Human Resource (HR) Responsibilities
Recruitment
Job descriptions are required for all full-time positions within each area. New and re-evaluated positions must be approved by the Executive Vice President or Provost and then posted through the Human Resources Career Website prior to a hire being made.
When looking to hire a candidate for a staff position, HR has guidelines to assist with the recruitment process. Follow these guidelines to ensure compliance with the university’s recruitment procedures.
At every step in the recruitment process, it is important that hiring managers work with their assigned Human Resources Recruiter. A criminal background check, reference check, and educational verification will be performed on all external finalists. Hiring managers wishing to conduct reference checks are to follow the procedures outlined in the Pre-employment Reference Checks and Educational Verification policy. Once a candidate has been selected for employment, only Human Resources can make the official job offer.
When looking to hire a candidate for a faculty position, the provost has a list of guidelines to assist in the process. Consultation with the faculty of the academic unit is required for the appointment of all full-time faculty and departmental chairs.
Remember: Regardless of what position you’re hiring for, the university’s equal employment policy and nondiscrimination standard must be followed.
Employment of Relatives
Relatives of DePaul employees do not receive preferential consideration for employment at the university. Relatives may work in the same departments, though no individual will be employed in a department under the immediate supervision of a relative. Relatives are persons related by blood, marriage or legal procedure.
If a conflict occurs, attempts will be made to find a suitable position within the department or university where one of the employees may transfer. If no accommodations can be made, one of the employees may be asked to resign.
Remember: Consult with HR to ensure that a relative is not supervising or giving preferential treatment to another relative in your area.
Form I-9
Human Resources sends all newly hired full-time employees a Form I-9 to fill out prior to or on their first day of employment. A Form I-9 is required by the federal government. It verifies an individual’s employment eligibility to work in the U.S. and must be completed within three business days of the date of employment.
To complete the Form I-9, employees must present original documents, not photocopies. The only exception is a certified copy of a birth certificate. Either HR or the manager must verify the employment eligibility and identity documents presented by the employee and record the document information on the form.
An employee who fails to produce the required document(s), or a receipt for a replacement document(s) (in the case of lost, stolen or destroyed documents), within three business days of the date employment begins, can be terminated. An employee who shows a receipt has ninety days to present the original documents.
Managers are responsible for ensuring that part-time and student employees are sent a Form I-9 and that employees complete the form prior to or on their first day of employment.
Introductory Period
All newly hired, rehired, promoted or transferred staff members are required to serve six months of continuous employment in an introductory period, which serves as an extension of the selection process. After the introductory period, employees are eligible for personal leave time or floating holidays.
Managers are to utilize the introductory period to train and evaluate an employee’s adaptability to work tasks, conduct, procedures, attendance and job responsibilities.
Time Reporting
Managers are responsible for accurate time reporting. All non-exempt (hourly) employees, including non-exempt full-time staff, part-time staff and student employees, must record all of the hours they work in the time keeping system so they are paid in accordance with the Fair Labor Standards Act. Non-exempt (hourly) staff cannot be asked to volunteer their time to do DePaul work, nor can they be offered compensatory time or gift certificates in lieu of pay. Adding hours to “reward” an employee is prohibited and considered falsification of the time reporting system report.
Exempt employees are responsible for entering their own vacation time in the time reporting system.
Remember: All hours your non-exempt staff worked must be recorded in the time reporting system and there is no "comp" time at DePaul
Benefits
Time-off Benefits:
These benefits include the following types of permitted time off:
- Holidays and vacation time
- Time off to help employees meet personal and civic responsibilities
- Time off for personal health reasons and family care-giving
Holidays and Vacation Time:
All full-time staff employees accrue vacation time each calendar year that can be used for taking time off from work. The university also observes several holidays providing additional time off for employees.
For more information go to:
Time Off to Help Employees Meet Personal and Civic Responsibilities:
The university’s Paid Absence policy allows employees time off for civic responsibilities, death or serious illness in the family, and for other personal emergencies. Management notification and approval is required for certain types of paid time off.
For more information go to:
Time Off for Periodic Personal Health Reasons and Family Care-giving:
The university provides employees with time off for periodic as well as long-term health and family care-giving needs.
For more information go to:
For work related illness or injury, please contact, the Risk Management Environmental, Health & Safety Department at 312-362-6531 or by email at: InsuranceClaim@depaul.edu
Family Medical Leave Act and Short-term Disability:
All eligible employees are provided with job protection for periods of absence (continuous or intermittent) of up to twelve weeks per rolling twelve month period for the following situations:
- A serious health condition of the employee
- A serious health condition of an immediate family member of an employee (child, spouse or parent)
- The birth and care of a child or the placement of a child with an employee for adoption or foster care
For more information go to:
Other Leaves: Personal, Military, and Faculty Research:
At the university’s discretion, personal leaves of absence may be granted for unusual or extreme circumstances for up to a maximum of three months. Examples include personal or family needs of a serious and urgent nature, educational opportunities and professional development.
Faculty who are interested in a leave of absence should consult the DePaul University Faculty Handbook at:
Work-Life Balance:
DePaul University offers a range of policies and programs such as flexible work scheduling and voluntary reduced work time to help eligible faculty and staff effectively balance the responsibilities of work with personal and family commitments and activities.
All employees (exempt and non-exempt) now have two floating holidays or personal days to use each calendar year. Managers must track their employees’ use of floating holidays.
Faculty and Staff Assistance Program (FSAP):
The FSAP provides information and resources to deal with many issues of daily living. Services include short term counseling in person or by telephone. The program includes:
- the Legal/Financial Connection to assist with legal issues
- the Family Resource Link, a searchable data base of information and resources to assist with childcare and eldercare needs.
Perspectives Online, www.perspectivesltd.com, provides information, online seminars, financial calculators and many resources on a wide variety of topics. This site requires a User ID and password:
- User ID: DEP500
- Password: perspectives
Student Employees
The Student Employment staff in the Career Center should be consulted about questions regarding on-campus student employment (including work study, international students, and graduate students). Student Employment handles student employment policies and procedures governing job postings/descriptions, hiring, employment paperwork, supervision, retention, disciplinary issues, and terminations of student employees on campus.
Student employees must meet and maintain specific requirements concerning university enrollment and work hours. During the school year, student employees are restricted by both DePaul policies and federal government regulations. Managers must be familiar with and ensure compliance with the various classifications of student employees and the applicable university policies.
Work hour requirements for on campus student employment:
U.S. citizens/permanent residents
U. S. citizens and permanent residents are eligible to work no more than 25 hours a week during the school terms. Students are eligible to work up to full time during the school breaks.
Non-U.S. citizens/non-permanent residents(international students in F-1 and J-1 non-immigrant visa status)
International students (non-U.S. citizens/non-permanent residents) with a non-immigrant F-1 or J-1 student visa status are limited to working 20 hours or less a week during the school term. International students with F-1 and J-1 non-immigrant visa status are eligible to work more than 20 hours a week during holidays and annual vacation periods, provided they have not completed degree requirements. International students who work in excess of the allowable hours a week may lose their lawful status and risk potential deportation. Managers should confirm with the International Student Office (ISO) that a student is taking his or her annual break prior to authorizing more than 20 hours during an academic term.
Enrollment Requirements for On Campus Student Employment:
U.S. citizens/permanent residents
U. S. citizens and permanent residents must be enrolled at least half-time or for a minimum of six undergraduate credit hours a quarter (six hours a semester, four hours for graduate students) to be employed by the university as a student service employee, a federal work study participant or a graduate assistant.
Non-U.S. citizens/non-permanent residents(international students in F-1 and J-1 non-immigrant visa status)
International students (non-U.S. citizens/non-permanent residents) with a non-immigrant F-1 or J-1 student visa status must be enrolled full-time. Full-time enrollment (see table below) is mandated by United States Citizenship and Immigration Services (USCIS).
Non-U.S. citizens/non-permanent residents(students with other visa status)
Other international students’ employment eligibility will be pre-determined by their visa status in accordance with federal regulations. Contact the Career Center for guidance regarding student employment eligibility.
| Enrollment requirements for student employment |
U.S. citizens/permanent residents |
Non-U.S. citizens (F-1 and J-1 status) |
|
Undergraduate
|
6 quarter hours
|
12 quarter hours
|
Graduate
|
4 quarter hours
6 semester hours
|
8 quarter hours
12 semester hours |
English Language Academy
|
2 courses |
4 courses |
Remember: Managers should verify student schedules to ensure compliance with enrollment requirements.
Taxes:
Certain tax rules apply to student workers as well. In general, while classes are in session, students do not have to pay FICA and Medicare taxes. However, during breaks, the tax exemptions do not apply. The tax treatment of international students can also vary.
Remember: If students have questions about their tax treatment, direct them to the Payroll Office at (312) 362-8692.
Hiring Procedures:
- A Student Employment Action Form (SEAF) must be completed for any student employment change.
- New Hires: Must deliver the SEAF in person to the Career Center.
- New Hires: Must come to the Career Center ON or BEFORE the first day of employment. The new hire must fill out section 1 of the Form I-9 and all other appropriate hiring paperwork (including federal & state tax forms).
- New Hires: Must be able to present documents that verify identity and eligibility to work in the U.S. within 3 days of the date employment begins. Only original documents are acceptable, with the exception of a certified copy of a birth certificate. If the Form I-9 has not been completed, the student employee may not work.
- Completed hiring paperwork will be submitted to Human Resources for processing.
- For hiring paperwork deadlines and payment dates, consult the payroll processing calendar on the Financial Affairs website.
Note: “New Hires” refers to students who have never worked for the university or have not worked for the university within the past 6 months.
Troubleshooting – The student must stop working if the Form I-9 is not completed within 3 business days of the date employment begins. The student may not resume working until the Form I-9 is completed.
Performance Appraisals
It is strongly recommended that managers complete a performance review prior to the conclusion of an employee’s first six months at DePaul. The same form is used for the introductory period review and the university’s annual review.
Managers must complete performance reviews annually for all employees within their reporting line. Additionally, managers are responsible for goal setting. By working with direct reports, managers can help employees establish goals that support:
- DePaul’s mission
- The strategic direction of the area
- Compliance with appropriate laws and regulations
Remember: Employee performance reviews are due to Human Resources in May. Consult with your area's dean or VP for any earlier internal deadlines.
Managers must follow Human Resources’ Progressive Discipline guidelines to address an employee’s poor performance.
Americans with Disabilites Act
The Americans with Disabilities Act (ADA) prohibits discrimination against qualified persons with disabilities in employment practices such as hiring, promotion, termination, compensation, training, benefits and all other terms and conditions of employment. It also requires reasonable accommodation in employment to qualified individuals with disabilities.
Managers should regularly review their department job descriptions to ensure that all physical or mental job requirements are job-related, consistent with business necessity and necessary for safe job performance. Managers are also the point of contact when an employee requests reasonable accommodation for a disability. Human Resources can advise on matters of reasonable accommodation and should be notified within three days of any requests.
Remember: Any information regarding an employee’s physical or mental disability must be kept confidential, except to inform managers and others on a need-to-know basis regarding work restrictions and safety concerns.
Consultants
To the extent possible, university activities should be carried out using current DePaul employees. When consultants or independent contractors are necessary, contact the Tax Manager, Accounts Payable Manager, or Director of Payroll for assistance in determining if a service provider should be paid as an employee or independent contractor based on Internal Revenue Service (IRS) guidelines. The Tax Manager, Accounts Payable Manager, or Director of Payroll should be contacted before the individual begins performing services.
For additional issues on hiring consultants outside the U.S., contact the Tax Manager, Accounts Payable Manager or the Director of Payroll.
For additional requirements for use of independent contractors or consultants for grants, contact the Director of Restricted Accounting and the Office of Sponsored Programs and Research.
Independent contractor and consulting agreements must be reviewed and approved by the Office of the General Counsel, regardless of the dollar value.
Remember: You must work with the Tax Manager, Accounts Payable Manager, or the Director of Payroll to determine if someone can be paid as a consultant or independent contractor.
University Sponsorship of Foreign Nationals
DePaul, under certain circumstances, sponsors foreign nationals for temporary employment-based visas and/or for lawful permanent residency. Consideration for such sponsorship requires an initial request by the appropriate department chair or department supervisor, and must be seconded by the dean or the appropriate vice president. Approval of sponsorship requests are made by the university's immigration attorney, acting under the authority of the general counsel. The university, however, is not legally obligated to sponsor or otherwise financially assist any foreign national for employment authorization in the U.S.
Remember: this policy does not apply to the non-immigrant student visas (F-1) or exchange visitor visa (J-1); these visas are administered by the International Student Office (ISO)
For policy details go to:
http://policies.depaul.edu/policy/policy.aspx?pid=138
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