Recruitment & Selection Resources

The university is committed to recruiting and retaining the best and brightest staff and faculty and strives to be an employer of choice by focusing on employee needs and seeking feedback at every opportunity.

Upon approval by the Personnel Action Committee, and prior to commencing any recruitment activity, a Human Resources Representative will initiate a recruitment consultation with the hiring official to discuss position attributes and any applicable EEO/AA hiring goals. The consultation will also establish recruitment and advertising strategies to include: posting period, anticipated hire date, recruitment method (search committee/search firm/institutional process), preferred knowledge, skills, abilities, other characteristics of candidates, type of recruitment (internal or external considerations), on-campus visits, handling of out of state candidates (relocation expenses), and considerations when hiring non-US citizens.

Upon approval by the Personnel Committee, a Human Resources Representative will initiate a recruitment consultation with the hiring authority to discuss position attributes and any applicable EEO/AA hiring goals. The consultation will also establish recruitment and advertising strategies to include: posting period, anticipated hire date, recruitment method (search committee/search firm/institutional process), preferred knowledge, skills, abilities, other characteristics of candidates, type of recruitment (internal or external considerations), on-campus visits, handling of out of state candidates (relocation expenses), and considerations when hiring non-US citizens.

Recruitment for Adjunct faculty positions is initiated at the department level. The Office of the Provost and Vice President for Academic Affairs will review the credentials of the recommended individual to ensure that the individual is appropriate for the position.

Specific positions, personnel, and required qualifications for each position should be defined in the Grant proposal narrative.  The narrative should also describe the responsibilities of a grant-funded position. 

Once a grant has been awarded, the PI must work with an HR Representative to ensure the development of a position description for each approved grant-funded position.  It is important to remember that employees hired with grant funds are typically said to be on “soft money,” which means their employment is limited to the duration of the grant.

How to hire employees into new grant-funded positions.

The same hiring process which applies to regular positions at the University is used when hiring grant-funded personnel.  Upon approval by the President, and prior to commencing any recruitment activity, the DHR will initiate a recruitment consultation with the hiring official to discuss position attributes and any applicable EEO/AA hiring goals. The consultation will also establish recruitment and advertising strategies to include: posting period, anticipated hire date, recruitment method (search committee/search firm/institutional process), preferred knowledge, skills, abilities, other characteristics of candidates, type of recruitment (internal or external considerations), on-campus visits, handling of out of state candidates (relocation expenses) , and considerations when hiring non-US citizens.

In general, the recruitment and selection processes involves developing an appropriate position description based on University Standards, getting approval from the President, advertising the position, interviewing applicants, making a selection, making an official offer, and onboarding the selected candidate.  For guidance, please see the Talent Acquisition and Administration site: (Recruitment and Selection guidance).The advertising notification of time-limited positions will be included in the posting to reflect the end date of the assignment.

Required Positions:  Prior to initiating recruitment for a Grant-funded position, the PI must ensure that a position description is on record via the University’s Talent Management System (TMS).  Once finalized, the position description will determine the job classification (exempt or non-exempt) and wage structure for the position.

Pay rates and job classifications must be in line with University’s Classification and Compensation Structures.   

The position description can be completed anytime, even before the grant proposal has been submitted. The advantages of completing this process ahead of time include having a more accurate salary range for the proposal budget and being ready to hire when the grant award comes through.

All employees are required to sign an offer of employment accepting the terms of the position.  The most common employment terms outlined in an offer for a time-limited position include: length of assignment, salary while working on the grant, employee separation, and grant cancellation.

Paying Grant-funded employees: Pay for grant funded positions will be determined based on the grant personnel compensation narrative. 

Employee Benefits: Employees who are on grant-funded positions are considered JSU employees, and are therefore entitled to participate in the university’s Benefits packages as offered to all employees, including but not limited to: retirement plan(s) and health insurance.

Employees in grant-funded positions are subject to the same employment terms which apply to regular employees, to include: probationary and annual performance evaluations, department performance and productivity expectations, administration of disciplinary actions, adherence to University policies and procedures.

Changes to grant-funded positions: HR must receive written Approval from the Grant Administrator for any changes to grant-funded position (title, duties, classification, pay, etc.).

  • Extensions: When a grant-funded position is extended, the Principal Investigator (PI) must obtain an addendum to the Grant Narrative reflecting the extension, which includes new end date, salary rates, and required personnel (if appropriate).
    • o Employment extensions should be addressed prior to the expiration date of the grant to allow sufficient time to retain or hire new personnel for the position(s) identified in the grant.
    • o If an employee does not want to extend employment, the position must be posted and filled using the University’s hiring processes.
  • Salary increases: salary increases will be processed as outlined by the grant personnel compensation narrative and in accordance with JSU compensation guidelines. 
  • Change in duties:  the PI must ensure that the position description is updated in the university’s Talent Management System (TMS) to reflect the change in duties. The updated position description will be reviewed and approved by HR to ensure the appropriate job classification is assigned.

Separations: Access the Employee Separation Procedures (Separation from Employment)

If a resignation/ separation results in a vacancy, and the position will be staffed by repeating the hiring process.

  • If a grant is terminated or ends, those individuals employed in grant-funded positions will be separated from the University. 

A search committee is an appointed group of individuals who serve as an advisory body to the hiring authority. The purpose of the search committee is to assist the hiring authority with the search process by screening the applicant pool and recommending potential candidates for hire, and to support the University’s goals of achieving excellence and diversity.  A formal search committee must be formed for all faculty and director -level or above positions. The hiring authority is not a member of the search committee.

The Department of Human Resources will provide training to hiring authorities and search committee members on topics related to the search, screening, and interviewing process. Individuals trained in the prior 12 months will not be required to repeat training for each committee assignment unless significant HR processes have changed. The search committee chair shall include the HR representative in all meetings, announcements, minutes, and updates on the search.

The TA team works with all university departments to support operational excellence by facilitating student staffing needs through a Student Assistant (SA) or Federal Work Study (FWS) Appointment.   A department may hire a SA or FWS employee on a part-time basis for any hour of the day, including weekends, except during scheduled class times.  For assistance with hiring a student, please contact: Amber Hufstetler at ahufstetler@jsu.edu.

Student Employment

Recruitment for temporary employees is initiated at the department level and facilitated through the Talent Acquisition Module. A department may hire an employee for a temporary appointment for the purpose of accomplishing a short-term assignment, a peak load assignment, project-based assignment, or to replace an incumbent on an approved leave of absence. Departments are encouraged to consider temporary appointment end dates not to exceed twelve (12) months. At the end of the twelve (12) month assignment, the temporary employee must take a 30-day break in service.     

Working retirees of the Employees’ Retirement System and the Teachers’ Retirement System (ERS and TRS service retirees) who are employed in temporary status are not subject to the 30-day break once re-employed, but must be re-hired in increments not to exceed one year. Working retirees are subject to the limitations set by ERS and TRS of Alabama and the Alabama Ethics Commission.

Emergency hires require the approval of the President, and are exempt from the administrative hiring system. The President, upon the recommendation of a Vice President or other administrator who reports directly to the President, may determine that it is in the best interest of the University to approve an emergency hire. An emergency hire is defined as a sudden unforeseen situation that requires immediate action to ensure programmatic, property, safety, or health needs of the University’s programs, employees, or property are met. The intent of the emergency hire is to respond timely to a crisis occurrence or an urgent situation that requires immediate action.

Internal Recruitment

Internal searches are limited to Jacksonville State University employees only. The President, upon the recommendation of the Provost or a Vice President, may determine that it is in the best interest of the university to conduct an internal search to fill a vacant position. Internal recruitment will be utilized to support career mobility of existing qualified employees who have been employed for at least one year and to maintain consistency with equal employment and affirmative action objectives of the University.

Departments may elect to designate postings as JSU Departmental Promotional Opportunity allowing only current department employees to apply, or University Internal Opportunity, allowing only current JSU employees to apply. In all cases, employees must meet the minimum qualifications for the position, have satisfactory performance evaluations on record with the DHR, and be employed with the University for a minimum of one year.

Upon the approval of the President, the department/office/unit supervisor will inform the employees within the department/office/unit of the JSU Departmental Promotional Opportunity and internal application procedures; the DHR will communicate University Internal Opportunity postings to current JSU employees with instructions on how to apply as a current employee.