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Enhancing the Health of Veterans through Research and Education

Recruiting and Hiring

Policy:  PVARF’s policy of equal employment is designed, and committed, to building and maintaining a diverse workforce with high standards and expectations for excellence. State and federal laws continue to require a commitment to equal employment opportunity and a workplace that is free from any form of unlawful discrimination. As an equal opportunity employer PVARF will strive to make all employment related decisions based on  job-related criteria only, without regard to race, sex, color, age, ancestry, citizenship, pregnancy, religion, national origin, marital status, parental status, sexual orientation, political affiliation, physical or mental disability or medical condition (as defined under state law), status as a disabled veteran or Vietnam-era veteran, when the individual is otherwise qualified or on any other basis prohibited by law.


This policy outlines PVARF’s commitment to providing equal opportunity in all phases of employment including, but not limited to the following:

A. Recruiting and soliciting for employment

B. Hiring, placement, promotion, transfer and demotion

C. Employment training or selection for training

D. Rate of pay, compensation, and benefits

E. Termination of employment


PVARF will provide reasonable accommodation to otherwise qualified individuals with a known impairment as required by law.


This organizational commitment to equal access for employment opportunities makes it imperative that all PVARF Principal Investigators, managers and supervisors comply with both the spirit and intent of federal and state laws and government regulations that relate to discrimination in the workplace. It is the responsibility of all Principal Investigators, managers and supervisors to ensure a work environment free of discrimination.


Procedure:  To assure that we adhere to our equal employment principles, all job openings will be publicized and statistics will be maintained on applicants and selections for appointment. As appropriate, PVARF will recruit both within and outside its work force to obtain qualified applicants. To support career progress of qualified internal candidates, internal recruitment may be utilized. Exceptions to recruiting may be made for employees whose responsibilities or titles have changed as a result of a reorganization or reassignment.

The following steps outline the process for recruiting and hiring employees through the PVARF:

1. Prior to initiating any recruitment effort for a PVARF position, the hiring manager/PI should contact the Executive Director with a proposal to hire and obtain approval from ED.  The proposal should include:


a.       Full position description

b.      Status:  Part-time/full-time/on-call/temporary

c.       Proposed salary based on PVARF salary schedule

d.      Specific project title and account number

e.       Desired recruitment sources


2. The Executive Director will review the requested proposal and determine the specific account status. Upon final approval, the Hiring Manager/PI will post the requested position for a minimum of 3 days at the selected recruitment sites. 


3. The hiring manager/PI will screen responses/résumés and select those respondents that she/he wishes to interview. The hiring manager/PI should schedule the interview(s), and send a list of names and email addresses (or other contact info) of those selected for interview to the HR Administrator.


4. Upon notification that interviews are scheduled, HR will send the hiring manager/PI the Interview and Hire Log. In conducting interviews, questions should elicit only job-related information, such as work experience, education, technical skills, communication skills or relevant training. Interview notes should be maintained separate from the responses/résumés. Notes should not be made on resumes.


5. Upon completion of interviewing, and once a final selection has been made, the hiring manager/PI should complete the Interview and Hire Log. This form documents the reasons for selection/non-selection of applicants for the position. This completed form along with all resumes/applications should be forwarded to HR once the hiring process is completed.


6. Once an applicant is selected for employment, the hiring manager/PI will provide HR with the candidate’s contact information, along with proposed salary and start date.  After determining all requirements have been met and that the salary is appropriate, HR will prepare an offer letter. No one may start work until she/he has received an offer letter from the PVARF Human Resources office.


7. HR will send the offer letter along with the new hire paperwork to the selected applicant. Included in that packet will be information regarding how to obtain a Without Compensation (WOC) appointment at the Portland Veterans Affairs Medical Center, unless applicant already has a completed WOC appointment.


8. The hiring manager/PI will arrange with HR and the candidate to come in to submit their new hire paperwork.  The candidate will bring in the completed new hire paperwork to the Foundation as well as make contact with the PVAMC R and D department regarding their WOC appointment, if they have not already done so.


9. All PVARF employees are required to show proof of current eligibility to work in the United States within three business days of start date.