|Keep an eye out! Our revised toolkits will be available soon. We have recently launched more EPAFs and our processes will be updated to reflect the changes. Thank you for your patience.|
Departments may hire an individual as a non-regular employee, without advertisement, provided the job duties and responsibilities correlate to a standard position classification and the incumbent meets the minimum qualifications. It is very important to identify the correct classification prior to beginning any hiring action because it will identify the exemption status of employment. Hiring departments can review the current classifications through our NMSU Jobs system (PeopleAdmin) by conducting a search by classification.
For Temporary Staff, the hiring department must submit an e-hire at the SA/PTO stage and forward copies of the resume, transcripts and other application materials utilized to determine that the incumbent meets the minimum requirements of the position classification. A Sensitive Duties Checklist is also required to determine if a background check must be completed (see Making the Offer below). The Hiring Procedures for E-Hire are located in Hiring Procedures II Manual, under the Documentation section. In order to initiate the e-hire you must have a position number. Information related to the position numbers is listed below each of the two categories.
For Term Staff appointments, the hiring department must submit through PeopleAdmin. The background check procedures for regular employment apply to this category.
You must determine the appropriate non-regular employment category prior to making any offer of non-regular employment. The hiring action must be completed prior to the employee’s first day of employment to ensure he/she understands the conditions of employment. Non-regular employment categories are fully defined in policy 4.30.10. If the non-regular employment changes, we encourage you to terminate the current position immediately and hire into the appropriate category.
|Position||Description in Brief|
|Definition: Temporary staff employment is a status for individuals hired for short or long-term employment periods usually to meet general operating requirements. The standard work hours are typically fixed with little variability.
FTE: Not to exceed .74 FTE with a maximum average of 29 hours per week for the employment period.
Hiring System: E-Hire (Banner)
|Definition: Term staff employment is a status for individuals hired for a predetermined length of time specified in a written offer letter at the time of hire.
FTE: Not less than .75 FTE and not to exceed 1.0 FTE.
Hiring System: PeopleAdmin
Rights for Non-Regular Staff Positions
- No grievance rights. This does not apply for complaints involving any type of unlawful discrimination, which shall be filed with the NMSU Office of Institutional Equity and shall follow NMSU Policy.
- Not eligible for salary increase, in-range adjustments, reclassification, promotion, transfer, retention, counter offers, etc.
Advertising the Position
Advertising is optional for non-regular positions; however, employees in non-regular positions may not be hired into a regular employment position without a competitive recruitment process. Exceptions to the recruitment process require written approval by the Asst. Vice President of HR Services.
Non-regular employment offers must be at the minimum/entry of the NMSU Pay Level Salary Table for the corresponding pay level of the position classification identified based on the duties to be performed.
A draft offer letter must be forwarded to central HRS to obtain approval to extend the offer. The start date will be a future date allowing for time to process, and it is highly recommended that it coincide with the beginning of a new pay period. Central HRS will conduct a standard review, including but not limited to verification of qualifications, etc.
Once all approvals are received, central HRS will approve the SA/PTO and an automated notification is sent to the Hiring Manager. At this time the Hiring Manager may make a verbal offer to the candidate. Once the candidate has accepted the verbal offer, the Hiring Manager should follow up with the pre-approved written offer letter to the selected candidate. All offers of employment are contingent on a successful background check.
Once the candidate has accepted the offer, the Hiring Department will complete the Hiring Confirmation and submit it to HRS. Depending on answers to the Sensitive Duties Checklist, the candidate may receive an electronic notification initiated by central HRS to complete the Background Check Release (Background Check Process Flow). The Hiring Department will be notified when background check results are received.
Onboarding New Hire
Forms and documents to assist you in this process can be found on the New Employee webpage.
Onboarding Checklist: A checklist has been designed to guide departments with orientation of new employees to the university.