(601A) Kansas Athletics Staff: Hiring

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Updated 9/16


Kansas Athletics is committed to providing an equal opportunity for all qualified individuals to be considered for staff positions regardless of race, religion, color, sex, disability, national origin, ancestry, sexual orientation, marital or parental status, age, or status as a veteran.  As a reflection of this commitment, Kansas Athletics strives to recruit and employ the most qualified applicants available, consistent with the requirements of the position and the long-range objectives of Kansas Athletics.  Decisions regarding the recruitment, selection and placement of staff members and employees are made on the basis of job-related criteria.  Furthermore, efforts are made to allow existing staff members and employees the opportunity for advancement within Kansas Athletics and to place new staff members and employees in positions which best utilize their abilities and in which they are able to achieve both personal satisfaction and career opportunities.

The Director of Human Resources coordinates the hiring process and ensures compliance with Kansas Athletics policies for recruiting, interviewing and selecting applicants.  Supervisors wishing to fill an existing vacancy or create a new position should contact the Director of Human Resources for approval to initiate the hiring process.  If approved, the Director of Human Resources oversees the processing of the request.  Staff members involved in the hiring process are expected to comply with established Kansas Athletics procedures for selecting candidates.

Equal Employment Opportunity

State and federal laws, as well as institutional policies, provide for equal employment opportunities for all individuals seeking employment with Kansas Athletics, regardless of gender, marital status, color, race, creed, physical or mental disability (unrelated to ability to perform professionally), age, ancestry, sexual orientation, political affiliation, status as a veteran, or any other unlawful reason.

Kansas Athletics does not provide immigrant sponsorship.  All non-resident aliens must have an appropriate visa prior to hiring.  Non-resident aliens are responsible for all costs in obtaining any required visas.


Local Search (e.g. Staff Support positions):
1. Position Vacancy Announcement posted on the Kansas Athletics website.
2. Announcement may be placed in local newspapers.
3. Announcement may be placed with electronic media via the Internet.

Regional Search (e.g. Administrative staff positions, Trainers, etc.)
1. Position Vacancy Announcement posted on the Kansas Athletics website.
2. Announcement may be placed in local and regional newspapers.
3. Announcement may be placed with electronic media via the Internet.
4. Announcement may be placed in sport specific and professional job boards (e.g. National Athletic Trainers Association newsletter).
National Search (e.g. Head Coaches, Assistant Coaches, Senior Administrators)
1. Position Vacancy Announcement posted on the Kansas Athletics website.
2. Announcement may be placed locally and regionally.
3. 4. Announcement may be placed with electronic media via the Internet.
5. Announcement may be placed in sport specific and professional publications (e.g. ; NCAA Job Board; NACDA Job Board; National Athletic Trainers Association newsletter).
6. The announcement of a high profile head coaching vacancy in the media shall count as the first day of notification in the search process.


All qualified candidates selected for an interview are to be treated equally and allotted equal interview time.  A well-planned interview should begin in a timely manner and provide the candidate an opportunity to represent him/herself appropriately and allow the hiring supervisor an opportunity to obtain necessary job-related information.  All interactions with the interviewee should be considered part of the overall interview process, including the drive to and from the airport, facility tours, meals, panel interviews, etc.  The hiring manager should request feedback from all persons having scheduled interaction with the candidate.
Supervisors are advised to prepare itineraries, develop questions ahead of time and to ask follow-up questions based on the candidate’s responses.  Similar itineraries and questions should be developed and asked of each candidate to provide a basis of comparison and an opportunity to select the most qualified candidate.  Reference and background checks shall be verified and conducted before the decision to hire a specific person is finalized.  As a matter of courtesy, candidates should be given a time-frame in which they can expect an employment decision and all candidates should be informed when the decision is made.


The hiring supervisor, after consultation with the Director of Human Resources, makes a recommendation to hire the most qualified candidate.  The Director of Athletics or his designee must approve the recommendation.

Detailed records are maintained on each applicant and materials related to the hiring process. The Director of Human Resources ensures that all appropriate forms are completed, processed and retained. The Director of Human Resources maintains the personnel files for all employees.  Files are confidential and locked.

Background Checks for New Staff Members

Purpose and Policy

Kansas Athletics constantly strives to select the most qualified staff members to fill vacant positions and to provide a safe and secure environment for students, visitors, and employees and to protect its resources.  Background checks serve as an important part of the selection process.

All new employees, including volunteer coaches and interns, shall have a background check conducted as a condition of employment or volunteer status. Kansas Athletics reserves the right to conduct investigations, including driver license checks, at its discretion on other employees who do not fall in these categories. Kansas Athletics uses a third party vendor/administrator to conduct background checks.  The type of information that can be collected as part of the hiring process can include, but is not limited to, a criminal background check, education, employment history, credit, driving, sex and violent offender registry check, and professional and personal references.    This process is conducted to verify the accuracy of the information provided by the prospective staff member and determine his/her suitability for placement at Kansas Athletics.   Kansas Athletics will ensure that all background checks are conducted in compliance with the applicable federal and state statutes, such as the Fair Credit Reporting Act.  Kansas Athletics reserves the right to make the sole determination concerning information or any employment decision arising out of the background check.

General Guidelines

  1. The applicant must authorize the background check. Prospective job candidates shall complete the Kansas Athletics on-line applicant tracking application.  Volunteer staff candidates must provide a current resume and must complete a Data Sheet.  For applicants for whom a credit history check is appropriate, an additional authorization form (compliant with the Fair Credit Reporting Act) must be completed. Volunteer candidates must complete a consent form, available in the Human Resources Office. Applicants who refuse to authorize a background check shall not be hired by Kansas Athletics.
  1. The Human Resources Director shall initiate any and all applicable background checks on the final applicant.
  1. Before verbally making an offer of employment to the successful applicant, the supervisor must inform the applicant that a background check will be completed before a verbal offer is extended.
  1. Falsification of application materials, including failure to disclose criminal convictions, is grounds for disqualification from further consideration.
  1. Background reports shall be treated as confidential and will be maintained in confidential files in the Human Resources Office.
  1. Results of the background check shall be sent to the Human Resources Director and Corporate Counsel who shall review the report.  If the check is favorable, the Human Resources Director shall notify the hiring supervisor that the candidate is approved and an offer of employment or as a volunteer may be extended.  All formal offers of employment for full-time, Graduate Assistants, and Assistantship positions will be made in writing and sent by the Director of Human Resources.

If a background check is returned with unfavorable (“flagged”) results, the Corporate Counsel shall convene a committee to review the results.  Minor traffic and alcohol convictions (for example minor in possession of alcohol), however, will not trigger committee review, though the hiring supervisor shall be informed of any flagged results.   The reviewing committee shall consist of the Senior Associate Athletics Director/SWA, the Director of Human Resources, the hiring supervisor, and others at the discretion of the Athletics Director.  The existence of a negative report or a conviction does not automatically disqualify an individual from employment or a volunteer position.  Relevant considerations may include, but are not limited to, the relationship between a criminal conviction or negative credit report to the responsibilities of the position that will be held, the age of the person at the time a crime was committed, the number of convictions, employment history since the conviction, evidence of rehabilitation and whether the sentence has been commuted or reversed.  A relevant job-related conviction or credit history is grounds for disqualification of an applicant.

  1. Any decision to accept or reject an individual with a conviction or negative background report is solely at the discretion of Kansas Athletics.

Temporary Positions

Requests for temporary employees, to assist Kansas Athletics during peak operations or to substitute for absent employees, require advanced planning and are processed through the Director of Human Resources.  Written justification for the temporary hiring of an employee should be included.  All requests for temporary hiring are to receive the prior approval of the Deputy Athletics Director.

Volunteer Positions

Volunteers complement the available programs and provide valuable services to the student-athletes at Kansas Athletics.  Volunteers who have completed the hiring process described above (submission of current resume, completion of Data Sheet, successful background check) and who have received hiring information from Human Resources are considered Kansas Athletics Staff members.  In addition, volunteers who have medical or professional certifications must provide copies of their certifications and professional insurance to the Corporate Counsel.
Search Waivers
Direct appointments made without a search to a permanent position should be initiated only under exceptional circumstances. These circumstances include, but are not limited to:

  • Targets of Opportunity- opportunities to hire underrepresented group members or prominent individuals.
  • Underutilization-To correct the statistical disparity between underrepresented group members and the percentage actually employed in the workforce.
  • Emergency- An unexpected vacancy needs to be filled immediately due to factors essential to the business operation.
  • Acting/Interim- A limited term appointment until a search can be completed or for special circumstances.
  • Promotion- A Kansas Athletics employee is moved from one appointment to another that has increased responsibility and may have an increase in pay and/or a new title that reflects a position change.
  • Reorganization-Position reassignment based on the extensive realignment of the administrative structure of a department.
  • Other:
    • Appointment of an individual whose experience, qualifications, and accomplishments make him/her uniquely qualified for the position;
    • A candidate identified in a previous search pool for a similar position.

Search waivers must be proposed by the Department Head, prepared by the Director of Human Resources, and approved by the Athletics Director.
Female Coaches
It is the goal of Kansas Athletics that each of its women’s sports teams employs at least one-female coach. While adhering to affirmative action practices, it is Kansas Athletics policy to implement the attainment of the goal by actively seeking out and encouraging applicants from qualified female candidates whenever coaching positions become available.
Internal Promotions
The Director of Human Resources will review recommendations for internal promotions based on individual job qualifications and written job descriptions and make appropriate recommendations to the Athletics Director for a final decision. Internal promotion recommendations must have the approval of appropriate supervisory personnel prior to review by the Director of Human Resources.

Other Recruitment Sources
There may be occasions when it will be appropriate to utilize other sources of recruitment such as: technical schools, employment and training services, job fairs, community colleges, or proprietary schools.
Employment of Relatives
A member of an employee’s immediate family will be considered for employment if the applicant possesses all the qualifications for the position under consideration. An immediate family member cannot be hired, however, if the employment would:
1. Create a direct supervisor/subordinate relationship with a family member, unless supervision is of a functional nature; or
2. Create either an actual conflict of interest or the appearance of a conflict of interest.
These criteria will be considered when assigning, transferring, or promoting an employee. “Immediate family” includes: the employee’s spouse, brother, sister, parents, children, step-children, father-in-law, mother-in-law, sister-in-law, brother-in-law, daughter-in-law, son-in-law, and any other member of the employee’s household.
Employees who marry or become members of the same household may continue employment as long as there is not:
1. A direct supervisor/subordinate relationship between the employees, unless it is of a functional nature; or
2. An actual conflict of interest or an appearance of a conflict of interest.
Should one of the above situations occur, Kansas Athletics should attempt to find a suitable position within the organization to which one of the affected employees may transfer.

The Director of Athletics, with approval from Chancellor, may grant exceptions.