Hiring Employees for Staff Positions

The recruitment of candidates for regular positions at Brown University is the mutual responsibility of Human Resources Services and the department which has the job opening. 

Hiring departments are responsible for justifying the necessary staffing level, adding positions to the staffing plans submitted to senior officers and the Budget Office, and assigning job responsibilities to a position through preparation of a written job description. The hiring department should also create the job requisition in the Online Employment System (OES), including developing a hiring plan and identifying possible placement locations and dates for advertising. The department must also submit an online Hiring Report to document the search process and identify the candidate desired for hire.

Human Resources will assign an HR Generalist to assist hiring departments in preparing job requisitions and developing the hiring plan. The HR Generalist is available to provide advice about advertising and place advertisements in print and online, screen and interview candidates, serve on search committees and upon request check employment references. 
Human Resources is authorized by Brown University to make binding offers of employment, although the opportunity to communicate the offer may be delegated to a hiring department after HR approval of the Hiring Report. No individual or department at Brown University may make an offer or arrangement to hire, promote, establish or change a salary, or provide any level of benefits without prior review and authorization by the Department of Human Resources. Also, see “Offer of Employment for Staff Positions” below.

Posting and Advertising for Staff Positions

Prior to posting vacant regular positions, all requisitions must pass through all necessary reviews and approvals. All vacant regular positions must be posted on the Human Resources "Job Opportunities" website. Announcements of vacant positions approved for recruitment are posted on bulletin boards within Human Resources. Vacant union positions are also posted on bulletin boards within the hiring department. 
Jobs will be posted for a minimum of five working days. No offer of employment may be authorized or made during the five-day posting period. Vacant positions which have been identified as underutilized for women or minorities should be advertised externally. Ad copy is finalized and placed by HR Services, but advertising costs are borne by the hiring department.

Waiver of Posting

Under certain circumstances requests for a waiver of the posting process may be authorized by HR Services. Example situations include:

  • The position requires specific, unique skills related to the position; the likelihood of a search identifying a more qualified candidate is negligible; and an immediate hiring need exists.
  • The position is of short, fixed duration (no more than one year) and it is imperative that a person be hired immediately.
  • The position is an established internship of limited duration (two years or less) and precludes opportunity for reappointment.
  • A grant awarded or moved to the University requires that a highly skilled employee begin work effective immediately and also that the selected candidate was previously associated with the particular project.
  • The selected candidate is a Brown employee who meets the qualifications for the position and whose current position is being or has been eliminated.
  • The department has filled a similar position within the past six months, does not underutilize women and minorities, and wishes to use the same applicant pool.
  • The department has undergone a re-organization and wishes to reassign an existing employee to an open position.
  • The department is promoting an employee in accordance with the Intradepartmental/Intradivisional Promotion policy (20.022).

Note: Waivers of the posting process may not be granted to hire employees currently working as temporary employees in the same department or position, except as provided in Policy # 20.012.

Partners in Recruitment Efforts – Financial, IT and OSP Reviewers

For positions at Grade 9 and above with 25% of more of their job description comprised of financial responsibilities, a designated individual from central Finance and Administration must participate in the search and selection process. Similarly, for positions at Grade 9E and above with 25% of more of their job description comprised of information technology responsibilities, a designated individual from the Department of Computing and Information Services must participate in the search and selection process. In addition, positions with a significant component of grant or contract financial management, a designated individual from the Office of Sponsored Projects (OSP) must participate in the search and selection process.

The requirement for a Financial, IT or OSP Reviewer extends to new hires, transfer requests, promotion requests, career path moves and waiver requests for positions of these types. These designated Reviewers will determine their appropriate level of participation for each search. Human Resources will communicate to the hiring department the Financial, IT or OSP Reviewer’s name and required level of participation. Participation may range from a resume review to interviews of finalists to full participation in all candidate selection and interviewing efforts.

Offers of Employment for Staff Positions

Human Resources is authorized by Brown University to make binding offers of employment, although the opportunity to communicate the offer may be delegated to a hiring department after HR approval of the Hiring Report. No individual or department at Brown University may make an offer or arrangement to hire, promote, establish or change a salary, or provide any level of benefits without prior review and authorization by the Department of Human Resources. 
No offer of employment to an individual may be made until the position has been posted for the minimum five days (or a Waiver of Posting request has been approved) and a Hiring Report submitted and approved by Human Resources. Furthermore, no offer of employment may be made to an individual for a position with financial, IT or grant and contract management responsibilities covered by this policy unless approval has been granted by the designated individual from the division of Finance and Administration, CIS or OSP. In addition, all other policies regarding employment practices remain in effect and apply equally to positions covered under this policy. 
Upon request, the HR Generalist may extend a formal offer of employment to the successful candidate, negotiate a start date and note any special conditions of employment. The requesting department is notified when the results of the offer are known. If desired, the hiring department may choose to extend the offer, but only after the Hiring Report has been approved.

Revised November 2010