Staff hiring guidelines

1. Approval steps

Contact Human Resources to initiate the hiring process. There are three steps to getting a position approved and ready for posting:

• Job description: HR will check for a current job description and work with you for updates. Positions under 15 hours/week, temporary, or on-call typically don't require job descriptions unless you choose to advertise.
• Pay analysis: A compensation analysis will need to be completed by Human Resources to ensure competitive and equitable compensation.
• Initiating the hire: A Personnel Action Form (PAF) will need to be approved by the director of human resources, department head, area VP, financial administration, and senior leadership.

2. Posting positions

Our goal is to post regular positions for a minimum of 10 business days in order ensure adequate time for recruiting qualified candidates and promoting equitable access to employment opportunities. HR will create and send you the announcement for review before posting.

3. Applications

HR screens applications and forwards them to supervisors.

• Internal applicants: Complete Internal Employment Application.
• External applicants: Complete online External Application at HR website.

4. Interviewing

Preparation

• Provide candidates with a copy of the job description in advance.
• Use structured interviews and develop questions to be used consistently for all candidates.
• Develop behavioral questions based on job requirements.
• Review applications and materials before the interview.

During the interview

• Make candidates comfortable so that you can see the genuine person.
• Explain the interview structure.
• Describe the position, expectations, and work environment.
• Listen carefully and take notes.
• Allow candidates to ask questions.
• Keep timing consistent between candidates.

Closing

• Thank the candidate.
• Outline next steps and timeline.
• Mention background investigations are conducted.
• Confirm reference contact information.

Acceptable interview questions

To minimize legal risks, carefully consider interview questions in advance. Even casual remarks about protected characteristics can violate anti-discrimination laws.

Citizenship, nationality or ethnic origin
The Civil Rights Act of 1964/1991 and the Immigration Reform and Control Act of 1986 prohibit discrimination based on national origin, race, and/or citizenship status.

Appropriate

• Are you legally eligible to work in the United States?
• Have you worked here under another name?
• Do speak/read/write (language required for the job)?

Inappropriate

• Where were you born?
• What is your maiden name?
• What an interesting accent. Where are you from?
• What languages do you speak? (unless job-related requirement)

Disabilities
The Americans with Disabilities Act prohibits discrimination against any qualified candidate with a disability (including physical or mental health) who would perform the job with or without a reasonable accommodation.

Appropriate

• Can you perform these job responsibilities with or without reasonable accommodations?
• Show the applicant the position description so they can give an informed answer.

Discriminatory

• Are you disabled?
• Are you currently being treated for a mental illness?

Religion or creed
The Civil Rights Act of 1964 and 1991 prohibits employment discrimination based on religious affiliation. As a religious institution we have the right to give preference to Adventists, however we want to be mindful about how we engage this subject.

As a religious institution, we may give preference to Adventists but must be mindful in our approach.

Appropriate

• Faculty at WWU are held to high standards as examples for students; do you think you'd have challenges upholding the teachings and beliefs of the SDA church if hired?

Discriminatory

• What kind of Adventist are you (conservative, liberal)?
• Do you think gay people go to heaven?

Race or color
The Civil Rights Act of 1964 and 1991 prohibits employment discrimination based on race or color.

Appropriate

• This position instructs students on Native American history; what qualifications do you have to teach this material?

Discriminatory

• Do you have Native American lineage?

Sex, gender, sexual orientation, or family status
The Civil Rights Act of 1964 and 1991 prohibits employment discrimination based on sex.

Appropriate

• Do you have plans requiring extended absences from work?
• Do you have any commitments that will prevent you from carrying out job requirements?
• If candidates voluntarily share protected information, respond to reasonable questions but avoid further inquiry.

Discriminatory

• Are you married? Do you plan on having children?
• Do you have parents you care for?

Age
The Age Discrimination in Employment Act prohibits employment discrimination against individuals age 40 and over. The Fair Labor Standards Act (FLSA) establishes minimum wage, overtime pay, recordkeeping and youth employment standards affecting employees in the private sector and in federal, state, and local governments. The federal youth employment provisions, authorized by the FLSA of 1938, also known as the child labor laws, were enacted to ensure that when young people work, the work is safe and does not jeopardize their health, well-being, or educational opportunities.

Appropriate

• This position requires a doctorate. Do you meet this requirement?
• Where do you see yourself career-wise in the next ten years?

Discriminatory

• When did you graduate high school?

Veteran status or military service
Vietnam Era Veterans' Readjustment Assistance Act of 1974 (VEVRAA) and Uniformed Services Employment and Reemployment Rights Act of 1994 (USERRA)

Appropriate

• Describe how your experiences relate to this position.

Discriminatory

• Are you a veteran? Did you serve in Iraq or Afghanistan?

5. Making the selection

Reference checks

Contact professional references to verify a candidate’s information and provide insight into their past job performance, skills, and character.

Professional Reference Check Questionnaire

Do not share reference check feedback with the candidate.

Pay rate

Consult the Compensation page on HR website for pay ranges. 

Making the offer

REQUIRED: Consult HR and get approval and starting compensation before making any offer (verbal or implied).

After approval:

1. Make verbal offer including pay rate.
2. State the offer is conditional upon satisfactory references and background investigation.
3. When accepted, contact the director of HR to initiate a written employment offer
4. HR sends written conditional offer letter to selected candidate.
5. Once written offer is accepted, HR will work with the supervisor on completing a Choosing A Candidate form and informing other applicants.

6. Onboarding

Before start date

HR completes background screening, coordinates start date, and arranges completion of required employment forms (I-9, W-4, etc.). New employees cannot begin work until cleared by HR.

First week checklist

• Personally introduce new employee to departmental staff and key campus contacts.
• Show location of restrooms and break room.
• Explain attendance expectations and schedule.
• Discuss dress code and department norms.
• Check in at end of first day and throughout the week.
• Review any unique departmental expectations.
• Sign job description together and return to HR.

7. Preparing for new employee

We recommend supervisors/trainers do the following (not everything will apply to all departments or employees):

1. Purchase a small welcome gift on behalf of the department, i.e., journal, plant, chocolate. The president’s office will also deliver a small gift.
    
2. Complete and submit the purchasing card request form, if applicable.
   • Purchasing Card Use Policy
   • Purchasing Card Agreement
      
3. Order keys, signs, or nameplates:
   • Key Request
   • Email marketing.sw@wallawalla.edu for signs or nameplates
      
4. Order any necessary IT equipment or services, such as laptop, device resurfacing, and access rights to SharePoint files, etc.
   • IT Help Center
      
5. If you would like to request a cell phone, please contact HR for the request form. HR will verify need and approve access to the WWU phone plan. IT will follow up with the new employee to review phone options.
    
6. Request any safety training as required by their position to be issued by Risk & Safety.
   • Online Safety Training
      
7. Campus tour with the following included:  
   • Introductions to colleagues they will frequently work with  
   • Facility Services to pick up keys
   • IT to take a headshot and pick up their ID card
   • Cafeteria to enjoy their free weekly meal (full-time employees only). It is helpful for them to be with another employee to guide them through the cafeteria experience for the first time.
      
8. In the office, assist them with:
   • Setting up their phone and voicemail
   • Registering their vehicle online with Campus Security
   • Accessing PeopleSoft, D2L, or any other online platforms they will be using
   • Understanding digital file layout in SharePoint, and any physical file systems in the office/department
   • Printer and fax access
   • Ordering business cards, if applicable
   • Arranging for a formal photo to be taken by MES
      
9. Meetings:
   • Attendance at University Assembly faculty and staff meetings is required. Attendance is tracked through the  iAttended app. Please assist the new employee with setting this up on their device using their WWU email to create an account. After logging in, they should click the "Enter Code" button and enter 3E6A to load all upcoming University Assembly events. If they have privacy concerns, please visit Privacy FAQs.
   • Within the first month of their hire, we will host a new hire orientation meeting reviewing compliance, safety, campus policies, and resources. Although we will do our best to accommodate schedules, this meeting is mandatory, and we appreciate your support in ensuring their attendance.
   • If they will be a budget manager, please consider scheduling a one-on-one meeting with Loren Peterson to review their budgets and processes.
      
10. Time Clock System:
    • Please review this instruction guide in case you have an hourly employee who uses the timecard system.  
       
11. Time Tracking Template:
    • For employees who are not hourly, you may use this time tracking template to track hours. To add a new week, simply copy and insert copied rows at the top.

HR is willing to provide a limited campus tour if the supervisor does not have time available.