In general, there is a hiring procedure for all categories of employees at The University of Alabama. The hiring department should follow the proper hiring procedures prior to putting any employee on payroll. Listed below are the general guidelines to be used. For more specific information, please contact your assigned HR Partner or HR Assistant .

Staff Positions - Visit jobs.ua.edu/hr for more information.

Administrators ( President, Vice Presidents)

These jobs are typically filled using a search committee but may also be recruited using our on-line recruitment system.

Classified jobs: (any job that is included within our staff pay structures)

Filling of a staff position is done using our on-line recruitment process. A department can typically go back to a pool of applicants within 90 days of the closing date if needed to fill additional vacancies.

Non-classified jobs: ( Aerobic instructors, Tutors, etc)

These jobs are typically filled using our on-line recruitment process.

Office Pool jobs:

The Office Pool is for departments with temporary short-term office support needs. Short-term is defined as 90 calendar days or less. Filling of an office pool job is done using our on-line recruitment system. If a department needs an employee longer than 90 days, then a temporary office job should be recruited.

Internal Transfer or Promotion:

A hiring official can request to fill an opening through an internal transfer or promotion* by either waiving the posting requirement or by conducting a limited internal search (campus only or dept/college only). Contact your assigned HR Partner for further information.

*Only non-introductory, regular employees are eligible for internal promotion.

Employees with more than one job assignment:

Employees can work a secondary assignment either by applying for a job through the recruitment process or by getting approval to receive supplemental pay or overtime. Hiring departments need to be aware of any overtime issues that may be created if hiring employees who are already in full-time hourly paid jobs on campus.

Crossing Points Employees:

Departments can request to hire a Crossing Points participant which includes graduates of the program into a limited number of jobs specifically created for them. Hiring managers should contact their assigned HR partner if they are interested in this program.

Reappointments/Rehires

For temporary employees : An employee can be reappointed to a former temporary position after a break in service without recruitment if it is within 12 months since they left the position. The hiring department can pay the reappointed employee a rate up to but not to exceed their former rate. The hiring department will complete a Personnel Action form to reappoint them into their former temporary position. This does not apply to Office Pool jobs.

For regular employees: A regular employee can be rehired back into their same position without recruitment if (1) their position has not been filled and (2) it is within 90 days since they left their position. The hiring department can pay the rehired employee a rate up to but not to exceed their former rate. The hiring department will complete a Personnel Action form to rehire them into their former regular position.

Hiring a UA Retiree:

A retiree of The University of Alabama will be hired back as a part-time temporary employee after a break in service (the retiree cannot work and be paid during the first month of retirement). Retirees must comply with the Retirement Systems of Alabama postretirement employment restrictions.

If the assignment will be for 6 months or less, the hiring department should submit a request in writing to the appropriate vice-president. Once approved, the hiring department will complete a Personnel Action form to rehire the retiree into a part time temporary position*. The department can pay a retiree a rate up to but not to exceed their rate as of their retirement.   Retirees hired into non-teaching (certified) positions must be paid by the hour.

If the assignment will be longer than 6 months, the hiring department should create a position description* in the online system and send through the appropriate channels for approval. Once approved, the hiring department will complete a Personnel Action form to rehire the retiree into a part time temporary position*. The department can pay a retiree a rate up to but not to exceed their rate as of their retirement.   Retirees hired into non-teaching (certified) positions must be paid by the hour.

*Note: Check with your HR Partner to see if an appropriate Position Number and Position Class code exists.

Employment of Individuals under the Age of 18.

Department managers should be aware that there may be restrictions on the job duties or work schedules of employees under the age of 18. If you are a manager considering an applicant under the age of 18 for employment with the University, you should understand these restrictions. Read the material in the Staff Handbook. Follow this link for more information about Alabama's Child Labor Laws. If you have further questions, call your HR Partner or HR Assistant.

Temporary Agencies

The use of temporary agencies for filling of staff positions is used in exceptional situations and must be approved by the department of Human Resources. Contact Human Resources at 348-8213.

Independent Contractors:

Only independent contractors, as defined by IRS regulations and approved by the Tax Manager, may be paid under a professional service contract. A Request for Independent Contractor Status form (available at financialaccounting.ua.edu/forms) must be completed and submitted to Financial Accounting prior to making an agreement to pay someone as an independent contractor. The Tax Manager will review the information on the form, rule on the independent contractor status, and return the form to the department marked "approved" or "not approved". If not approved, the department should contact their assigned HR Partner in Human Resources to take steps to hire the individual as an employee of the University.

Faculty :

This recruitment process is handled through the Provost’s office .

Resources: Carolyn Boshell, 348-5380: Karla Nicholson, 348-8354.

HR web site: Click on Employment; Hiring Department Home Page; Faculty Recruiting Procedures .

Students (work study/student assistant) ( University of Alabama students)

Work Study Students - Hired through the department of Financial Aid (minimum $7.25/hour)

Student Assistants - A formal application process is used at jobs.ua.edu/hr. Click Student Recruitment. Call HR for more information (205) 348-4354.

A department can hire as long as the following enrollment requirements are met:

• Undergrad students must be enrolled in at least 6 hours and are limited to working 25 hours/week total for UA.
• Graduate students must be enrolled in at least 4.5 hours.
• While employees can be students and students can be student or staff employees, one cannot be a student employee AND a staff employee at the same time.
• Student employees are not deducted FICA.
• Student employees must be paid at least the Federal minimum wage.
• Exceptions can be granted, if submitted in writing to the appropriate vice-president, for a student employee to continue to work up to about 90 days after graduation to complete a project/assignment, etc at same rate of pay. Since they are no longer a student they must be put in a generic occupation code and paid out a staff sub-code.

Resources: Financial Aid, 8-2970, Student Employment Policy.

Non UA Students

Students from institutions other than The University of Alabama can be hired as non-exempt staff employees on a temporary basis as defined in policy #103.00 - Employee Status Definitions. (HR policies can be found on-line at http://hr.ua.edu/.) Filling a position of this type is done using our on-line recruitment system and posting the position for a minimum of five business days.

Resources: HR Partner