Policy Manual

It is the responsibility of the hiring administrative officer or a designee to make certain that prior to any commitment of appointment, the new appointee has a clear understanding of the terms of employment and working conditions.

Notices of new appointments, changes in status or terminations reaching by the close of business on the 20th of the month are processed for payment or adjustment during that month.

Departments are expected to make recommendations of new appointments and changes in status as soon as it is possible for them to do so regardless of the deadline, and in no case later than the effective date thereof. The processing of such recommendations before they are reported to Human Resources may take considerable time and should be originated well in advance of the deadline to assure prompt payment.

1. Policy. Appointments shall be made with due consideration of the affirmative action guidelines for the university as expressed in the President's policy statements; Title VII of the Civil Rights Act of 1964 and the Civil Rights Act of 1991 (IC 216) as amended in regard to discrimination in employment; other applicable federal and state law; and other relevant Board of Regents, State of Iowa, and University of Iowa policies and procedures.
2. Employment eligibility. All newly appointed university employees must have their identity and their eligibility to work in the United States verified. The United States Citizenship and Immigration Services (USCIS), formerly known as Immigration and Naturalization Service (INS), Form I-9 is used to verify the employee's identify and eligibility to work.
   
   The I-9 form must be completed by the third day of employment. Failure to complete the I-9 form in a timely manner or at all may subject the hiring department to penalties and fines from the federal government for failing to provide proof of work authorization. If a person is appointed who is not eligible to work, their employment must be terminated immediately upon learning they are not authorized to work. It is the hiring department's responsibility to ensure that a completed I-9 form is submitted to the Payroll Office.
3. Teaching, research, administrative, and professional staff. The appointments of vice presidents, provosts, Treasurer, Secretary, and direct reports to the President are recommended by the President and approved by the Board of Regents. Initial appointments of deans, assistant and associate deans and vice presidents, and directors of major administrative units  are reported to the Board of Regents upon the recommendation of the appropriate administrative officer. Initial appointments or promotions to positions of tenure are recommended by the appropriate administrative officer, approved by the President and are reported to the Board of Regents. Recommendations for appointment of other personnel are made by the appropriate administrative officer and approved by the President.

Recommendation of appointment or change in status forms are available in the HRIS HR Transaction System. These forms, carrying the proper signatures, are forwarded through regular administrative channels for university approvals. Approval by the Executive Vice President and Provost in the case of faculty, and by the Chief Human Resources Officer for all other staff members, constitutes approval of the personal qualifications of the prospective appointee, but does not constitute approval of the fiscal arrangements. When Presidential approval is required for a position as outlined above, the President’s approval must be obtained prior to the effective date of the appointment or the change.

Payroll checks are issued by the Payroll Office on the basis of the finally approved departmental recommendations without further notifications from departmental executive officers.

(See also III-8 Conflict of Interest in Employment.)