Chapter 4 EMPLOYMENT POLICIES AND RECORDS

4.1 Organization

Employment of administrative and technical employees shall be in accordance with the employment procedure set forth by the University and available in the Human Resources Procedures Manual.

4.2 Authority

The authority to make employment commitments is vested solely with the President and, by delegation, the VPFA for administrative and technical personnel, the VPAA for faculty and academic personnel. No other employee has the authority to make employment commitments. Such commitments should be made only in accordance with policies described in the following chapters and upon completion of the relevant procedures described in the HR Procedures Manual.

4.3 Appointment Types

Limited contract:A position with a regular work schedule considered as a probation period. Depending on the performance of the employee during this period, the decision will be taken as to whether employment should be confirmed or terminated.

Unlimited contract: A position with a regular work schedule contingent upon successful completion of a probation period. It is not limited in time nor restricted to a specific task. 

Project appointment: A position with a full-time schedule for a specific period of time. It is offered to the employee to carry out a specific duty or to finalize a defined project. Although renewal of a contract may be granted, the individual and the University are under no obligation to extend their relationship beyond the initial contract period. Such individuals are not eligible for benefits provided to regular full time positions except as specified in their contract.

Appointment by secondment: Temporary appointment for a specific period of time of an employee who works at an organization other than AUI. Secondment may be on a full-time or part-time basis depending on the needs of the vacant position. Written approval of the original/permanent employer is necessary prior to filling the position.  A formal offer and an acceptance letter are issued by AUI to finalize terms and conditions of employment. 

Internship: May be a student or non-student arrangement for a specific period of time. Internship does not guarantee further employment at AUI.   

Temporary/Hourly appointment: This type of appointment concern seasonal workers in Grounds and Maintenance.

4.4 Employment Categories

It is the intent of AUI to clarify the definitions of employee classification so that employees understand their employee status and benefit eligibility.

Each employee belongs to one of the following categories:

Senior Officers:Individuals in positions with primary responsibility for management and direction of the University, or of a major division of the University. Included in this category are Vice Presidents and Academic Deans.

Administrative Officers: Individuals in positions which require specialized knowledge and are involved in the creation and implementation of policy objectives endorsed by senior officers. They are employed in positions of responsibility that involve managing services, and supervising other employees. This category includes heads of administrative units of director or manager rank.

Administrative Staff: Individuals with specific applied skills or responsibilities which generally require instruction or guidance by supervisors. 

Technical and Service Personnel:All individuals employed in positions related to Security and Grounds and Maintenance.

4.5 Establishing a vacancy

Schools and departments will notify HRM when a vacancy occurs. The occurrence of a vacancy is the opportunity to review and analyze the position. Whenever a job vacancy becomes available, the manager   should consider the following issues:

§Does the position need to be filled? What value does it add to the performance of the service?

§Do the Job Description and/or person specification need updating?

§Will it be more appropriate to offer the job on a temporary or limited basis instead of a permanent contract?

The head of department should refer to Human Resources to discuss and get advice and guidance on suitable alternatives to recruitment. The HRM may suggest a number of possible options to recruitment:

§To reorganize work distribution and add minor adjustments

§To increase an existing employee’s responsibilities within the service concerned

§To redesign job tasks and duties

§To consider restructuring within the related service or department

§To consider part time, limited contract or job share

If the vacancy is a new position within the university, it will need to be evaluated and classified to ensure it is graded appropriately.

4.6 Applicant review and assessment

HRM staff will work in cooperation with unit head to design and place advertisements in the appropriate recruitment sources. Final placement of all ads will be made by HRM.

A hiring committee must be established for the stated position. For positions of directors, associate directors and managers, the hiring committee should consist of, at a minimum, the vice president concerned, the school or department head, the HRM, and an additional administrative or academic personnel. For positions of administrative officers, assistants and technical personnel, the committee may be limited to the school or administrative department head, the HRM manager and the employee’s direct supervisor.

The hiring committee will be responsible for contacting and scheduling personal interviews. For positions of directors, associate directors and managers, a minimum of three candidates should be interviewed. For positions of administrative officers, assistants and technical personnel, a minimum of two candidates should be interviewed. When fewer candidates than required are interviewed, the committee should clearly document the strengths of the limited candidates considered and the urgency of the circumstances. The list of hiring committee members should be approved by the VPFA.

4.7 Internal Applications

AUI provides its employees with the opportunity to indicate their interests in open positions and advance within the University according to their qualifications, skills, competence and experience. In general, all open positions are advertised on the AUI website and on the Intranet, although Al Akhawayn University reserves the right not to post a particular opening.

Internal job opportunities are posted to encourage competency redeployment and personnel movement.  To be eligible to apply for a posted job, employees must have performed competently for at least one year in their current position. Employees who have been subject to a disciplinary action on  file are not allowed to apply for a posted job before they complete twelve months after the disciplinary measure. Eligible employees can only apply for posted jobs for which they have the necessary skills, competencies and qualifications.

The internal applicant has the obligation of notifying his/her immediate supervisor of his/her willingness to be considered in the selection process and submit a written approval from the immediate supervisor and head of division. In case the internal applicant is selected for the position, necessary lead time should be given to the supervisor to search for replacement (at least two weeks time).

Al Akhawayn University recognizes the benefit of developmental experience and encourages supervisors to support the employee’s effort to advance within the institution. The supervisor may be contacted to verify the employee’s performance.

4.8 Medical Examination

In accordance with the Moroccan Labor code and the personnel policies of the University, a record of medical examination performed by the physician of the University must be provided prior to beginning employment.

4.9 Contractpreparation

The contract is an official document retaining terms and conditions of employment and agreed upon by both parties.

ØContracts are prepared by the HRM, based on terms and conditions cited in the initial letter of appointment*

ØContracts are processed in duplicate, with original copies for each of the parties. Signature of the employee needs to be authenticated.  

ØThe contract format depends on personnel categories

ØThe employee has to authenticate his signature on the contract

ØAfter any modification to the terms and conditions on the existing contract, an appropriate codicil is appended to the contract and kept in the personnel file

ØThe employee may refer to the HRM for more details and further explanations of the contract content  

ØIn the event that no written contract is drafted, the oral agreement is still valid before the law.

4.10 New Employee’s Orientation

The selected employee will be given a formal orientation briefing, partly by HRO and partly by his/her immediate supervisor. This orientation will take place and be completed as soon as possible, no later than 10 working days after the employee initially reports to work. 

4.11 Probation

The Probation  period is used to evaluate employee capabilities, skills, work habits and overall performance. New employee’s progress will be monitored closely by the immediate supervisor during this period. A recommendation should be made by the supervisor as to whether the employment should be confirmed or terminated or the probationary period extended. If a probationary period is to be extended, the immediate supervisor should outline to the employee the areas for improvement. He/she should keep HRO informed about the employee’s progress and recommendation to confirm, terminate, or extend the contract.

Newly hired employees will be subject to a probation period according to their employment categories.

For unlimited contracts, the probation period is organized as follows with the possibility of one renewal

For limited contracts, the probation period is organized as follows:

4.12 Personnel File

The HRO maintains a personnel file for each employee. The personnel file includes records such as the employee’s résumé and photos, certified diplomas, copy of Identity Card, CNSS card, birth certificate, marriage certificate, if applicable, and children’s birth certificates, if applicable.  It also includes records regarding disciplinary measures, when applicable.

Access to information included in the personnel files is restricted. Only Vice Presidents or direct supervisors who have a legitimate reason to review information included in the file are allowed to do so.

4.13 Personnel Data Changes

It is the responsibility of the employee to promptly notify the HRO and provide updated records of any changes that occur in his/her personnel file such as changes in personal address, new educational accomplishments, changes in marital status, or information regarding dependents. All information kept in the files should be accurate and current at all times.

4.14 Job Description

Al Akhawayn University maintains job descriptions to identify requirements for each position, to aid in orienting new employees, establish hiring criteria, and set standards for job performance.

The HRO makes every effort to maintain and create accurate job descriptions for all positions at Al Akhawayn University. Each job description includes a position description summary, major duties and responsibilities, required knowledge, skills and abilities, minimum qualifications, training and experience, tools and equipment needed to perform the job, level of supervision received and required, problem solving, decision making and creativity required by the job, working conditions, as well as levels of interaction internally and externally.

HRO and the hiring department establish new job descriptions when new positions are created. Existing ones are also reviewed to ensure they are up-to-date. Job descriptions do not cover every task and duty that may be assigned. Additional responsibilities may be added as needed.