• 101. Equal Opportunity and Affirmative Action
• 102. Recruitment
• 103. Internal Mobility
• 104. Skill Testing of Applicants
• 105. Reference Checks
• 106. Administrative Hiring Process
• 107. Medical Examination
• 108. Citizenship Verification for Employment Eligibility
• 109. Background Checks and Drug Testing
• 110. Dual Employment
• 111. Special Employment Circumstances
• 112. Employment of Temporary and Casual Personnel
• 113. Definitions of University Seniority
• 114. Re-employment and Its Effect on University Seniority
• 115. References/Outside Inquiries Concerning University Personnel
• 116. Access to Personnel Records
• 117. Eleven Month Employment Program

 

101. Equal Opportunity and Affirmative Action

Category: EMPLOYMENT
Issued: January 1, 1993
Revised: January 2001
Responsible Office: Employment and HR Client Services (212) 851-7008

Columbia University is committed to providing a working and learning environment free from unlawful discrimination and to fostering a nurturing and vibrant community founded upon the fundamental dignity and worth of all of its members. It is an equal opportunity and affirmative action employer. It does not discriminate against or permit harassment of employees or applicants for employment on the basis of race, color, sex, gender (including gender identity and expression), pregnancy, religion, creed, national origin, age, alienage and citizenship, status as a perceived or actual victim of domestic violence, disability, marital status, sexual orientation, military status, partnership status, genetic predisposition or carrier status, arrest record, or any other legally protected status.

The University's Office of Equal Opportunity and Affirmative Action has been designated to coordinate compliance activities under each of the programs referred to above. Any employee who believes that he or she has been denied equal opportunity should contact this Office, which may informally investigate complaints and offer advice and counsel on questions relating to equal opportunity and affirmative action, including information about applicable formal grievance procedures and agencies where complaints may be filed.

 

102. Recruitment

Category: EMPLOYMENT
Issued: January 1, 1993
Last Reviewed:  September 19, 2007
Responsible Office: Employment and HR Client Services (212) 851-7008

In general all administrative positions, including senior and executive level positions, must be posted through the Jobs At Columbia (JAC) website. Grades 10-13/103-105 must be posted for a minimum of five (5) business days.  Grades 14/106 and above require a longer posting period of 14 calendar days.

All recruitment activities must be consistent with the University's commitment to the principle of equal employment opportunity.

To maintain this commitment, the University requires that all full-time, part-time and certain temporary positions be requisitioned and posted for at least five (5) business days.  Some positions may require longer posting periods. For temporary positions grade 14/106 and above, please consult Human Resources for posting requirements.

 

103. Internal Mobility

Category: EMPLOYMENT
Issued: January 1, 1993
Last Reviewed:  July 1, 2004
Responsible Office: Employment and HR Client Services (212) 851-7008

Columbia University's policy is to ensure opportunity for internal mobility consistent with the University's commitment to equal employment opportunity and affirmative action.

 

104. Skill Testing of Applicants

Category: EMPLOYMENT
Issued: January 1, 1993
Last Reviewed:  July 1, 2004
Responsible Office: Employment and HR Client Services (212) 851-7008

To ensure that the use of tests does not adversely affect the employment of anyone, especially women, minority persons or other protected groups, and does not violate the Equal Employment Opportunity laws, Human Resources and the Office of Equal Opportunity and Affirmative Action must approve all tests used as criteria for employee selection.  Human Resources will evaluate the test to ascertain whether it is predictive of or significantly correlated with important elements of the job requisition description.  Tests are considered valid only if they directly evaluate the same skills the applicant is expected to use in the performance of stated duties.

A hiring department may conduct an approved test only in those areas where similar tests are not administered in Human Resources.  If a test for a particular job opening has been disapproved, the hiring department may not give the test to any applicant.  Hiring departments will attach to the job requisition any proposal for testing with an explanation of the relationship of the skills tested and the skills required for job performance.

 

105. Reference Checks

Category: EMPLOYMENT
Issued: January 1, 1993
Last Reviewed:  July 1, 2004
Responsible Office: Employment and HR Client Services (212) 851-7008

The policy of Columbia University is to perform reference checks on prospective employees.

 

106. Administrative Hiring Process

Category: EMPLOYMENT
Issued: January 1, 1993
Revised: September 19, 2007
Responsible Office: Employment and HR Client Services (212) 851-7008

As part of its commitment to equal employment opportunity and affirmative action, the University has established an Administrative Hiring Process for all applicants.  An applicant is defined as one who applies for a specific position and meets the minimum posted qualifications for that position.

The University wants to hire, develop and retain the best employees for every job.  We take steps to identify and encourage highly qualified applicants to apply for jobs.  We try to make the hiring process as clear and as easy as possible for applicants and managers.  The University is an equal opportunity employer and its recruitment policy is aligned with its policies on Equal Opportunity and Affirmative Action.

Please see the University’s Human Resources website for further information and the Administrative Officer Hiring Process Quick Guide (PDF).

 

107. Medical Examination

Category: EMPLOYMENT
Issued: January 1, 1993
Revised: July 1, 2004
Responsible Office: Employment and HR Client Services (212) 851-7008

The University may require medical examinations of selected employee groups as a condition of employment.  Applicants for positions within these selected groups will be notified of this requirement during the job interview and the medical examination will be arranged by the hiring unit after a conditional offer of employment has been made.

 

108. Citizenship Verification for Employment Eligibility

Category: EMPLOYMENT
Issued: January 1, 1993
Revised: July 1, 2004
Responsible Office: Employment and HR Client Services (212) 851-7008

Columbia University is required to comply with federal laws and regulations concerning verification of employment eligibility and associated record keeping for employees hired to work in the United States.  To this end, certain members of Columbia staff have been designated to assist the University in such compliance.  The University offers annual training and conducts periodical internal audits, as the University deems necessary.  Departments should always have at least one staff member who has received training in using the federal I-9 form to verify employment eligibility.

Verification of employment eligibility must be made within seventy-two (72) hours of employment.  The law applies to both foreign nationals and United States citizens.

Anyone with questions regarding any aspect of employment and/or identity verification, or any Columbia representative responsible for I-9 authorization who would like either additional training or training between regularly scheduled training sessions, should contact the appropriate HR service manager.

 

109. Background Checks and Drug Testing

Category: EMPLOYMENT
Issued: January 1, 1993
Last Reviewed:  August 17, 2006
Responsible Office: Employment and HR Client Services (212) 851-7008

It is the policy of the University to provide and ensure a safe and secure environment for all members of the University community and its property.  As part of this mandate, background checks and drug testing may be required of prospective employees who have already received a bona fide offer of employment, depending on the nature and duties of the position(s) sought.  The University may also require applicants to undergo fingerprinting as a condition of employment.  Applicants for such positions will be notified of this requirement during the job interview.

Any hires working in areas having access to confidential information will be subject to a background check, including credit and criminal history.

Any department that can demonstrate a need to conduct pre-employment background checks and/or drug tests on a class of positions or a finalist for an open position, must first receive authorization from Central HR (AVP, Employment and HR Client Services at Morningside Heights or AVP, Human Resources at Medical Center).  If appropriate, Central HR will authorize the check, receive the results and determine whether further action is warranted.  The use of information obtained by this policy will be in compliance with all applicable laws.

 

110. Dual Employment

Category: EMPLOYMENT
Issued: January 1, 1993
Last Reviewed:  July 1, 2004
Responsible Office: Employment and HR Client Services (212) 851-7008

Dual employment occurs when an employee holds two or more paid positions in more than one department.  When one of the positions requires a full-time work week, the employee will not be hired by another department to fill a regular full or part-time position.

When an employee holds a position that requires less than a full-time work week, the employee may be hired by another department for part-time duties so long as the regularly scheduled work week does not exceed 35 hours.  However, the additional work must be authorized by the unit where the employee was initially hired.  When hourly rates differ between the departments, the higher rate will be paid by both departments.  The department that first hired the employee will be responsible for all payroll forms for administrative purposes.

Occasional overtime must be paid by the department that exceeds the scheduled hours.

If an employee is initially hired to perform two part-time jobs which constitute a permanent full-time position and one is subsequently eliminated, the employee has the option of retaining the remaining part-time position or accepting a layoff. 

 

111. Special Employment Circumstances

Category: EMPLOYMENT
Issued: January 1, 1993
Revised: August 17, 2006
Responsible Office: Employment and HR Client Services (212) 851-7008

Employment of Minors 

Applicants between the ages of 16 and 18 years of age must have the appropriate work authorization in hand when applying for employment.  No one below the age of 16 will be permitted to work.

Hiring of persons between the ages of 16 and 18 requires the approval of HROS prior to the applicant being hired.  This approval is based upon a review of a completed job description to ensure compliance with legal limitations on the employment of minors as well as the possession of the appropriate work authorization.

Employment Beyond Age 70

Even though there is no longer a mandatory retirement age, it is essential that employees notify HR Faculty and Staff Services when they have reached their 70th birthday to be properly counseled regarding the impact of their continued employment on their pensions and other benefits.  Further information about retirement benefits is also available at http://www.hr.columbia.edu/hr/benefits/page-section.html.

Employment of Persons Convicted Of Crimes

An applicant will not be denied employment because of his or her conviction record unless there is a direct relationship between the offense and the job or unless hiring would present a risk.  Moreover, employment may be restricted by federal, state or local laws which limit positions with certain specific job requirements.  Such applications must be reviewed and approved by the Vice President for Human Resources.

Employment of Persons with Disabilities

In compliance with applicable laws, the University makes reasonable accommodations to the known physical or mental limitations of otherwise qualified individuals with disabilities, unless doing so would impose undue hardship on the University or pose a direct threat to the health or safety of the individual or others.  An otherwise qualified individual with a disability is a person who, with or without reasonable accommodation, can meet all of the selection criteria and perform all of the essential functions of an employment position held or desired.

Employment of Persons Who Use Illicit Drugs

The University will not knowingly employ persons currently using illicit drugs.  Also, the University Policy on Drugs and Alcohol prohibits the possession, use, manufacture and distribution of illicit drugs on University premises.

Employment of Persons Formerly Using Drugs

The University does not take former use of illicit drugs into account in employment decisions unless required to do so by federal, state or local law.  Such applications must be reviewed and approved by the Vice President for Human Resources.

Employment of Relatives

The University encourages its employees to recommend to the University friends and relatives who are interested in working at the University.  However, relatives may not be employed within the same work area nor may any employee work under the direct or indirect supervision of a member of his or her immediate family or household without the prior written approval of the Vice President for Human Resources.  A relative is defined as a spouse, parent, grandparent, child, mother or father-in-law, brother, sister, or close family member.

Employment of Former Columbia University Employees

When hiring a former Columbia University employee, departments  should encourage the employee to contact HR Faculty and Staff Services to discuss the employee’s seniority date and the impact of prior service on pensions and waiting periods.

 

112. Employment of Temporary and Casual Personnel

Category: EMPLOYMENT
Issued: January 1, 1993
Revised: August 17, 2006
Responsible Office: Employment and HR Client Services (212) 851-7008

All temporary hires working in areas having access to confidential information will be subject to a background check, including credit and criminal history.

Short-Term Casuals

Short-term casual employment is limited to a maximum of 560 hours in a rolling twelve-month period (unless the hire is to replace a specific employee on an authorized leave of absence, in which case the employment may continue on the casual payroll until the regular employee returns).  When the 560-hour limit is reached, a casual may either be hired as a regular employee or terminated.  Any casual employee who has worked the maximum number of hours in a rolling 12-month period may not be employed as a casual anywhere within the University.

If a department chooses to hire a short-term casual as a regular or temporary university employee, all normal Columbia University policies and procedures for hiring new employees apply, including job posting (for all bargaining-unit positions and for all officer positions lasting longer than 12 months), interviewing of applicants, and submission of any applicable monitoring paperwork.

The casual payroll policy does not change the collective bargaining agreement limitations defining when an employee becomes a regular employee.  Thus, as long as the employee works at least the minimum number of hours (20 per week except 10 per week for 1199), the employee is subject to the collective bargaining agreement after four (4) months—three (3) months for 1199 members—if the job is a union-represented position.

Where the job performed by the casual employee is comparable to an existing position, the casual employee's salary should be no less than the minimum pay grade for that position.  However, if work is not substantial enough to be classified according to current pay grades (e.g., stuffing envelopes), rates outside of the range can be considered.

This policy does not apply to casuals who are full-time Columbia students.

Adjunct faculty and instructors in Continuing Education and Special Programs who are paid by the course (and not by the hour) are excluded from the requirements of the University's casual and temporary employee hiring policies.

Temporary University Employees

Temporary University employees are also hired for special projects and as replacements.  As long as they are hired for periods longer than four months (which is generally the case), full-time university employees hired on a temporary basis are eligible for the same benefits as long-term employees.  Part-time employees are generally not eligible for fringe benefits unless they work more than 20 hours (10 hours for 1199) and perform support-staff level duties.  Consult the applicable collective bargaining agreement for more information.  (Part-time officers do not receive benefits.

Temporary University employees whose positions are covered by a bargaining agreement are covered by that agreement.  Employees in collective bargaining unit positions must receive at least the minimum stated weekly rate, depending on classification.  To have the position appropriately classified, contact your Employment and HR Client Services service manager at (212) 870-2425.

 

113. Definitions of University Seniority

Category: EMPLOYMENT
Issued: January 1, 1993
Last Reviewed:  July 1, 2004
Responsible Office: Employment and HR Client Services (212) 851-7008

University Seniority

University seniority is the number of completed years, months and days of full-time service to the University.  However, regular support staff employees who work on a part-time basis at least twenty (20) hours per week also accrue University seniority.  The University uses this to establish eligibility for various benefit and pension programs, for vacation entitlement and for promotion.  University seniority also determines layoff pay.

Adjusted University Seniority

An adjusted seniority date may occur because an employee has been absent from University employment because of breaks in service.  (See Policy 303: Seniority Status while on Unpaid Leave). 

 

114. Re-Employment and Its Effect on University Seniority

Category: EMPLOYMENT
Issued: January 1, 1993
Last Reviewed:  July 1, 2004
Responsible Office: Employment and HR Client Services (212) 851-7008

If an employee is terminated and is rehired within thirty (30) days of the termination, the University seniority date will not change.  If an employee is rehired more than thirty (30) days after termination the University seniority date will be adjusted to reflect the period of prior service unless the break in service equals or is greater than (a) the period of prior service or (b) five (5) years in which case the employee will receive no credit for prior service.

 

115. References/Outside Inquiries Concerning University Personnel

Category: EMPLOYMENT
Issued: January 1, 1993
Last Reviewed:  July 1, 2004
Responsible Office: HR Information Services (212) 851-2840

All outside inquiries for routine information concerning past and present employees of the University must be referred to  HR Information Services in order to ensure the confidentiality and accuracy of personnel information.

If outside inquiries for routine information are received in the employee's school or department, they must be forwarded to HR Information Services for reply.

Human Resources will verify only such routine personnel information as name, social security number, dates of employment, and position title provided by the inquirer.  No additional information will be provided unless authorized in writing by the employee. 

 

116. Access to Personnel Records

Category: EMPLOYMENT
Issued: January 1, 1993
Last Reviewed:  May 1, 2008
Responsible Office: Employment, Employee Relations and HR Client Services, (212) 851-7008

Employees may review the contents of their university personnel file during business hours by making an appointment with the Office of Employment, Employee Relations and HR Client Services.  However, the contents of the file remain the exclusive property of the University.  Copies of materials contained in the file may be made only by requesting in advance and obtaining the approval of the Office of Employment, Employee Relations and HR Client Services.

It is the policy of the University to furnish information contained in the employee's personnel file when a lawful subpoena or court order has been properly served by one having the authority to do so.  In general, the University will notify the employee of such a request when it is received.

 

117. Eleven Month Employment Program

Category: EMPLOYMENT
Issued: January 1, 1993
Revised: January 1, 2004
Responsible Office: Employment and HR Client Services (212) 851-7008

The University’s Eleven Month Employment Program is designed to promote flexibility within the work environment as well as enhance job opportunities.

When operationally feasible, a department head may request that a newly created or vacant full-time officer level position be designated as an 11-month position.  The time off must be a continuous 30-day period.

An officer in a full-time position may apply to his/her department head for the 11-month employment program.  It is the department head’s responsibility to review the request and to determine whether or not it is operationally feasible.

Once a position has been designated an 11-month position, it cannot be reverted to a regular 12-month position within a year of being filled, if a newly created or vacant position, or within a year of the date of agreement with an incumbent officer.

Highlights of the program include:

• Salary paid at the rate of 11/12ths of annual salary over a 12-month period
• Continuation of full-time benefits (including health insurance coverage and vacation)
• Continuation of full-time employment status

A Letter of Agreement must show the 11-month salary (current annual salary multiplied by 11/12) and identify the designated and agreed-upon 30 days to be taken off.  The signed Agreement, along with a CSAR and job description, must be submitted to HROS for approval.  Upon approval, a Personnel Action Form (PAF) showing the revised monthly salary must be forwarded to HROS, along with a signed copy of the Agreement.

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