Policy Library Section Header

Page title

HOP 3.1.3 Hiring, Promotion, and Transfer of Employees

Main page content

Sec. 1 Purpose

The purpose of this policy is to outline the responsibilities of all parties in the hiring process and to ensure the fair and impartial recruitment and selection of employees in accordance with applicable laws, rules, and U. T. System Administration policy.

Sec. 2 Exceptions

Exceptions to this Policy may occur in the filling of positions that report directly to the Chancellor or when approved by the Chancellor or his designee.

Sec. 3 Equal Employment Opportunity Statement

The University of Texas System Administration is an equal opportunity/Affirmative Action employer and is committed to the recruitment and selection of highly qualified employees without regard to race, color, sex, sexual orientation, gender identity/expression, pregnancy, religion, national origin, age, disability, genetic information, citizenship status, veteran status, or any other basis protected by federal, state, or local laws unless such distinction is required by law. U.T. System prohibits discrimination against any individual on any basis prohibited by applicable law.

Sec. 4 Recruitment Procedures

4.1 All regular positions must be recruited through the posting of vacancies or, in some cases, through a search firm with notification to the Office of Talent and Innovation (OTI).

4.2 The hiring department or designee must submit a job posting request, which is reviewed and approved by the hiring manager and OTI. The requirements for the position must meet the minimum qualifications set forth in the job classification description. OTI will review and place all external advertisements and identify U. T. System Administration as an Equal Opportunity/Affirmative Action Employer.

4.3 Approvals for Job Postings.  OTI will ensure that all requisite approvals are obtained before a job is posted. All positions with budget impact will be approved by the appropriate department head and Chief Budget Officer via PeopleSoft eForms before posting.

4.4 Vacancies may be posted internally only or internally and externally (open to the public). Requests for variances to this section must be directed to OTI.

4.5 All vacancies posted for recruitment must be posted for a minimum of five consecutive workdays. Any variance from this requirement must first be reviewed by the OTI and then receive the appropriate executive approvals.

Sec. 5 Security Sensitive Positions

All positions at U. T. System Administration have been designated as security-sensitive. All postings and advertisements will identify positions as security-sensitive and state that a criminal background check will be conducted. (See HOP 3.1.2, Criminal Background Checks)

Sec. 6 Applying for Positions

6.1 Applicants may not be considered for a position until a completed application for employment or approved equivalent is submitted to OTI, including any supplemental materials required by the job posting.

6.2 A regular employee of U. T. System Administration is eligible to apply for job openings outside of their current department provided they have been employed for a minimum of six continuous months. An employee interested in transfer opportunities must submit an application to be considered for any posted position.

6.3 An applicant will be disqualified from consideration for employment with U. T. System Administration if the applicant makes a false statement on the application form or during the interview process, has committed fraud during the application or selection process or is not legally permitted to hold the position.

Sec. 7 Interview and Selection

7.1 The hiring manager or designee is responsible for selecting qualified applicants to be interviewed and scheduling appointments with individuals from the pool. OTI provides hiring managers or designee access to an applicant screening selectin matrix and interview templates to use as tools that objectively compare an applicant's qualifications to a job posting and to other applicants for the position. 

7.2 The hiring manager or designee will ensure that all applicants selected for interview have submitted a completed U. T. System Administration application for employment directly to OTI on or before the date the applicant is scheduled to be interviewed. Any supplemental materials required of applicants by a job posting must be received for an applicant to be considered for an interview or selection for hire.

7.3 Prior to conducting the final round of interviews the hiring department will provide a list of the finalist(s) to OTI. OTI will check a minimum of two references provided by the selected finalist(s) before an offer of employment may be extended. This requirement applies to internal and external candidates, exceptions to this requirement must be reviewed and approved by OTI.

7.4 The hiring manager must consider all qualified applicants with complete applications before making an offer of employment.

7.5 OTI provides the hiring department resources to guide the interview and selection process.

7.6 The hiring department or designee is responsible for ensuring a consistent, equitable and fair process.

7.7 The hiring manager or designee must update the disposition status of all applicants in the applicant tracking system. This update confirms that a review of the candidate pool and qualifications was conducted. This provides an opportunity for OTI to address any discrepancies or inequities with the recruiting efforts for Equal Employment Opportunity compliance.

Sec. 8 Employment Preference

8.1 Before making a hiring decision, the hiring manager will review the materials submitted by all applicants to determine if any applicants are eligible for a veteran’s employment preference in accordance with Texas Government Code Chapter 657 or former foster children preference in accordance with Texas Government Code Chapter 672.

At the time of application, applicants are able to self identify as being eligible for the preference under Texas Government Code Chapter 657.003, which states in part:  “An individual who qualifies for a veteran's employment preference is entitled to a preference in employment with or appointment to a public entity or for a public work of this state over other applicants for the same position who do not have a greater qualification.”

8.2 If an applicant who claims eligibility for the veteran’s preference has qualifications that are superior to all other applicants, the hiring manager may submit that applicant’s name to OTI as the applicant recommended for hire for review. If an applicant who claims eligibility for the veteran’s preference has qualifications that are equal to the qualifications of the most qualified candidate, the hiring manager will notify OTI immediately for review. After a review of the applicants’ materials and, if necessary, requesting additional material from the applicant(s) claiming a preference, OTI will evaluate whether the applicant qualifies for the preference. The hiring manager will make the employment selection accordingly.

8.3 Former foster children are eligible for employment preference under Texas Government Code Chapter 672.002, which states in part:  “An individual who was under the permanent managing conservatorship of the Department of Family and Protective Services on the day preceding the individual's 18th birthday is entitled to a preference in employment with a state agency over other applicants for the same position who do not have a greater qualification.”

8.4 Persons claiming an entitlement to the veteran or former foster children employment preference in accordance with Texas Government Code Chapter 657 and Texas Government Code Chapter 672 and who are aggrieved by an adverse hiring decision by U. T. System Administration may file a written complaint with the Office of the Chancellor. Within 15 days of receipt of the written complaint, the Office of the Chancellor shall review the complaint and may render a different employment decision if it is determined that the employment preference under these chapters was not applied. The decision of the Office of the Chancellor shall be final.

Sec. 9 EEO Review and Verifications of Selected Finalist

9.1 A conditional written job offer may be extended to the finalist following approval of OTI and the department head. The written offer must contain a statement that the offer of employment is contingent on the completion of satisfactory pre-employment inquiries as performed by OTI. The selected finalist must acknowledge the terms of the offer by returning a signed copy of the letter to the hiring manager. The hiring manager will forward a copy of the letter to OTI.

9.2 OTI will complete a criminal background check, and verify any academic degrees claimed by the selected finalist prior to the start of employment, regardless of whether a degree was a required qualification.

9.3 If the position requires routinely driving on U. T. System business a driving record check must be completed on the selected finalist prior to the start of employment

9.4 The effective date of a promotion or transfer within U. T. System should be mutually agreed upon between the two departments involved. The change will normally be effective after the employee gives notice of two weeks or 10 workdays.

9.5 The hiring department must complete the applicable eForm action and route it to OTI prior to the employment start date of the applicant selected.

9.6 Applicants who are interviewed but not selected for a position will be notified by the hiring department.

9.7 An employee or applicant who believes they have been discriminated against, retaliated against, or denied a promotion, transfer, or hiring opportunity may submit a complaint to the Office of Talent and Innovation per HOP 3.1.1 Equal Employment Opportunity.

Sec. 10 Recordkeeping

All materials resulting from the recruitment process (e.g., interview notes, reference check records, etc.) must be collected from all parties involved and forwarded to OTI at the completion of the process by the hiring manager or designee. OTI will retain selection materials in accordance with the U. T. System records retention schedule.


Regular Position - a position that entails at least 20 hours per week for a period of at least four and one-half continuous months.

Workday - Workdays include weekdays when U. T. System Administration does not observe a holiday. Workdays will include optional holidays. One workday will be considered elapsed at the completion of eight full workday hours.