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1 Hiring Process Guide Form names which are bolded can be found on the Liaison Resources page (http://www.tamhsc.edu/payroll-hr/liaisons.html). This document is provided to assist hiring managers through the hiring process using the Health Science Center Jobsite. Please use the abbreviated version of this guide (Hiring Process Checklist). All documentation used during the hiring process must be retained in a Position File for two years from the hire date (see for Position File Checklist additional information). HR staff is available to answer your questions at any time during the process. All TAMHSC Units or Baylor College of Dentistry, Dallas HSC Units located in Houston (Alkek) College of Pharmacy, Kingsville I. Preparing the hire (an existing or preapproved position) A. Prepare the Position Description (PD). Update the PD if necessary, since the position description serves as the basis for everything to follow. B. Post the position on the HSC jobsite. After training, and user account approval, the departmental coordinator/hr Liaison will login to the HSC Jobsite to enter and submit the job posting to the appropriate work flow at each component. C. Prepare and place media advertisements. If you plan to place additional advertising with web sites, journals, etc., you must refer all applicants to the Jobsite (http://jobs.tamhsc.edu) for the full job description and to apply online. This will ensure that you meet all the federal, state and System legal requirements for postings. You may not consider applications received from sources other than the Jobsite. Remember that ALL employment advertisements must contain the statement The Texas A&M Health Science Center is an Equal Opportunity/Affirmative Action/Veterans/Disability Employer. II. Screening Candidates and Preparing to Interview A. Review the diversity of your applicant pool. The Health Science Center is committed to building a diverse workforce. You can view the gender/race of your applicant pool, without seeing individual applicant names by logging in to the HSC job site Click on the job you would like to review Click on the Reports tab located near the top of the page Click on EEO Report A new window will pop up and the status will say Queued Hiring Process Guide 08/2014, pg 1 of 10

2 After a few moments the status will change to complete Hold your mouse over the actions button Click on View Report You can view/print this report, or close it by clicking the x to close the window This report only shows the race/gender of the applicant pool as reported on the voluntary EEO section of the candidates applications. For more suggestions on how to build a diverse pool of applicants contact HR, or you can go online at you can visit this website Contact HR if you have concerns about the diversity of your applicant pool or you would like assistance in identifying additional recruiting sources. B. Place position On Hold. When you decide the applicant pool is sufficient and would like to begin interviewing, send a request to to place your job on hold. Please include the NOV number (XXXXX) and the title of the position. This will remove the posting from public view and thereby stop the flow of new applicants. Keep in mind that each position must be posted for a minimum of five days, and that postings may be placed on hold and re-opened as often as necessary. C. Complete the Hiring Matrix. Before beginning to interview, first review and rank the applications, using the Hiring Matrix. The use of a Hiring Matrix encourages objectivity by providing a numerical way to evaluate application materials. It also provides an effective way to determine which candidate(s) to interview. Courtesy interviews are discouraged, only applicants with the highest total score(s) should be interviewed. The Hiring Matrix must be customized for every position, and all applicants must be listed and ranked. As you enter your rankings, each applicant s total score will be calculated. If you find an applicant who does not meet required requirements, place an X in the score box the application score will reset to zero. All factors should be assigned a score from 1 (lowest) to 5 (highest). Contact HR if you have any questions regarding the requirements used to rank applicants. D. Prepare your interview. Review the sample interview questions on the HR forms website. Preplan your interview by using the Interview Record. Prepare a list of 4-5 core job-related questions that you ll ask of every interviewed candidate. Although you must ask every candidate the same core questions, you are free to ask more specific and varied questions based on particular responses, or to clarify relevant work experience and/or education. All questions must be job-related and non- Hiring Process Guide 08/2014, pg 2 of 10

3 discriminatory. Only the core questions must be documented, and turned in as part of the position file. E. After interview. Immediately after the interview, complete the Interview Record and by assigning a score from 1 (lowest) to 5 (highest) to represent how well each applicant answered each question and document this score on the Hiring Matrix. III. Finalizing the Hire A. Make an initial selection. Hiring managers are required to hire the applicant who best meets the needs of the particular position. A properly completed Hiring Matrix will help determine the successful applicant. B. Conduct Reference Check(s) on the finalist (the applicant with the highest score after the interviews). At least one reference check is required for the applicant selected; two reference checks are recommended. If the hiring manager is personally aware of the quality of a finalists work, he or she may place a note to that effect in the file. This can substitute for a reference check. Reference checks must be documented in writing. The Reference Check form should be used for this purpose. Always ask the same questions for every reference check. If a reference check is so negative that it warrants not hiring an applicant, place an X in the reference score. That applicant s total score will be reset to zero. After a reference check is completed, assign a score, and document that score on the Hiring Matrix. If the job requires a degree (or if the position doesn t require a degree but the applicant claims one), a Verification of Degree(s) and/or Licensure Release Form must be filled out and submitted to HR. C. Extend Verbal Offer, and Prepare Offer Letter. A verbal contingent offer should be made to the selected applicant, but the applicant must also receive an official written offer confirming the salary, job title, supervisor s name, start date, where to report, what to bring and if applicable, insurance information. Offer letters available on the Liaison Resources page contain all required language. The selected applicant may be directed to the HR Forms Page in order to complete the Background Authorization and Disclosure Form and, if male, the Selective Service Registration Status form, or you may include both forms with the offer letter. When extending a verbal offer, advise the candidate that: The position is considered security sensitive and the person chosen to fill the position must undergo a criminal history record check. If s/he wishes to accept the position, s/he must complete the Background Authorization and Disclosure Form. Hiring Process Guide 08/2014, pg 3 of 10

4 Male candidates must also complete a Selective Service Registration Status form. If a criminal history check reveals information that was not on the employment application, s/he will be informed and given an opportunity to correct or challenge the information, and Evidence of criminal history may be grounds for withdrawing the offer. D. Submit the completed Background Authorization and Disclosure Form and Selective Service Registration Status form (if applicant is male) via Laserfiche. After ensuring the applicant s portion is readable and completing the department s portion of the background check form, scan both documents to the HR Inbox (9.0) in the DMS (name the background check form as BC-last name, first name and the Selective Service form as SSR-last name, first name ). If applicant is male, between the ages of 18-26, proof of proper registration must accompany the Selective Service Registration Status form. HR will conduct the background check and confirm the results to the hiring department or appropriate HR staff. Keep a copy of the Selective Service form for the employee s personnel file. E. Online I-9 Guardian Section 1 MUST be completed and signed by the new employee on OR prior to their first day of employment Section 2 MUST be completed and signed no later than the third day of employment An employee should not begin work until Section 1 is completed. If the employee does not provide documentation necessary to complete Section 2 within 3 days of employment, they should be sent home until documents can be presented and Section 2 completed. Before an I-9 is initiated in the Guardian system, you must create a TAMUS UIN for the new employee if the new employee does not have one. If you have the Social Security Card and the document verifying birthdate you can choose that you have seen them the same as you have always done. Although the UIN Manager SSO Application has been modified to include the documentation certification on the first page when you have not reviewed the Social Security Card, we caution you to use it as errors made may be hard to fix. You will still need to know the Social Security Number and Date of Birth, but will not have to certify to actually seeing the documents if they are to be used to complete Section 2. You will also need to enter the adloc so that a record can be made in BPP. This is very important because in order for the process to work it has to feed to BPP. Situations where Employee Is Not Available If for some reason the new employee cannot meet with you on their first day of employment, but will be available with the necessary documents for you to complete Section 2 by the third day of employment an with Hiring Process Guide 08/2014, pg 4 of 10

5 login instructions can be sent to the new hire by Payroll Services. We will need the employee s name, UIN, adloc and in order to do this. If the new employee cannot be at your location within three days of their initial employment date for you to complete Section 2 they will have to find an alternate. In these cases Payroll Services needs to be notified well in advance so alternate can be set up and instructions sent. IV. The Closing Process A. Change all applicant statuses on the HSC Jobsite. 1. Click on the Job Posting 2. Click on the Applicant tab near the top of the page 3. Identify each applicant that was not interviewed, by checking the box to the left of their name. 4. Hold your mouse over the grey actions tab above applicant box. 5. Select the option for Move in Workflow under BULK 6. Change the status of all candidates to No longer under consideration (send ) or No longer under consideration (do not send ) and indicate a reason from the drop-down box provided. These reasons should reflect the scoring on your hiring matrix. The option with (send ) will send all candidates not selected a system generated from employment. An example of this is shown at the end of this guide. If the department wishes to send out their own notifications to the unsuccessful candidates, choose the option (do not send ). 7. Click Save Changes 8. Follow steps 1-3 to change the status for those selected for an interview 9. Change status to Request Interview, and click Save Changes 10. Follow steps 1-3 to change the status for those that were selected and completed the interview 11. Use the status Interview Declined for applicants who declined the interview or either did not appear for their interview or could not be reached 12. Follow steps 1-5 to change the status for the person(s) not selected for the position 13. Click on the name of the applicant selected, and Hold your mouse over the orange Take Action on Job Application button 14. Select Offered Position. Click Submit on window that pops up. You can also choose to change the status of each applicant individually by clicking on the name of the applicant that you would like to change and following Step 14 on each one. B. Print Hiring Manger Reports. Hiring Process Guide 08/2014, pg 5 of 10

6 If you did not print the EEO report in Section IIA above follow these instructions and place them in the Position File that is sent to HR. (See Position File Checklist for more information). 1. Click on the Reports tab located near the top of the page 2. Click on EEO Report 3. A new window will pop up and the status will say Queued 4. After a few moments the status will change to complete 5. Hold your mouse over the actions button 6. Click on View Report 7. Print 8. Close the window by clicking the x 9. Click on Applicant List report 10. Repeat steps 3-8 C. Request the Hiring Certificate. 1. After changing all statuses, click on tab labeled Summary 2. Scroll down to the section labeled Request for Hiring Certificate. 3. Click Edit 4. Fill out all the information in this section 5. Click Save 6. Click on the Summary tab on the left side of the page 7. Hold over orange Take Action on Posting 8. Choose Submit to [next level] for Hiring Certificate 9. Click Submit D. Assemble and Submit the Position File via Laserfiche to the HR 9.0 inbox. HR will not issue the hiring certificate until confirming that all applicant statuses have been changed and that the entire Position File is received and accurate. This request MUST be made on or before the candidate s start date for audit purposes. Position Files are required for positions which were posted on the HSC Jobsite. Every Position File must contain the documents listed below: 1. Signed Position File Checklist 2. Copy of the Position Description (signed or unsigned) 3. Copy of the job posting 4. Copy of any additional advertisements 5. Copy of the Offer letter, signed or unsigned 6. Copy of all other correspondence with any of the applicants. 7. Hiring manager reports (See IV B above) 8. Interview Record form documenting questions, responses, and scores of all interviewed applicants 9. Hiring Matrix 10. Reference checks, and the responses for each one conducted 11. Any additional information pertaining to the hiring process E. Mark your calendar to evaluate the performance of your new employee using the New Employee Review form. This is not a requirement, but Hiring Process Guide 08/2014, pg 6 of 10

7 supervisors are encouraged to evaluate the performance of new employees during the first few months of employment in order to provide them feedback. F. Conduct New Employee Orientation (NEO) ALL new employees must use the New Employee Online Orientation. This ensures that consistent, current and accurate information is conveyed. G. Complete New Employee Processing Checklist Use of this checklist will ensure that all necessary paperwork is completed and distributed as necessary to place the new employee on payroll. Additionally, it will serve as a reminder to secure an address. Hiring Process Guide 08/2014, pg 7 of 10

8 EXAMPLE S: A. Job Posted When a job is posted the following will be sent to all users that have access to that posting: Notice of Vacancy Number (NOV): 200XXXX Position Title: [JOB TITLE] Human Resource has opened your job posting. If you haven t already, please begin preparing a hiring matrix (refer to Section IIB of the Hiring Process Guide). Applicants may view your posting online at To view your posting, applications, and other information related to your NOV, log in to Our office will furnish a copy of the posting to as well as the A&M Systemwide Jobsite (http://apps.system.tamus.edu/jobsearch/). If you have any questions with this listing, please contact our office at or (979) Hiring Process Guide 08/2014, pg 8 of 10

9 B. Job On Hold When a job is posted the following will be sent to all users that have access to that posting: At your request, the following NOV has been placed on hold to stop the flow of applicants: Position Title: [Job Title] NOV #: 200XXXX Please ensure that the following processes are completed. Refer to the Hiring Process Guide sections shown below for detailed instructions on each of these processes. 1. Complete the Hiring Matrix. (Section II B) 2. Prepare your interview. CORE QUESTIONS MUST BE DOCUMENTED! (Section II C) 3. Print the application(s) of the candidates being interviewed. (Section II D) 4. Make an initial selection. (Section III A) 5. Conduct the Reference Check(s). (Section III B) 6. Prepare Offer Letter. (Section III C) 7. Submit the Background Authorization and Disclosure Form. (Section III D) 8. Complete the Selective Service Registration Status Form (if applicant is male). (Section III E) 9. Change statuses on the HSC Jobsite. (Section IV A) 10. Request the Hiring Certificate. (Section IV B) 11. Print Hiring Manger Reports. (Section IV C) 12. Assemble the Position (NOV) File. (Section IV D) 13. Mark your calendar to evaluate the performance of your new employee. (Section IV E) 14. Complete New Employee Processing Checklist (or New Faculty Processing or New Student Processing, as appropriate). (Section IV) Hiring Process Guide 08/2014, pg 9 of 10

10 C. System generated to applicants The message below is sent only if you select No longer under consideration (send ). If the hiring department prefers to send their own communication to the applicant(s), select No longer under consideration (do not send ). Thank you for your interest in the [JOB TITLE] position we recently advertised (NOV 20XXXXX). Our department had an excellent response, and we have selected an applicant whose background most closely met the needs of the position. We welcome your continued application for positions for which you qualify. Please keep us in mind, and best wishes in your employment search. Sincerely, [Signature Line for ] Hiring Process Guide 08/2014, pg 10 of 10

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