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  4. Department Recruitment Procedures
Veterans' Preference

All individuals listed on the recruitment applicant summary who have "veterans' preference verified" listed under the military status section must be offered an interview. It is not optional and it does not matter where their score ranks on the initial screening document.

Changes to the State's Veterans' Preference policy as authorized by 2008 Substitute for House Bill 2562 became effective on July 1, 2008. They are summarized below.

*_New provisions for Veterans. Preference - (K.A.R. _**_1-6-21)_**__*

Effective immediately for all classified positions eligible for Veterans. Preference.

  • Provisions now include the *_spouse _*of Veterans who are determined eligible for Veterans. Preference in accordance to the State of Kansas Veterans. Preference policy, K.S.A. 73-201. This provision applies to the spouse of a disabled Veteran, spouse of a POW or unmarried spouse of a deceased Veteran.
  • Within 30 calendar days of filling a position, applicants with "Veterans' Preference Verified" indicated on the Applicant Summary must be notified by *_certified mail_* if they were not selected for the position.
  • Only those applicants certified as Veterans who meet both the minimum requirements and the preferred selection criteria for the position are required to be offered an interview and considered for the position.
  • Criteria used to determine whether an applicant is qualified for the position must be signed and dated by the Appointing Authority or the Appointing Authority.s designee.
Kansas Employee Preference

Employees who have been laid off after June 8, 2002, are eligible for Kansas Employee Preference. If a classified employee who has been laid off meets the minimum requirements for a vacant position and they present a copy of their Kansas Employee Preference letter to the Division of Human Resources, recruitment will cease and the individual will be entitled to claim the position.

Related Information

Department Recruitment Procedures

Procedures for Filling Classified Vacancies

  1. Documents to Submit for Recruitment
  2. Recruitment Materials Received
  3. Screen Application Materials
  4. Prepare to Interview
  5. Interview Candidates
  6. Selection/Hire
  7. Complete the Process

These procedures are for departments filling classified positions. Refer to the Office of Affirmative Action for the Unclassified Recruitment and Selection Procedures for unclassified faculty and staff positions.

Documents to Submit for Recruitment
Receive Recruitment Materials from the Division of Human Resources, Employment Services
  • Applicant Summary of Eligible Candidates.
  • Original Application Materials of all candidates
    Note: Original Application Documents are submitted to departments without HR retaining a copy. The hiring department is responsible for safeguarding the application documents. After the recruitment is completed, the original documetns are returned to HR and retained as part of the permanent recruitment file. Departments may retain a copy of the documents for their recruitment file.
  • Copy of Request for Certified Names, (PER-5).
  • Position Summary used for Recruitment.
Screen Application Materials
  • Evaluate the application materials of each applicant based on the screening criteria listed on the AA-28 and enter the ratings and scores on the AA-28.
  • Select the applicants whose scores rank them suitable candidates to interview.
  • Departments must interview a minimum of three candidates.
Prepare to Interview
  • Contact the Office of Affirmative Action at 532-6220 for approval to interview prior to contacting applicants for an interview.
  • Contact applicants selected for interview and approved by Affirmative Action.
  • Advise applicants that Parking Permits are required on campus
    Refer applicants to the Information Booth by the Union or Parking Services at 108 Edwards Hall or to the metered parking.
  • Send letters to candidates not selected for interview. See sample letter (pdf)
Interview Candidates
  • Make notes of the interviews.
  • Contact references only after applicant is interviewed.
Selection/Hire
  • Contact Office of Affirmative Action at 532-6220 for approval.
  • Submit to Human Resources candidate(s) of choice for Background Check.
  • Offer the position to candidate.
  • If the offer is accepted, set start date agreeable for hiring department and new hire.
  • Complete the PER-10, including reason for selection and forward to Office of Affirmative Action for signature approval.
  • Notify all other candidates that the position has been filled.
  • Applicants not selected who have Veterans' Preference verified must be notified by certified mail within 30 days of selection.
Complete the Process
  • Complete appropriate paperwork for hiring classified employees.
  • Send the original documents for recruitment back to Human Resources, Employment Services:
    • Applicant summary of eligible candidates.
    • Application materials including cover letters, resumes, transcripts, etc.
    • Completed AA-28 listing all applicants, screening criteria, rating and scores.
    • Completed PER-10 with signature from Affirmative Action and include reason for selection.
  • Send copies of
    • Appointment form,
    • Example copy of letter sent to the other applicants stating the position has been filled.
    • PER-5 with checklist of forms completed.

These procedures are for departments filling classified positions. Refer to the Office of Affirmative Action for the unclassified recruitment and selection procedures for unclassified faculty and staff positions.