RECRUITMENT AND HIRING ACADEMIC STAFF/LIMITED. Presented By: The Office of Human Resources

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1 RECRUITMENT AND HIRING ACADEMIC STAFF/LIMITED Presented By: The Office of Human Resources

2 AGENDA Why has the process been updated? Overview of major changes Authorization Forms Recruitment Process Procedure Checklist Launching a Recruitment and Communicating with Applicants Reviewing Applicants and Preparing for Interviews Interview Process Negotiating and Carrying out the Hire Hiring Process Finishing the Recruitment New Employee Orientation Resources Questions

3 WHY HAS THE PROCESS BEEN UPDATED? To anticipate University Personnel System (UPS) implementation Provide consistency between employee groups Because of input from employees across campus To address frequently asked questions Analysis of the policy, procedure, and forms showed some procedures were not consistent with forms To move towards a more paperless process To eliminate redundancies now that TAM has been implemented

4 WEBSITE Title - Recruitment and Hiring All forms and other resources for the recruitment of applicants as well as the hiring process are located at:

5 OVERVIEW OF MAJOR CHANGES Now referred to as Recruitment and Hiring rather than Search and Screen Policy and Procedure have been separated 6-page Policy document One policy for all employee classifications Procedure Checklist Step-by-step procedure with links to new forms Titles of Forms No Longer Form A, B, etc. Titles reflect the purpose of the form Only Electronic Approvals for most forms

6 UPDATED AUTHORIZATION FORMS Authorization for Recruitment Utilized for any positions that will undergo a full recruitment (all classifications on one form) This includes temporary (fixed-term) positions Revised Qualifications section Authorization for Temporary Hire Used for temporary positions with a known incumbent Authorization for Waiver Hire Used to request a waiver for recruitment

7 RECRUITMENT PROCEDURE CHECKLISTS Step-by-step checklists are available for: Unclassified Faculty, Academic Staff, and Limited are combined Classified Recommendation: Checklist may be shared in a central drive and utilized by both the Recruitment Chair and Administrative Support Personnel Forms are accessible via links within the checklist

8 LAUNCHING A RECRUITMENT 1. Authorization for Recruitment is forwarded through the proper channels to the Position Review Committee for approval 2. After Position Review Committee approval, the original signed Authorization for Recruitment is returned to the Area Leader for distribution to the Recruitment Chair c/o the Administrative Support Personnel 3. A word version of the Authorization for Recruitment and the position description should be sent to Human Resources 4. Using the approved Authorization for Recruitment and the position description, HR creates the position announcement in TAM and routes it for approval 5. Recruitment meeting is scheduled, if needed, between Human Resources and the Recruitment Chair and Administrative Personnel

9 LAUNCHING A RECRUITMENT (CONT.) Recruitment Plan (Formerly Form B) Simplified form Electronic Approval Copies of all postings/communications done by the department MUST be saved and submitted to HR at the conclusion of the recruitment Should be developed by the Recruitment Chair with input from the Recruitment Committee Communication with Applicants Missing materials communications should be sent through TAM

10 LAUNCHING A RECRUITMENT (CONT.) Open Meetings All meetings must be announced on the University Calendar Minutes must be kept for all meetings, and will be collected by HR at the conclusion of the recruitment New Meeting Minutes Template available Meetings should start in open session, and can move to closed session to discuss individual candidate qualifications Please review Legal Issues in the Recruiting Process for more information about Open Records Laws

11 LAUNCHING A RECRUITMENT (CONT.) Development of Applicant Screening Documents: Applicant Review Form (Formerly C-1) Includes ONLY Preferred Qualifications Required qualifications will be screened by the Recruitment Chair through TAM prior to the first screen date Electronic Approval Telephone Interview Questions (Formerly C-5) Electronic Approval

12 LAUNCHING A RECRUITMENT (CONT.) Development of Applicant Screening Documents (cont.): Reference Interview Form (Formerly C-2) Included example in original form to save from opening multiple documents Electronic Approval Candidate Interview Plan (Formerly C-3) Included example in original form to save from opening multiple documents Electronic Approval On-Campus Interview Questions (Formerly C-4) Electronic Approval Note: Sample Interview questions are available from HR upon request

13 REVIEWING APPLICATIONS AND PREPARING FOR INTERVIEWS Applicant Pool Approval As applications are received, Recruitment Chair screens for minimum qualifications Dispositions in TAM are changed to reflect who meets minimum qualifications All screening must be completed by the day after the First Screen Date HR sends Applicant Pool Summary Reports to the Dean/Division Head for approval Once approved, the recruitment committee is provisioned in TAM to view applicant materials

14 REVIEWING APPLICATIONS AND PREPARING FOR INTERVIEWS (CONT.) Applicant Roster (formerly Form D) Will be sent by HR to the Recruitment Chair and Administrative Support Personnel after the first screen date for use during the rest of the recruitment Lists applicants and their Disposition Status Will need to be updated if any new applicants come in or when TAM dispositions are changed No approval needed Excel document, which includes formulas to only allow for certain non-selection codes to be chosen, based on TAM disposition

15 REVIEWING APPLICATIONS AND PREPARING FOR INTERVIEWS (CONT.) Recruitment committee reviews applicants who pass minimum qualifications using the prepared Applicant Review Form Telephone Interview/Reference Check List (formerly Form E) Should be used when narrowing the pool Electronic Approval Optional Phone interviews are completed using prepared Phone Interview Questions

16 INTERVIEW PROCESS Reference Checks Reference checks are completed using the developed Reference Check Questions Recommendation is that reference checks should be done BEFORE on-campus interviews for all candidates moving forward in the process On-Campus Interview List (NEW) Used to be a memo if two steps were completed (telephone and on-campus) rather than a standard form Electronic Approval

17 INTERVIEW PROCESS (CONT.) Authorization Request to Reimburse Applicant Interview Expenses (Formerly Form F) If applicable Formatting changes only An Interview Itinerary is created for each candidate brought to campus using the developed Candidate Interview Plan Administrative Support Personnel or Recruitment Chair sets up travel arrangements On-campus interviews are conducted using the developed On-Campus Interview Questions

18 NEGOTIATING AND CARRYING OUT THE HIRE Final Candidate Justification Memo Template created department CAN use a different format if they would like Should indicate strengths and weaknesses of all candidates brought to campus, and identify which are acceptable for hire Candidates must not be ranked Submitted to the Dean/Division Head

19 NEGOTIATING AND CARRYING OUT THE HIRE (CONT.) Dean/Division Head has the choice to: Extend an offer to one of the acceptable candidates Reject candidates put forth and direct the recruitment to continue Close the recruitment Authorization to Extend Offer (formerly Form G) Top portion is completed by Dean/Division Head and forwarded to Area Leader Area Leader approves and forwards back to Dean/Division Head Dean/Division Head negotiates offer of employment with candidate and completes the rest of the form

20 HIRING PROCESS After the verbal offer is accepted: Criminal Background Check Initiate a background check using the current process Watch for information about a new vendor and procedure coming soon! Official Transcripts Must be requested for ALL Unclassified employees and sent to HR for verification of education Will be returned to employee after scanned into their personnel file

21 HIRING PROCESS (CONT.) Offer Letter Offer letter templates are on the Recruitment and Hiring website for each employment type Send to Area Leader or designee for review and approval After approval, offer letter is sent electronically to selected candidate Offer letter is signed and returned to accept terms of employment

22 HIRING PROCESS (CONT.) The following items are compiled and sent to Human Resources: Authorization to Extend Offer Original signed offer letter Official Transcript W-4 and Self-ID form completed by new employee Direct Deposit Form completed by new employee Completed Personnel Action (PA) form I-9 with completed Section 1 is forwarded to the Administrative Support Personnel tasked with verifying documents and submitting to HR when the candidate begins employment

23 FINISHING THE RECRUITMENT Recruitment Chair or Administrative Support Personnel notify all unsuccessful candidates through TAM that the recruitment has been completed Applicant Roster is completed with correct nonselection codes HR schedules a closing meeting to close out the recruitment and obtain all documentation for retention

24 NEW EMPLOYEE ORIENTATION Orientation Checklists are on the Recruiting and Hiring website for: Faculty and Instructional Academic Staff Non-Instructional Academic Staff and Classified HR will schedule a one-on-one benefits orientation as well as a group HR orientation with the new employee (if applicable)

25 RESOURCES Recruitment and Hiring Website: Policy and Procedure Checklist Forms Legal Issues in the Recruitment Process Letter Templates Orientation Checklists Diverse Advertising Resources Offer Letter Templates

26 QUESTIONS? Office of Human Resources (920)

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