Hiring Policy #

Purpose #

This policy establishes the principles and requirements governing how OASIS Open hires staff and engages contractors. As a 501(c)(6) membership organization, OASIS has a responsibility to its members to ensure that staffing decisions are justified by organizational need, approved within budget, and conducted with full integrity. Hiring decisions must not only be sound — they must be visibly and demonstrably sound, with no appearance of misuse, favoritism, or lack of due process.

For step-by-step hiring procedures, see the Hiring Process.

Scope #

This policy applies to all hiring of full-time and part-time employees, contractors, and temporary staff. It applies to the (Interim) ED, hiring managers, HR, and any staff involved in a hiring process.

Principles #

Organizational justification — No position may be posted or filled without documented organizational need and budget approval from the (Interim) ED. OASIS does not create positions to accommodate individuals; positions are created to meet defined organizational needs.

Fairness and consistency — All candidates must be evaluated against the same defined criteria. Interview processes must be consistent across candidates for the same role. Decisions must be documented.

Above reproach — OASIS holds itself to a standard of conduct that avoids not only actual misconduct but the appearance of it. Personal relationships, prior associations, or recommendations from board members, officers, or staff do not constitute justification for bypassing any step in this policy.

Budget discipline — Compensation ranges are confirmed before any position is posted. Offers may not exceed the approved range without (Interim) ED approval and, where required, Board notification.

Authority #

The (Interim) ED has final authority over all hiring decisions. For director-level and above positions, Board or relevant committee approval is required before an offer is extended.

No offer of employment or engagement — verbal or written — may be made without (Interim) ED authorization.

Job Descriptions #

Every position requires an approved job description before posting. Job descriptions must accurately reflect the work the person will perform and the qualifications genuinely required for the role. Inflated requirements that serve to narrow the candidate pool without organizational justification are not permitted.

Posting and Sourcing #

All positions must be posted publicly unless the (Interim) ED determines in writing that an exception is warranted. Internal referrals are welcomed but do not replace an open process. Use of external recruiters or staffing agencies requires (Interim) ED approval before engagement.

Screening and Selection #

Candidates are screened and interviewed by the hiring manager. A panel interview process is used where practicable. Interview feedback from all panel members must be documented before a final selection is made. Reference checks are conducted on the final candidate before an offer is extended.

Conflict of Interest in Hiring #

Any staff member, officer, or board member involved in a hiring decision who has a personal, financial, or prior professional relationship with a candidate must disclose that relationship to the (Interim) ED before the process proceeds. Where the relationship creates or could create the appearance of bias, the individual must recuse themselves from the relevant stages of the process.

For contractor engagements, conflict of interest disclosures are required from both the contractor and any board member, officer, or staff member who recommended the engagement. See the Conflict of Interest Policy and the Contractor section of the Hiring Process.

Offers and Background Checks #

All offers are extended verbally first, then confirmed in a written offer letter prepared through Insperity. Background screening is required for all new employees and is initiated through the Insperity portal. No start date is confirmed until background screening results have been reviewed by HR.

Contractors and Classification #

Before engaging any contractor, HR and the (Interim) ED must confirm that the engagement is correctly classified under applicable employment and tax law. Misclassification of employees as contractors carries legal and financial risk to OASIS. When in doubt, seek legal guidance before proceeding.

Records #

HR retains all hiring records, including job descriptions, applications, interview notes, reference check notes, conflict of interest disclosures, offer letters, and background screening results, consistent with the Document Retention and Destruction Policy.

Policy Review #

This policy is reviewed annually by the (Interim) ED and updated as needed to reflect changes in law, organizational structure, or operational practice.