The following position types are recruited and managed through RICEWorks. Click on each position type in order to learn more.
Staff hires are posted through RICEWorks, an on-line applicant tracking system. This is also a tool to:
- maintain all staff job descriptions,
- initiate postings for staff job vacancies, including those approved for affirmative action waiver
- collect applicant pools for hiring managers’ review, and
- complete the hiring proposal/affirmative action review.
For purposes of employment at Rice University, we will define a “foreign national” as someone who is not a U.S. citizen or a legal permanent resident.
Providing Proof of U.S. Work Authorization
Employment (the ability to provide services and to be paid for services) for all employees is conditional upon proof of authorization to work in the U.S., which is accomplished through the completion of an I-9 Work Authorization form on or before an employee’s first day of work. A list of acceptable identification documents is noted on the form. When a foreign national completes the I-9 form in the Human Resources office on or before their first day of work, they must provide documentation showing authorization to work in the U.S. This documentation will also include the length of time for which they are authorized to work. When a foreign national is selected to fill a vacant position, they must be notified that their employment will end at the expiration of their work authorization period. If work authorization is extended then employment may also be extended for that same period of time. At that time, the foreign national must visit the Human Resources office and update their I-9 form and provide proof that work authorization has been extended.
Sponsoring a Foreign National
In many situations, the prospective employee will not have U.S. work authorization and will need to obtain work authorization either through work sponsorship or an invitation as an international scholar. In these situations, consult with the Office of International Students and Scholars via phone, e-mail, or in person to confirm which type of visa is appropriate based on the specific situation. Once a determination is made regarding which visa is appropriate, OISS will direct you to your next steps. Some of the most common visa types and associated procedures are noted here:
There are several ways to find a temporary employee:
- Use one of our preferred temporary staffing agencies.
- Rice University has agreements with two temporary staffing vendors that extend discounted rates for their services to Rice University departments. These agencies can assist with ASAP/same day temporary assistance, short-term, and long-term assignments. Each agency does skills evaluation, references, and background check on their employees.
- Temporary Pools
- The HR Recruitment team manages a temporary pool of applicants in RICEWorks. We can give RICEWorks users access to these pools for candidate review and selection. You have the ability to contact the applicants directly to phone screen or bring in for a face-to-face interview. Once selected, the department simply completes a PAF and the temporary employee reports to the HR Services office to complete the necessary temporary employee paperwork on or before the first day of employment at Rice University.
- Post in RICEWorks.
- Personal Referrals.
Preferred Staffing Agencies
Temporary job orders may be placed directly with the assigned representative at either agency. If this is a short-term need, you may want to simply select one agency and ask for the best available person to start on the desired date. If this is a long-term need, you may want to contact both agencies, request resumes and set up interviews before making a selection. Any issues, concerns, or positive feedback should be shared with the agencies in a timely manner. Temporary employees from the agencies are considered complementary appointments at Rice University. Please click here to view our preferred temporary staffing vendors.
If you need additional guidance or assistance in this process, your HR Recruiter will be more than happy to assist.
To secure a temporary employee through a staffing agency, follow these steps:
- Work with the staffing agency to find the temporary employee and set up a billing process.
- Submit a Personnel Action Form (PAF) for a complimentary appointment if the temporary employee needs access to Rice email, banner, etc.
- Submit a Personal Data Form.
When you decide on a selected candidate as a Rice Temporary Employee, follow these steps:
- Submit a PAF through your department's approval process.
- If this is for an exempt temporary employee, include a job description.
- Submit approved PAF to Human Resources (MS-92).
- Send the new employee to Human Resources on his/her first day to complete the new hire forms. Make sure they take their I-9 work authorization documents (see page 5 of the Employment Eligibility Verification Form for more information).
Additionally, review this New Hire Checklist as a resource for things that may need to be set up during the first few days for work for a temporary employee.
Recruitment of Postdoctoral Associates and Fellows is managed by the hiring department. The posting is either advertised through RICEWorks with all application materials coming through the system or managed by the hiring department with all applications materials being sent directly to the department contact. The specific process is determined by academic school. Please refer to the Dean’s office for guidance on this process for your department.
Affirmative Action review is necessary for postdoctoral hires, and therefore if the recruitment process if outside of RICEWorks, the review is completed with the Affirmative Action form for Faculty and Postdoctoral Searches available on the HR Forms section of the Human Resources website. A new postdoctoral associate/fellow should be directed to the HR Services office in the 3rdfloor of the Cambridge Office Building (COB) on or before their first day of service to complete employment documents. Hiring departments should arrange for the Personnel Action Form (PAF) and signed offer letter to be sent to HR Services (MS 92) as soon as possible in the process.
Once the hiring process has been completed, and an offer has been made and accepted, the department should send the following to Human Resources:
- Completed Personnel Action Form (PAF) with all appropriate signatures (Sample PAF – Post-Doctoral Associate)
- Affirmative Action Recruitment Report signed by the Director of the EEO/AA Office
- Vitae or Resume
- Any correspondence or other documents important to the hiring process for each candidate including offer letter
At Rice, regular staff positions are posted for applications and go through a competitive search process. Under special circumstances, departments may request a waiver of the posting requirement from the director of Equal Employment Opportunity and Affirmative Action (EEO/AA). The request will be reviewed and either approved or denied. If denied, a full search must be completed. Each request for a posting waiver is reviewed based on the individual circumstances. Below are examples of some situations in which a posting waiver request may be appropriate:
- Internal departmental promotions. Development and growth opportunities for Rice employees are encouraged, and in most situations, an affirmative action waiver is appropriate for an internal departmental promotion.
- Positions requiring a unique or rare skill set and for which posting the position is unlikely to identify a pool of quality applicants.
- Critical situations requiring that an individual be in place within an extremely short time frame.
To initiate a request for a posting waiver:
- Contact the director of EEO/AA to discuss before initiating any actions with the individual to be hired or moved to a new position.
- The official waiver request will be submitted through the posting on RICEWorks. When creating a new posting, there will be a section called “Posting Documents”. Create the waiver request or attach a document with the waiver request details. The request should include the name of the individual that is to be to hired into the position. These documents may attached (waiver request, CV or resume of candidate, e-mail, etc.).
- When submitting the posting, it needs to be sent to EEO/AA for review before coming to HR Recruitment for posting.When approved by EEO/AA, the posting will be sent to HR Recruitment for posting. The EEO/AA approval is captured electronically, eliminating any need for manual documentation to be attached. **Please note that if EEO/AA office does not approve the waiver, the posting will be returned to the department or sent on to HR Recruitment for posting to the general public.
- If the waiver is approved, HR Recruitment will post the position for non-recruitment and the job will not be displayed to the general public.
- The applicant reviewers will receive an e-mail containing instructions and a link to the posting. The hiring manager or appropriate department representative will need to send the posting link to the candidate so he/she may apply to the position posting.
- Once the individual has applied for the position, please notify your recruiter so they can move the application under department review. The hiring manager will then follow the normal hiring process in RICEWorks.