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Email: hr@wju.edu
Phone: 1-304-243-8152

Employment: Budgeted Hiring Process

Date approved:
July 2013
Approved by:
President and CFO
Date to be reviewed:
July 2014
Reviewed by:
Director of Human Resources
Date revised:
Revision number:
Compliance Committee:
As Scheduled


As part of the annual budgeting process, the Board of Trustees will approve an Open Positions Budget for all units of the University, to include new and open positions, projected compensation (salary or wages), and a corresponding Recruiting Budget. Upon approval, both budgets become the administrative responsibility of the Human Resources Department. A position-reserve fund will be held for compensation in excess of budgeted parameters, positions that become vacant subsequent to the budgeting process, and positions that are deemed to be immediate strategic priorities. The President’s Executive Team  will approve any use of the reserve. 


2.1 Approved Positions

  1. Open positions and recommended compensation for each will be listed in the annual Open Positions Budget by department, compensation, and expected hire date.  The Open Positions Budget will be part of the annual Budgeting Process undertaken by the Executive Team functioning as the President’s Budget Committee. The Open Positions Budget is subject to executive approval by the President and the CFO, and final approval by the Board of Trustees. 
  2. A corresponding Recruiting Budget, to cover the cost of advertising and travel for final candidates’ interviews, will accompany the Open Positions Budget; each position on the Open Positions Budget must have a corresponding entry on the Recruiting Budget.
  3. Upon approval by the Board of Trustees, both budgets become the responsibility of the Human Resources Department. Copies will be made available to the Executive Team.
  4. The Open Positions Budget includes amounts budgeted to fund projected salaries for open positions in all units, including new and open faculty positions.

2.2 For each approved open position, the appropriate Vice President, Dean, or Director will  provide to Human Resources a signed Job Requisition including an attached job or position description. Positions will be evaluated to insure that they conform to all applicable University policies. Once approved, a Job Requisition will be valid for a period of  three (3) weeks (posted) with an option to continue the posting up to an additional three (3)  weeks. The resulting position posting will lapse if not filled within that time.  Human Resources  will support the recruitment and advertising process to ensure compliance with all applicable  laws, requirements, and University policies  concerning affirmative action and equal  opportunity for employment.

2.3 Applications and Interviews

  1. For new or open Administration and Staff positions: 
    1. Applicants for open positions will be reviewed by Human Resources to
      verify that they conform to the qualifications and requirements specified within the job description. Applicants who meet those criteria will be considered as candidates and their information will be forwarded to the requisitioning department for consideration in the interview process per University policies and procedures.   
    2. The requisitioning department must conduct all interviews and will be responsible for selecting the final candidate(s). 
    3. When a candidate is selected, the requisitioning department will forward all interview materials and a signed Request for Offer Letter to Human Resources. All offer letters will be issued by Human Resources with the concurrence of the CFO to certify the availability of funds in the Open Position Budget and that the compensation being offered is within the budgeted limits.
  2. For new or open Faculty positions:
    1. The departmental search committee will follow the search procedures outlined in the Faculty Handbook and convey its recommendations to the Chief Academic Officer, who will be responsible for selecting the final candidate(s).  
    2. Following consultation with the Faculty Welfare Committee and using the Faculty Salary Plan as a guide, the Chief Academic Officer will determine the salary to be offered, with the approval of Human Resources to ensure the final salary offer is within the position salary limits in the Open Positions Budget, and subject to veto by the Faculty Welfare Committee if the offer exceeds the limits of the Faculty Salary Plan. Any impasse resulting from a veto may be resolved by the Compensation Committee, which shall have final authority as a delegate committee of the University’s Board of Trustees.
    3. The Chief Academic Officer or his or her delegate will be responsible for issuing Faculty offer letters and contracts with the concurrence the CFO to certify the availability of funds in the Open Position Budget.

2.4 Compensation (Salary and Wages)

  1. Compensation should remain within budgeted parameters. Budgeted monies remaining unused for an open position will be moved to the position reserve held by the offices of Human Resources and Finance.
  2. Compensation requested in excess of the budgeted parameters must be approved by the Executive Team, with the Director of Human Resources and CFO certifying that funds will be transferred from the position reserve or reduced from available monies previously allocated for other unfilled positions.

2.5 If the position posting lapses and a candidate has not been selected, the posting will be closed and unused remaining monies will to be transferred to the position reserve. 

2.6 If an existing position becomes vacant subsequent to the budgeting process, the Executive Team will evaluate the continued need for the position; if there is agreement to  fill it, monies  will moved from the position reserve to the Open Positions Budget and the Recruiting Budget; if not, the position tracking number will be deactivated.


The Director of Human Resources, in conjunction with the CFO and the President of the University, has the authority to approve exceptions to this policy at any time with or without notice, and in compliance with other policy guidelines. All changes or revisions to this policy must be pre-approved by the Board of Trustees in advance.


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