is not required when a position is to be filled by:
        1. Demotion or lateral transfer of an employee within the same division or department
        2. Reassignment of an incumbent employee without a change in general job duties, responsibilities, or classification within the same division or department
        3. Lateral transfer of incumbent employees to another division or department as a result of a reorganization, including the transfer of the budgetary provisions for the employees
        4. Recall or preferential rehire of a career employee who has been laid off or received formal notice of layoff
        5. Transfer of a career employee in accordance with the Reduction in Force policy in order to avoid a layoff
        6. Transfer or re-employment of an employee in accordance with the Reasonable Accommodation policy; the Medical Separation policy; the Pregnancy Disablity Leave policy; or the Family Care and Medical Leave policy
        7. Appointment of a qualified employee who has become disabled
        8. An employee whose responsibilities or title have changed as a result of a reorganization or reassignment of functions among positions within the same organizational unit
        9. Appointment of an individual into a limited, student assistant, Graduate Student Research Assistant (GSRA), faculty, visiting faculty, visiting researcher, or rehired retiree position
        10. An employee who is competitively selected for a University-sponsored internship program, and upon completion of the internship and with the approval of the hiring manager, is appointed to a vacant position for which he or she meets the minimum qualifications
      2. Recruiting requirements for a career position as defined in this policy apply when the need for a term appointment extends beyond the maximum term of five years. For information regarding scientific term appointments, including postdoctoral fellows, see the Professional Research Staff policy.
      3. Recruitment may be limited to Laboratory employees if the applicant pool is diverse enough to allow the hiring supervisor a meaningful choice in obtaining the essential job-related skills, knowledge, abilities, and other qualifications, including meeting affirmative action objectives.
      4. Recruitment may be limited to applicants in the Laboratory’s resume database if the position is re-opened within six months of the original posting and the applicant pool is diverse enough to allow the hiring supervisor a meaningful choice in obtaining the essential job-related skills, knowledge, abilities, and other qualifications, including meeting affirmative action objectives.
      5. Individual exceptions to the recruitment requirement may be approved by the Chief Human Resources Officer through the waiver of recruitment process.
      6. Job vacancies must be posted for a minimum of two weeks. However, recruitment strategies must allow sufficient time to establish a qualified and diverse applicant pool.
      7. In order to verify information about an applicant’s qualifications, current or former supervisors who can provide relevant information must be contacted. If the applicant is a Laboratory employee, the selecting supervisor must obtain a written assessment or a current performance evaluation from the current supervisor and submit it with the recommendation for hire to the division director for approval.
    3. Selection. The selection decision must be based on the match of the applicant’s qualifications against the job requirements and essential duties defined in the posting and position description.
      1. Career employees who have preferential rehire status will be granted preference over other applicants in accordance with the Reduction in Force policy.
      2. If, in the opinion of the hiring manager, two or more applicants are substantially equally qualified, consideration will be given to the objective of providing promotional and transfer opportunities to career employees.
    4. Employment of Minors, Near Relatives, and Domestic Partners 
    5. Terms and Conditions of Employment 
    6. Additional Information and Resources for Recruitment and Selection
      1. Travel Expenses of Applicants. See the Travel Policy for information on payment of travel costs for the purpose of a personal interview of an applicant.
      2. Reimbursement for Meals. See the Attending Conferences and Events policy.
      3. Moving Expenses. See the Relocation Assistance policy for information on allowable relocation costs.

    E. Roles and Responsibilities

    Role

    Responsibility

    Division directors and Operations department heads (hiring managers)

    In conjunction with the Human Resources Center (HR Center), define the duties and qualifications of the vacant position 

    EEO/AA Officer

    Reviews, monitors, and evaluates the effectiveness of recruitment programs in meeting affirmative action objectives, and consults and advises on methods for meeting those objectives

    Managers, supervisors, and employees

    Have the responsibility to adhere to the provisions of this policy

    Human Resources Recruitment Unit

    • Under the general direction of the Chief Human Resources and Diversity Officer, has responsibility for developing and implementing recruitment programs
    • In conjunction with the HR Center, will advise and assist hiring managers in determining the most effective recruitment plan for the vacant position

    F. Definitions/Acronyms

    Term

    Definition

    CHRO

    Chief Human Resources and Diversity Officer

    G. Recordkeeping Requirements

    None

    H. Implementing Documents

    None

    I. Contact Information

    For more information, contact your division's Human Resources Center.

    Feedback on HR policies or procedures is welcomed. Send comments to hrpolicies@lbl.gov.

    J. Revision History

    Date

    Revision

    By whom

    Revision Description

    Section(s) affected

    Change Type

    1/2/2012

    0

    M. Bello

    Re-write for wiki (brief)

    All

    Minor

    12/1/2014

    1

    L. Westphal

    Re-write for wiki (policy) and Internal Audit findings

    All

    Minor

    DOCUMENT INFORMATION

    Title:

    Recruitment and Hiring

    Document number

    02.04.001.000

    Revision number

    1

    Publication date:

    12/1/2014

    Effective date:

    6/30/2011

    Next review date:

    12/1/2017

    Policy Area:

    Recruitment

    RPM Section (home)

    Human Resources

    RPM Section (cross-reference)

    Section 2.01(E)

    Functional Division

    Human Resources

    Prior reference information (optional)

     

    Source Requirements Documents

    • California Online Privacy Protection Act (COPPA)
    • California Fair Employment and Housing Act (FEHA)
    • California Labor Code Section 432.7
    • California Labor Code Section 432.8
    • DOE FAR 31.205-34, Recruitment Costs
    • DOE Contract DE-AC02-05CH11231, Sec. J, App. A, Advance Understandings on Human Resources
    • DOE Contract DE-AC02-05CH11231, Clause I.26, FAR 52.222-35, Equal Opportunity for Veterans (September 2010)
    • DOE Contract DE-AC02-05CH11231, Clause I.73, DEAR 952.226-74, Displaced Employee Hiring Preference (June 1997)
    • (Federal) Uniform Guidelines of Employee Selection Procedures (1978)
    • University of California Personnel Policies for Staff Members (PPSM) 20, Recruitment

    Implementing Documents

    None

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