Haverford College has developed the following recruitment and hiring practices to employ individuals who are, in its judgment, best qualified to serve the needs of the College community and to implement its commitment to affirmative action and equal opportunity:

1) Authorization. When a regular position becomes available, the President authorizes a search. The Affirmative Action Hiring Process Checklist, available from the Affirmative Action Officer or the Human Resources Office, will be utilized for all searches. Search committees normally are used in making administrative and professional appointments. They are designed to advise the administrator making the recommendation to the President. The size and composition of a committee will vary with the nature of the search and will be staffed with sensitivity to the prospective constituencies of the appointee. Temporary appointments of one year or less normally do not require a full affirmative action search.

2) Position Description. A description of the position will be developed, which will specify typical duties and responsibilities of the position, as well as the required background, experience, and education of candidates considered for this position. This job description must be reviewed with the Human Resources Office before the job is advertised.

3) Affirmative Action. Any supervisor or chair of a search committee must consult with the appropriate Affirmative Action Officer for specific guidelines in conducting a search. Once a job description has been established and the Affirmative Action Officer has approved the search process, the position will be advertised both internally and externally. External advertisements will be placed in major newspapers, local community newspapers, and with identified minority applicant sources, as well as in any appropriate professional publications.
Current employees may apply for any opening and will receive the same consideration as other applicants. Internal promotions without a search may be authorized only by the President in consultation with either the Provost or the Vice President for Finance and Administration as appropriate, and with the Affirmative Action Officer.

4) Appointment. All full-time and part-time employees will receive a letter of appointment from the President of the College. The letter will include the title of the position, and basic duties, annual salary, applicable benefits, and the effective date of the appointment. Appointments normally are made for a period of a fiscal year or, in the case of a mid-year appointment, a portion thereof. All administrative and professional appointments serve at the pleasure of the President and Board of Managers and may be terminated at will.

Moving Costs

The College will pay the first $2,000 of the necessary and reasonable moving expenses of newly appointed full-time administrators and professional employees who must move in order to accept a position with the College. In addition, the College pays one-half of the excess of such expenses over $2,000 up to a maximum of $4,000 for any one individual or family. All such expenses must be adequately documented with a list of expenses supported by invoices, receipts, etc. Moving expenses paid by the College will be included or excluded from your taxable wages in accordance with current Internal Revenue Service regulations.

During the first day of work, new employees should visit the Human Resources Office, Stokes Hall, room 118, where all benefits will be explained and the Administrative/ Professional Handbook distributed. Employees are encouraged to return to the Human Resources Office at any time to ask questions about the policies and benefits explained in this Handbook.

Supervisors are asked to work with departmental colleagues to encourage an informal, ongoing orientation to the College and to the work of the department for new employees.

Most College offices are open Monday to Friday from at least 9:00 AM to 5:00 PM during the academic year and 8:30 AM to 4:30 PM during the summer. A normal workweek for administrators and professionals is 40 hours, but the time when these 40 hours are worked may vary considerably from College office hours because of coordination with academic needs, special events, or the needs of individual departments.

The special demands of the work load of some administrative and professional employees may not fit into a standard definition of a work week. This brings both additional responsibility and additional freedom. Within reason, extra weekend and evening duties can be balanced with time off during a regular working period or working at home, upon agreement between employee and supervisor. However, employees need to be aware that the College operates primarily during the hours described above, and those who regularly seem to arrive late or leave early can create communication and morale problems.

1. Annual Reviews. Each administrator and professional employee will undergo an annual review. The structure of the review may vary by department, but two key elements must be part of the process: (a) a face-to face meeting between the supervisor and the employee, and (b) a permanent record written by the supervisor, reviewed by the employee and kept on file in the President's office. This process should be completed by March 31.

A recommended pattern for an annual review would begin with a written self-evaluation that assesses accomplishments for the past year and states the employee's goals for the coming year. After a meeting between the employee and supervisor in which this self- evaluation is discussed, the supervisor will write a summary evaluation to be shared with the employee. The employee will acknowledge that he or she has read the supervisor's evaluation by signing it. The self-evaluation and the supervisor's evaluation will be reviewed by the President and kept on permanent file in the President's Office.

Occasionally, a supervisor or employee may feel that an interim evaluation is appropriate. A request should be made to the Personnel Office that such an evaluation be conducted at a time other than the annual review period. Approval for such an evaluation normally will be given after consultation with the President and appropriate administrators.

2. Reappointment. Reappointment of full-time and part-time employees for the next fiscal year normally will be made in routine fashion. In situations where a position is being eliminated due to financial or other reasons, the College will attempt to give reasonable notice to the affected employee. If performance problems have been identified by a supervisor, the College reserves the right to perform a mid-year evaluation that may lead to termination.

Employees contemplating an employment change are requested to give notice at a time that allows a sufficient time for a supervisor to undertake a search for a replacement. Often it will take three to six months to find a replacement for a current employee.

On occasion professional development activities may occupy a period of several weeks or more (e.g.., working on a published article, attendance at a lengthy workshop or training program). These activities may be made part of an employee's regularly compensated duties upon recommendation by the appropriate senior administrator to, and approval by, the President. Such arrangements will only be made in cases where there is no need to replace the employee or hire additional staff to carry out his or her regularly assigned duties.

Those traveling on College business are entitled to reimbursement of reasonable expenses. Details of the College's travel reimbursement policy are available from the Business Office. In general, the College will reimburse for the least expensive convenient fare or accommodation available. The current auto mileage rate is $.32 per mile. Requests for reimbursement should be made in a timely fashion, usually within two weeks of return.

Those traveling on College business also are provided with Travel Accident insurance coverage. The coverage insures against accidental death and provides five times the annual base salary of the individual involved in an accident, with a minimum of $50,000 and a maximum of $100,000. The coverage applies to all accidents and includes riding as a passenger on any form of public transportation or driving a personal car. Further details are available from the Business Office.

Affirmative Action Policy :: Table of Contents :: Salary and Benefits