UT Extension Employment Opportunities

Purpose

The attached hiring guidelines are intended to standardize procedures for hiring regular UT Extension employees. The guidelines have been categorized accordingly:

• Deans and Department Heads
• Assistant/Associate Deans
• Faculty, Tenure-track, Extension Specialists, Extension Assistants, and Departmental Exempt
• Regional Directors and Program Leaders
• County Extension Directors
• County Extension Agents
• Regional or Area Specialists (Area or Regional Exempt)
• Non-exempt

Each employment decision is to embody the joint objectives of securing the services of well qualified individuals for the position and assuring that minorities are made aware of the employment opportunity, actively recruited and evaluated on the merits of their qualifications for the position. Each hiring decision is subject to review for an extended period after the decision. Accordingly, appropriate records must be compiled during the search process and retained for prescribed periods thereafter. To the extent possible, the guidelines presented here draw from practices which have proven successful in identifying and hiring well qualified candidates. Certain procedural sections have been expanded to meet Affirmative Action and Geier Consent Decree (Stipulation of Settlement) agreements.

These guidelines outline minimum requirements. In each search for an Extension employee it is expected that minimums do not constitute the norm; adherence to the spirit of Affirmative Action and Geier Consent Decree provisions is expected.

General Provisions

Notification and Approval. For each employee classification, there exists a system of notification, review, and approval to search, interview and hire. These serve the purposes of administrative, budgetary and Affirmative Action responsibility. The general intent is to invest the principal employment decision at the lowest practical administrative level but to provide review and approval at other appropriate levels. Affirmative Action reviews are established to assist in compliance with relevant provisions of these guidelines and to assure that documentation exists to defend hiring practices.

Affirmative Action Coordinator. The Affirmative Action Coordinator (AAC) is charged with the overall responsibility for the development and implementation of affirmative action programs for UT Extension. The Dean and Director, UT Extension, holds final review and approval responsibility for The University of Tennessee in Affirmative Action matters.

Forms and Other Submissions. Three separate approval submissions are required in most search processes: Request to Search , Narrative Summary Form (Request to Interview), and Request to Make An Offer.

The Request to Search is used to initiate the search process. It specifically identifies the position to be filled and may be accompanied by a justification statement and/or special requirements for the position.

The Narrative Summary Form(Request to Interview) indicates who the search committee will be and how attempts will be made to secure a diverse applicant pool. It is also used to seek approval for reducing the candidate pool to those persons to be interviewed. A combination of tabular information and a narrative summary of the search process is used to indicate that appropriate measures have been taken to recruit blacks and other minorities.

The Request to Make An Offer. is used to seek approval to reduce the interview pool to one. Narrative summary information is submitted justifying selection of one person from among those interviewed.

Advertisement. A vacancy announcement should have an open-ended deadline such as “Screening of applicants credentials will begin on August 1, 2004 and will continue until the position is filled” to avoid having to re-advertise when a need exists to expand a search.

For all upper level and administrative positions, the UT Institute of Agriculture’s Advisory Committee to Help Identify Black Candidates is to be contacted to nominate qualified black candidates and otherwise advise on effective methods of recruiting.

Joint Employees. If a position to be filled is shared by two or more divisions, the division having the responsible account will conduct the search. The appropriate person(s) in each division involved will approve the search, request to interview, request to make an offer and final appointment.

Retention of Records. Records of individual searches are to be maintained within the unit to which the employee reports (Dean’s office for Department Heads; Department offices for professorial and specialist positions, Regional offices for county positions, etc.). These files should include all correspondence and telephone logs related to a search. The entire file is to be retained for five years and an outline of the search with related statistics is to be retained for ten years.

Deans and Department Heads

1. Searches for Deans and Department Heads will follow search procedures as outlined by the UT Office of Equity and Diversity in the most current publication of “UT Search Procedures: Guidelines for Conducting Academic and Staff-Exempt Searches at The University of Tennessee.”

2. In the case of a Department Head or equivalent position not carrying tenured faculty status and serving in a 100% Extension capacity, Geier status will be determined when the Request to Search is made.

Assistant/Associate Deans

1. Searches for Assistant or Associate Deans will follow search procedures as outlined by the UT Office of Equity and Diversity in the most current publication of “UT Search Procedures: Guidelines for Conducting Academic and Staff-Exempt Searches at The University of Tennessee.”

2. Searches for these positions will follow the additional requirements as outlined for upper-level searches according to the Geier Consent Decree.

Tenure-track Faculty, Departmental Exempt (Specialists, Extension Assistants, etc.)

1. Searches for Tenure-track Faculty and departmental-based exempt (Specialists, Extension Assistants, etc.) positions will follow search procedures as outlined by the UT Office of Equity and Diversity in the most current publication of “UT Search Procedures: Guidelines for Conducting Academic and Staff-Exempt Searches at The University of Tennessee.”

2. These positions do not qualify as upper level searches according to the Geier Consent Decree.

Regional Directors and Regional Program Leaders

1. When a Program Leader vacancy occurs, the Regional Director requests approval to begin the search process and submits the following forms to the Dean’s Office when Beginning a Search:

1. Request to Search Form.
2. Proposed Job Description (Leave name and title blank).¹ The Job Description, if so written, may be referenced in lieu of completing the duties / responsibilities section of the Request to Search form. [ Job Description Format PDF ][ Writing Job Descriptions PDF ].
3. Position Description Questionnaire (links are Word Documents):  [PDQ Cover Page]  [PDQ Form]  [IRIS Checklist]
4. Proposed Career Opportunity Announcement¹
5. Submit the Narrative Summary Form with Items numbered 1-3 completed as expected to be implemented. Publications and organizations utilized in the recruitment process should be listed with expected dates of advertisement / contact.

2. When a Regional Director vacancy occurs, the Dean will be responsible for step 1.

3. When the search is approved by the Dean and reviewed by the Affirmative Action Officer, Career Vacancy Announcements will be prepared in the Dean’s Office. The Dean will notify the Regional Director when approval for search has been granted and when announcements are to be released. The position will be announced for a minimum of four weeks if advertised to potential candidates outside of the organization. When searches are internal only, searches of two weeks may be requested if appropriate.¹

4. The Dean or Regional Director may appoint an advisory committee to aid in the employment process. If appointed by the Regional Director, the committee should be appointed in consultation with the Dean. Search committees should be formed with attention to gender and racial diversity of the committee. The Regional Director is expected to instruct the Advisory Committee on non-discriminatory hiring practices.

5. Career Vacancy Announcements will be sent by the Dean’s Office to all Tennessee schools and those in contiguous states which grant the Bachelor of Science degree in either Agriculture, Family & Consumer Sciences, or other related degree programs. Career Vacancy Announcements will be sent to all Tennessee professional Extension personnel. All eligible applicants with active applications will receive the job announcement electronically via email. Vigorous recruitment of black applicants will be emphasized. All 1890 Land-Grant institutions will receive announcements. Note all information concerning position vacancy announcements will utilize e-mail whenever possible to communicate vacancies within UT Extension.

6. Upon the official announcement of a Program Leader or Regional Director vacancy and approval for search, the Regional Director (for Program Leader vacancy) or Dean (for Regional Director vacancy) will email qualified black applicants to encourage them to consider the position. A pool of qualified applicants should be formed in keeping with the University’s desegregation and affirmative action goals. Regional Directors and / or Deans are expected to make vigorous good faith efforts to find and include qualified black applicants.

7. Applications, consumer authorization form, background search form and the EEO Self Identification forms will be collected electronically by the Dean’s office for non-University of Tennessee Extension employees. The Regional Director or Chair of the Search Advisory Committee will view application documents (except EEO Self-ID form) from the Applicant database.

Requests for official transcripts will be made by the Dean’s office (copies are acceptable for determining eligibility but no employment offer can be made prior to receipt of official transcripts). Reference forms will be mailed to references listed in the application by the Dean’s Office as the candidates’ eligibility is determined.

8. Request for Transfer/Reassignment

1. Staff member submits electronic form Adm. F-62, Request for Transfer/ Reassignment, along with a copy of his/her current job description and resume to the Dean’s Office.
2. The Dean refers the request, job description and personnel file to the appropriate Regional Director and/or Advisory Committee, provided the staff member meets the minimum requirements of the position.
3. Anyone not currently employed in a similar professional position by UT Extension must complete a new application. Examples of those who would need to complete a new application include program assistants employed by UT or TSU; or an agent currently employed by Tennessee State University who wishes to transfer to a UT position.

9. Those involved in the employment process, including search committee members, must become familiar with the intent and requirements of civil rights laws and related rules and regulations [Interview Questions]. Provisions of the Extension and University of Tennessee Affirmative Action Plans and those of the Geier Consent Decree (Stipulation of Settlement) must be understood and adhered to by each person involved in hiring decisions. These provisions and requirements must be taken into account in the search because search procedures and results will influence subsequent approval of the applicant pool. Where underutilization exists, extra efforts are required to identify and encourage black applicants. Personal contact is expected in seeking applicants.

10. Interviewing. The Regional Director ( for Program Leader vacancies ) or Advisory chair (for Regional Director vacancies) completes (and revises if necessary) the Narrative Summary Form and submits the form to the Dean’s Office with the requested attachments. The following is a list of expected documents to be submitted in making the Request to Interview:

1. A copy of the approved Request to Search.
2. Copies of complete Individual Contact Logs for each search committee member.
3. A list of all candidates per the example under item 5 of the Narrative Summary Form.
4. Strengths and weaknesses of Principle and Alternate candidates
5. If female applicants are not included in the principle or alternate pool, strengths and weaknesses for female candidates must also be included.
6. If minority applicants are not included in the principle or alternate pool, strengths and weaknesses for minority candidates must also be included.
7. Copies of vitae/resumes and other application materials of principle and alternate candidates.
8. A minimum of three returned reference forms on an individual.
9. Records of reference interviews for the principle candidates. Reference interviews for alternate candidates will be required only if moving to the alternate pool for selection.

11. The Dean, following consultation with the Affirmative Action Officer, will approve the pool of applicants for a series of interviews to be conducted by the Regional Director and/or Advisory Committee. The Dean and appropriate assistant director and/or assistant/associate deans should be included in the interview process.

12. After the interview, the Regional Director or Advisory Committee Chair provides the Dean a written summary of each applicant’s attributes and a Request to Make An Offer form. Also, a narrative justifying the selection of one person from the interview pool will be submitted for review and approval along with the non-selection form for all unsuccessful candidates. The Regional Director or Advisory Committee Chair will receive notice of Affirmative Action, Dean’s, and Vice President for Agriculture approvals. Official transcripts must be on file or submitted with the Request Offer to proceed. The Dean will be responsible for the offer of employment with Regional Director candidates. Offer of employment and acceptance by the applicant must be in writing.

13. The Regional Director must notify the Dean that the applicant has accepted (or declined) and the appointment is agreed upon (send a copy of the written acceptance).²

14. The Dean authorizes the final appointment by sending the selected candidate ( copy to Regional Director ) a letter of appointment which outlines specifics of the appointment. The candidate’s acceptance will be returned to the Regional Director ( for Program Leader vacancy ) and the Dean ( for Regional Director vacancy ) to be included with the appointment paperwork.

15. The Regional Director² must submit appointment papers to the Dean’s Office at least 10 days prior to the effective appointment date. Appointments will be made only on the 1st of a month in order to facilitate involvement of all appropriate staff members in the selection process.

¹The duties, training, and special qualifications required to perform the job duties specified on these forms must be used throughout the hiring process.

² The Dean will be responsible for this step in the employment of Regional Directors.

Extension Area Specialists

1. When an Area Specialist vacancy occurs, the Regional Director notifies the Dean and requests approval to begin the search process. The following forms are submitted to the Dean’s Office when Beginning a Search:

1. Request to Search
2. Proposed Job Description (Leave name and title blank)⁵ The Job Description, if so written, may be referenced in lieu of completing the duties / responsibilities section of the Request to Search Form. [ Job Description Format PDF ][ Writing Job Descriptions PDF ]
3. Position Description Questionnaire(links are Word Documents):  [PDQ Cover Page]  [PDQ Form]  [IRIS Checklist]
4. Proposed Career Opportunity Announcement⁵
5. Submit the Narrative Summary Form with Items numbered 1-3 completed as expected to be implemented. Publications and organizations utilized in the recruitment process should be listed with expected dates of advertisement / contact.

2. When the search is approved by the Dean and reviewed by the Affirmative Action Officer, Career Vacancy Announcements will be prepared in the Dean’s Office. The Dean will notify the Regional Director when approval for search has been granted and when announcements are to be released. The position will be announced for a minimum of four weeks if advertised to potential candidates outside of the organization. When searches are internal only, searches of two weeks may be requested if appropriate.⁵

3. The Dean or Regional Director may appoint an advisory committee to aid in the employment process. If appointed by the Regional Director, the committee should be appointed in consultation with the Dean. Gender and racial diversity should be considered in composing the search committee. The Regional Director is expected to instruct the Advisory Committee on non-discriminatory hiring practices.

4. Career Vacancy Announcements will be sent by the Dean’s Office to all Tennessee schools and those in contiguous states which grant the Bachelor of Science degree in either Agriculture, Family & Consumer Sciences, or other related degree programs. Career Vacancy Announcements will be sent to all Tennessee professional Extension personnel. All eligible active applicants will receive the job announcement electronically via email. Vigorous recruitment of black applicants will be emphasized. All 1890 Land-Grant institutions will receive announcements. Note all information concerning position vacancy announcements will utilize e-mail whenever possible to communicate vacancies within UT Extension.

5. Upon the official announcement of an Area Specialist vacancy and approval for search, the Regional Director will email qualified black applicants to encourage them to consider the position. A pool of qualified applicants should be formed in keeping with the University’s desegregation and affirmative action goals. Regional Directors are expected to make vigorous good faith efforts to find and include qualified black applicants.

6. The application, consumer authorization form, background search form and the EEO self identification form will be collected electronically by the Dean’s office for non-University of Tennessee Extension employees. The Regional Director or Chair of the Search Advisory Committee will view application documents (except EEO Self ID Form) from the Applicant database. Requests for official transcripts will be made by the Dean’s office (copies are acceptable for determining eligibility but no employment offer can be made prior to receipt of official transcripts). Reference forms will be mailed to references listed in the application by the Dean’s Office as the candidates’ eligibility is determined.

7. Request for Transfer/Reassignment

1. Staff member submits the electronic form Adm. F-62, Request for Transfer/ Reassignment, along with a copy of his/her current job description and resume to the Dean’s Office.
2. The Dean refers the request, job description and personnel file to the appropriate Regional Director and/or Advisory Committee, provided the staff member meets the minimum requirements of the position.
3. Anyone not currently employed in a similar professional position by UT Extension must complete a new application. Examples of those who would need to complete a new application include program assistants employed by UT or TSU; or, an agent currently employed by Tennessee State University who wishes to transfer to a UT position.

8. Those involved in the employment process, including search committee members, must become familiar with the intent and requirements of civil rights laws and related rules and regulations[Interview Questions]. Provisions of the Extension and University of Tennessee Affirmative Action Plans and those of the Geier Consent Decree (Stipulation of Settlement) must be understood and adhered to by each person involved in hiring decisions. These provisions and requirements must be taken into account in the search because search procedures and results will influence subsequent approval of the applicant pool. Where underutilization exists, extra efforts are required to identify and encourage minority applicants. Personal contact is expected in seeking applicants.

9. Interviewing. The Regional Director or Advisory committee chair completes (and revises if necessary) the Narrative Summary Form and submits the form to the Dean’s Office with the requested attachments. The following is a list of expected documents to be submitted in making the Request to Interview:

1. A copy of the approved Request to Search.
2. Copies of complete Individual Contact Logs for each search committee member.
3. A list of all candidates per the example under item 5 of the Narrative Summary Form.
4. Strengths and weaknesses of Principle and Alternate candidates.
5. If female applicants are not included in the principle or alternate pool, strengths and weaknesses for female candidates must also be included.
6. If minority applicants are not included in the principle or alternate pool, strengths and weaknesses for minority candidates must also be included.
7. Copies of vitae/resumes and other application materials of principle and alternate candidates.
8. A minimum of three returned reference forms on an individual.
9. Records of reference interviews for the principle candidates. Reference interviews for alternate candidates will be required only if moving to the alternate pool for selection.

10. The Dean, following consultation with the Affirmative Action Officer, will approve the pool of applicants for a series of interviews to be conducted by the Regional Director and/or Advisory Committee. The Dean and appropriate assistant director and/or assistant/associate deans should be included in the interview process.

11. After the interview, the Regional Director or Advisory Committee Chair provides the Dean a written summary of each applicant’s attributes and a Request to Make An Offer Form. Also, a narrative justifying the selection of one person from the interview pool will be submitted for review and approval along with the non-selection form for all unsuccessful candidates. The Regional Director or Advisory Committee Chair will receive notice of Affirmative Action and Dean’s approvals. Official transcripts must be on file or submitted with the Request to Make An Offer to proceed. Offer of employment and acceptance by the applicant must be in writing.

12. The Regional Director must notify the Dean that the applicant has accepted (or declined) and the appointment is agreed upon (send a copy of the written acceptance).

13. The Dean authorizes the final appointment by sending the selected candidate (copy to Regional Director ) a letter of appointment which outlines specifics of the appointment. The candidate’s acceptance will be returned to the Regional Director to be included with the appointment paperwork.

14. The Regional Director must submit appointment papers to the Dean’s Office at least 10 days prior to the effective appointment date. Appointments will be made only on the 1st of a month in order to facilitate involvement of all appropriate staff members in the selection process.

⁵ Footnote 5 goes here.

County Directors

1. The Extension County Director role is an appointed responsibility which may or may not accompany a vacant position. When a county Extension director vacancy occurs, the Regional Director notifies the Dean and requests approval to begin the search process. These responsibilities are first offered to eligible and willing county staff. In addition, County Extension Director responsibilities can be added to a vacant position and included as part of the announcement.

The following forms are submitted to the Dean’s Office when Beginning a Search:

1. Request to Search Form.
2. Proposed Job Description (Leave name and title blank) The Job Description, if so written, may be referenced in lieu of completing the duties / responsibilities section of the Request to Search Form.[ Job Description Format PDF ][ Writing Job Descriptions PDF ].
3. Position Description Questionnaire (links are Word Documents):  [PDQ Cover Page]  [PDQ Form]  [IRIS Checklist]
4. Proposed Career Opportunity Announcement
5. Submit the Narrative Summary Formwith Items numbered 1-3 completed as expected to be implemented. Publications and organizations utilized in the recruitment process should be listed with expected dates of advertisement / contact.

2. The proposed search committee for county director positions should be composed of 3-5 members. Recommended committee members would include the Regional Director (chair) , a Regional Program Leader (from the primary program responsibility involved in the search if an external search), Assistant / Associate Dean, and an Extension Specialist or Faculty member trained in the required specialty area or discipline. Employment screening and selection is the responsibility of the University of Tennessee Extension. However, Regional Directors are encouraged to involve the County Agricultural Extension Committee members in the process and consider their suggestions and recommendation. This involvement might include inviting them to visit with applicants during visits to the county or including a member of the County Agricultural Committee on the search / screening committee.

3. When the search is approved by the Dean and reviewed by the Affirmative Action Officer, Career Vacancy Announcements will be prepared in the Dean’s Office. The Dean will notify the Regional Director when approval for search has been granted and when announcements are to be released. The position will be announced for a minimum of four weeks if advertised to potential candidates outside of the organization. When searches are internal only, searches of two weeks may be requested if appropriate.²

4. If the Regional Director has not met with the County Agricultural Extension Committee within the six months prior to the position opening to discuss non-discriminatory hiring practices, a meeting should be arranged with members of the committee. The meeting should be scheduled when the request to search is approved by the Dean or before the pool of applicants is determined. The Regional Director is expected to instruct the County Agricultural Extension Committee on non-discriminatory hiring practices[Interview Questions].

5. Career Vacancy Announcements will be sent by the Dean’s Office to all Tennessee schools and those in contiguous states which grant the Bachelor of Science degree in either Agriculture, Family & Consumer Sciences, or other related degree programs. Career Vacancy Announcements will be sent to all Tennessee professional Extension personnel. All eligible active applicants will receive the job announcement electronically via email. Vigorous recruitment of black applicants will be emphasized. All 1890 Land-Grant institutions will receive announcements. Note all information concerning position vacancy announcements will utilize e-mail whenever possible to communicate vacancies within UT Extension.

6. Upon the official announcement of a County Extension Director vacancy and approval for search, the Regional Director will email qualified black applicants to encourage them to consider the position. A pool of qualified applicants should be formed in keeping with the University’s desegregation and affirmative action goals. Regional Directors are expected to make vigorous good faith efforts to find and include qualified black applicants.

7. The application, consumer authorization form, background search form and the EEO self identification form will be collected electronically by the Dean’s office for non-University of Tennessee Extension employees . The Regional Director will view application documents (except the EEO Self ID Form) from the Applicant database. Requests for official transcripts will be made by the Dean’s office (copies are acceptable for determining eligibility but no employment offer can be made prior to receipt of official transcripts). Reference forms will be mailed to references listed in the application by the Dean’s Office as the candidates’ eligibility is determined.

8. Request for Transfer/Reassignment of UT Extension Employees

1. Staff member submits the electronic form Adm. F-62, Request for Transfer/ Reassignment, along with a copy of his/her current job description to the Dean’s office.
2. The Dean refers the request, job description and personnel file to the appropriate Regional Director provided the staff member meets the minimum requirements of the position and eligibility to transfer.
3. Anyone not currently employed in a similar professional position by UT Extension must complete a new application. For example, if a program assistant meets qualifications for the position and wishes to apply, a new application must be submitted outlining experience and background relevant to the position. Another example would include an agent employed by Tennessee State University who wishes to transfer to a UT position.

9. Regional Directors and search committee members will be expected to evaluate all eligible candidates who have submitted an application, including qualified applicants who indicate statewide, regional or other position non-specific interest in positions (the electronic application database will be updated to provide job-specific lists to assist in identifying these applicants).

10. Interviewing. The Regional Director completes (and revises if necessary) the Narrative Summary Formand submits the form to the Dean’s Office with the requested attachments. The following is a list of documents to be submitted in making the Request to Interview:

1. A copy of the approved Request to Search.
2. Copies of complete Individual Contact Logs for each search committee member.
3. A list of all candidates per the example under item 5 of the Narrative Summary Form.
4. Strengths and weaknesses of Principle and Alternate candidates.
5. If female applicants are not included in the principle or alternate pool, strengths and weaknesses for female candidates must also be included.
6. If minority applicants are not included in the principle or alternate pool, strengths and weaknesses for minority candidates must also be included.
7. Copies of vitae/resumes and other application materials of principle and alternate candidates.
8. A minimum of three returned reference forms on an individual.
9. Records of reference interviews for the principle candidates. Reference interviews for alternate candidates will be required only if moving to the alternate pool for selection.

11. Upon approval of the applicant pool by the Dean, interviews will be scheduled with the appropriate district and county staff and the search committee. The Dean’s office will prepare a proposed salary for each principle candidate when the interview pool is approved.

12. Following the interviews, the Regional Director should submit to the Dean’s office a Request to Make an Offer along with the non-selection form for all unsuccessful candidates. The Dean’s Office and appropriate members of the state administrative team will make every effort to interview (face to face or by telephone) the final candidate prior to appointment. However, if there are scheduling conflicts this requirement may be waived by the Dean after discussion with Regional Director concerning the applicant. Regional Directors will receive notice of Affirmative Action and Dean’s Office approvals when appropriate to present to the County Agricultural Extension Committee. Official transcripts must be on file or submitted with the Request to Make An Offer to proceed.

13. The County Agricultural Extension Committee and the Regional Director make a recommendation to the Dean concerning whether the candidate should be appointed (Submit ADMF-3 UT/County MOU Western Central Eastern Blank Form Only). If the County Agricultural Committee rejects the recommended candidate, the County Agricultural Committee Chair will notify the Regional Director of the decision in writing and include job-related reasons for non-selection. The Regional Director and Dean will take the County Agricultural Committee’s evaluation and comments into consideration in deciding whether to make the appointment final or to reject the candidate and present another candidate to them.

14. The Dean authorizes the final appointment by sending the selected candidate (copy to Regional Director) a letter of appointment which outlines specifics of the appointment. The candidate’s acceptance will be returned to the Regional Director to be included with the appointment paperwork.

15. Appointments will be made only on the 1st of a month in order to facilitate involvement of all appropriate staff members in the selection process.

²The duties, training, and special qualifications required to perform the job duties specified on these forms must be used throughout the hiring process.

Extension Agents

1. When an agent vacancy occurs, the Regional Director notifies the Dean and requests approval to begin the search process. The Regional Director will discuss with the appropriate Assistant/Associate Dean and/or State 4-H Leader programming needs in the county. The Regional Director and/or the County Director will meet with the County Agricultural Extension Committee to secure funding and to determine any bona fide special county needs relative to the position (specialty area of training, MS degree required or preferred, requirement for the agent to live in the county, etc.).

The following forms are submitted to the Dean’s Office when Beginning a Search:

1. Request to Search Form.
2. Proposed Job Description (Leave name and title blank).¹ The Job Description, if so written, may be referenced in lieu of completing the duties / responsibilities section of the Request to Search form[ Job Description Format PDF ][ Writing Job Descriptions PDF ].
3. Position Description Questionnaire (links are Word Documents):  [PDQ Cover Page]  [PDQ Form]  [IRIS Checklist]
4. Proposed Career Opportunity Announcement¹
5. Submit the Narrative Summary Form with Items numbered 1-3 completed as expected to be implemented. Publications and organizations utilized in the recruitment process should be listed with expected dates of advertisement / contact.

2. The proposed search committee for county extension agent positions should be composed of 3-5 members. Recommended committee members would include the Regional Director (chair) , a Regional Program Leader from the primary program responsibility involved in the search, assistant / associate Extension Director and or Assistant / Associate Dean, Extension Specialist or Faculty member trained in the required specialty area or discipline, and the County Extension Director. Though the recommended members of the committee are somewhat specific, members should be selected with gender and racial diversity in mind.

Employment screening and selection is the responsibility of the University of Tennessee Extension. However, Regional Directors are encouraged to involve the County Agricultural Extension Committee members in the process and consider their suggestions and recommendation. This involvement might include inviting them to visit with applicants during visits to the county or including a member of the County Agricultural Committee on the search / screening committee.

3. When the search is approved by the Dean and reviewed by the Affirmative Action Officer, Career Vacancy Announcements will be prepared in the Dean’s Office. The Dean will notify the Regional Director when approval for search has been granted and when announcements are to be released. The position will be announced for a minimum of four weeks if advertised to potential candidates outside of the organization. When searches are internal only, searches of two weeks may be requested if appropriate.³

4. If the Regional Director has not met with the County Agricultural Extension Committee within the six months prior to the position opening to discuss non-discriminatory hiring practices, a meeting should be arranged with members of the committee. The meeting should be scheduled when the request to search is approved by the Dean or before the pool of applicants is determined. The Regional Director is expected to instruct the County Agricultural Extension Committee on non-discriminatory hiring practices [Interview Questions]. .

5. Career Vacancy Announcements will be sent by the Dean’s Office to all Tennessee schools and those in contiguous states which grant the Bachelor of Science degree in either Agriculture, Family & Consumer Sciences, or other related degree programs. Career Vacancy Announcements will be sent to all Tennessee professional Extension personnel. All eligible active applicants will receive the job announcement electronically via email. Vigorous recruitment of black applicants will be emphasized. All 1890 Land-Grant institutions will receive announcements. Note all information concerning position vacancy announcements will utilize e-mail whenever possible to communicate vacancies within UT Extension.

6. Upon the official announcement of a County Extension Agent vacancy and approval for search, the Regional Director will email qualified black applicants to encourage them to consider the position. A pool of qualified applicants should be formed in keeping with the University’s desegregation and affirmative action goals. Regional Directors are expected to make vigorous good faith efforts to find and include qualified black applicants.

7. Applications, consumer authorization form, background search form and the EEO self identification form will be collected electronically by the Dean’s office for non-University of Tennessee Extension employees . The Regional Director will view application documents (except EEO Self ID Form) from the Applicant database. Requests for official transcripts will be made by the Dean’s office (copies are acceptable for determining eligibility but no employment offer can be made prior to receipt of official transcripts). Reference forms will be mailed to references listed in the application by the Dean’s Office as the candidates’ eligibility is determined.

8. Request for Transfer/Reassignment of UT Extension Employees:

1. Staff member submits the electronic form Adm. F-62, Request for Transfer/ Reassignment, along with a copy of his/her current job description to the Dean’s office.
2. The Dean refers the request, job description and personnel file to the appropriate Regional Director provided the staff member meets the minimum requirements of the position and eligibility to transfer.
3. Anyone not currently employed in a similar professional position by UT Extension must complete a new application. For example, if a program assistant meets qualifications for the position and wishes to apply, a new application must be submitted outlining experience and background relevant to the position. Another example would include an agent employed by Tennessee State University who wishes to transfer to a UT position.

9. Regional Directors and search committee members will be expected to evaluate all eligible candidates who have submitted an application, including qualified applicants who indicate statewide, regional or other position non-specific interest in positions (the electronic application database will be updated to provide job-specific lists to assist in identifying these applicants).

10. Interviewing. The Regional Director completes (and revises if necessary) the Narrative Summary Form and submits the form to the Dean’s Office with the requested attachments. The following is a list of expected documents to be submitted in making the Request to Interview:

1. A copy of the approved Request to Search.
2. Copies of complete Individual Contact Logs for each search committee member.
3. A list of all candidates per the example under item 5 of the Narrative Summary Form.
4. Strengths and weaknesses of Principle and Alternate candidates.
5. If female applicants are not included in the principle or alternate pool, strengths and weaknesses for female candidates must also be included.
6. If minority applicants are not included in the principle or alternate pool, strengths and weaknesses for minority candidates must also be included.
7. Copies of vitae/resumes and other application materials of principle and alternate candidates.
8. A minimum of three returned reference forms on an individual.
9. Records of reference interviews for the principle candidates. Reference interviews for alternate candidates will be required only if moving to the alternate pool for selection.

11. Upon approval of the applicant pool by the Dean, interviews will be scheduled with the appropriate district and county staff and the search committee. The Dean’s office will prepare a proposed salary for each principle candidate when the interview pool is approved.

12. Following the interviews, the Regional Director should submit to the Dean’s office a Request to Make An Offer along with the non-selection form for all unsuccessful candidates. The Dean’s Office and appropriate members of the state administrative team will make every effort to interview (face to face or by telephone) the final candidate prior to appointment. However, if there are scheduling conflicts this requirement may be waived by the Dean after discussion with Regional Director concerning the applicant. Regional Directors will receive notice of Affirmative Action and Dean’s Office approvals when appropriate to present to the County Agricultural Extension Committee. Official transcripts must be on file or submitted with the Request to Make An Offer to proceed.

13. The County Agricultural Extension Committee and the Regional Director make a recommendation to the Dean concerning whether the candidate should be appointed (Submit ADMF-3 UT/County MOU Western Central Eastern Blank Form Only). If the County Agricultural Committee rejects the recommended candidate, the County Agricultural Committee Chair will notify the Regional Director of the decision in writing and include job-related reasons for non-selection. The Regional Director and Dean will take the County Agricultural Committee’s evaluation and comments into consideration in deciding whether to make the appointment final or to reject the candidate and present another candidate to them.

14. The Dean authorizes the final appointment by sending the selected candidate (copy to Regional Director) a letter of appointment which outlines specifics of the appointment. The candidate’s acceptance will be returned to the Regional Director to be included with the appointment paperwork.

15. Appointments will be made only on the 1st of a month in order to facilitate involvement of all appropriate staff members in the selection process.

These guidelines outline minimum requirements. In each search for an Extension employee it is expected that minimums do not constitute the norm; adherence to the spirit of Affirmative Action and Geier Consent Decree provisions is expected.

³ The duties, training, and special qualifications required to perform the job duties specified on these forms must be used throughout the hiring process.

Regular Non-exempt Staff

All Regular, Non-exempt searches follow search procedures outlined below and are announced through the University of Tennessee Employment Office.

The hiring county will send a typed completed Request to Search to the Regional office. 4-H Centers will send the form to the State 4-H Office. Check to see if the position already exists for that organizational unit on IRIS.

If the position exists write the position # on the Request to Search along with the Corporate Function.

If the position does not exist complete a Create Position Form   [.xls]  that is located on the IRIS website. Attach a completed position description questionnaire (PDQ) to the create position form (links are Word Documents):  [PDQ Cover Page]  [PDQ Form]  [IRIS Checklist].

For a vacant position to be advertised at a different grade level or job title, or if the position is being changed from term to regular, a specific job description [ Job Description Format PDF ][ Writing Job Descriptions PDF ], PDQ and a create/change [Create xls][Change xls]position form must also be completed and attached to the Request to Search.

Send the signed create position form with the attached position questionnaire, the signed personnel requisition, and PDQ with the attached job description to Debbie Welch.

     Debbie Welch
     120 Morgan Hall
     Knoxville, Tennessee 37996-4522

The Dean’s office will arrange for all the appropriate signatures and send to Human Resources.

     Attention:  Tony Givens
                       600 Henley Street
                       221 Conference Center
                       Knoxville, TN 37996
                       Fax: (865)974-0659

The Dean’s office will provide the Regional office or Department with a copy of the Request to Search with all appropriate approvals. A confirmation of the time and date sent to Human Resources will also be provided.

Human Resources will review the paperwork for appropriate title, grade level and approvals.

Once the position is approved by all necessary channels (Dean’s office and Human Resources) you should be notified and the position will be posted on the next day’s vacancy list.

Following the position being posted and/or approved by Human Resources, the hiring office where the job is posted should:

• List the position with the Department of Job Security (Job Service)
• Provide Job Security with a Staff Recruitment Data Report. A Staff Recruitment Data Report must be completed for each job posted.
• Arrange for additional local-area advertising (if desired).

Position will be posted on the UT Position Vacancy List. It will also be placed on the 24-hour job line (865) 974-6644 and on the Internet ( The position must be listed for a minimum of one week (Monday-Friday).

An employment counselor will contact the Regional office or Department directly to discuss the position and how the hiring office wishes to receive applications.

Human Resources will send the hiring office a hiring/orientation packet. In the near future an on-line orientation process will need to be completed and packets will no longer be provided.

For applications received by Human Resources, the employment counselor will establish an applicant pool for the vacancy and will select the best-qualified applicants for referral to the hiring office. Candidates not meeting minimum qualifications will not be referred. Applicant Referral forms, applications and resumes (on all qualified applicants applying in Knoxville) will be sent to the Regional office or Department by Human Resources.

The hiring office will schedule and conduct interviews with qualified applicants.

The hiring office will contact the Regional office or Department to discuss the hiring decision after selecting the applicant to be hired. The Regional/Department office will contact the employment counselor in Human Resources. If hiring an applicant that did not apply through Human Resources in Knoxville, employment counselor (in Knoxville) will supply the Regional/Department office with an Applicant Referral Form, with the Vacancy List # and all other position information already completed by Human Resources. The Regional office will complete an Employment Authorization form for the hiring applicant. This form is on the back of the Applicant Referral form (the top section).

If the starting salary is to be the grade level minimum, the Regional/Department office will fax the approved Employment Authorization form to Human Resources.
     Attention:        Tony Givens
     Telephone:      865/974-6642
     Fax:                 865/974-0659

If the starting salary is higher than the grade level minimum, the hiring office will complete a justification letter to the Regional/Department office for approval. The request will then be faxed with the approved justification letter to the Dean for approval. Once approved by the Dean, the letter is faxed back to the Regional/Department office to accompany the Employment Authorization form signed by the Regional Director/Assistant Director, to Human Resources:
     Attention:        Tony Givens
     Telephone:      865/974-6642
     Fax:                 865/974-0659

The off campus hiring office should:
      Make official salary offer.
      Schedule orientation*
      Explain probationary period ( if a new hire ).
      Schedule tests ( if required ).
      Answer candidate’s questions.

New employee orientation is held on Monday mornings from 8:00a.m. until noon at Human Resources, 221 Conference Center Bldg., 600 Henley Street, Knoxville, TN 37996-4125. If Monday is a holiday, orientation is on the following Tuesday. Parking is provided in the Locust Street Parking Garage. The Employees attending orientation should turn in documents required for hiring in orientation.

After the hiring process has been completed, the hiring office will complete the Non-Authorization form for all applicants not hired and referred by Human Resources in Knoxville. This form is on the back of the Applicant Referral form (the bottom section). For applicants referred by the Department of Job Security, the hiring office will collect the completed Staff Recruitment Data Report from the Department of Job Security and complete the rejection reason.

The hiring office must forward all completed Non-Authorization Forms and the Staff Recruitment Data Report to the Regional/Department Office. The Regional/Department Office will review all forms and forward to Human Resources. This form must be returned to comply with affirmative action requirements.
     Attention:   Tony Givens
                        600 Henley Street
                        221 Conference Center
                        Knoxville, TN 37996

* If hiring location is within reasonable distance of Knoxville, orientation will be scheduled by the employment counselor. Notification will be sent to the Dean’s office by Human Resources. If the employee is not attending orientation in Knoxville, the hiring office will have the employee complete all materials in the hiring / orientation packet and send to the Regional/Department office.

The Regional office will send all original employment materials to Human Resources and a copy to the Dean’s office.

If you have any questions about this procedure please contact:
     Herb Byrd         865-974-7245 and / or
     Debbie Welch   865-974-7246