Staff Posting and Hiring Process Guide

of 7 Dornsife Human Resources Staff Posting and Hiring Process Guide A: Initial Posting Request 1) Department identifies need for position. This includes new/replacement/resource Employee staff positions. 2) Department must consult with their designated Department Business Officer (DBO) or Operations Manager to determine funding source, account number(s) and budgeted salary (hiring range). 3) Department may consult with Kristine Caguin, HR Specialist, to determine appropriate job title, responsibilities and other criteria. B: Submitting the Request 1) Department submits a posting request packet (cc: your DBO or Ops. Manager) to Dornsife Human Resources at hrrequests@dornsife.usc.edu. A completed packet contains the following: a) Staff Position Request Form * b) Job description with percentage of effort form to get this form, please go to http://www.usc.edu/dept/hr/hra/i-joblist.html ** c) Addendum to Cross-Campus job description form - If necessary; utilize this form to add, expand, or clarify/personalize job duties up to 30% only d) USC Job Information Questionnaire form e) Preferred job announcement Optional. A generic announcement will used if a preferred announcement is not submitted. Submit your preferred announcement as a word doc. f) Supplemental Questions Optional. You may create questions to be added in the job application process. This is done so that you can use a scoring system to sort applicants. Submit your supplemental questions as a word doc. *Justification should include: why the position is critical for operational needs, how not filling the position would significantly impact operations, and why the duties cannot be distributed amongst existing staff. ** At least 70% of the job accountabilities must be marked as Essential (E). This means that if there are 10 accountabilities, at least 7 must be E.

of 7 C: Receipt of Request 1) HR will review packet to ensure completion, and will advise department of missing items, information and/or edits necessary. D: Obtaining Approvals (average turnaround is 10-12 business days) 1) Dornsife HR Specialist creates the job requisition/position (posting request) in Workday. 2) Hiring Manager will receive an email notification from Workday that A To-Do Awaits you; Please follow the instructions on this email. 3) Hiring Manager s Manager will receive an email notification from Workday that A To-Do Awaits you; Please remind your manager to follow the instructions on the email. 4) University Compensation Partner reviews posting request, approves and forwards to Dornsife s Senior Business Officer (SBO). 5) SBO reviews posting request, and upon approval, will forward to Senior Vice Provost (SVP). 6) SVP reviews posting request, and will approve/deny/or send back for revision. Workday Notification: Upon SVP approval, you might receive an email from usc@myworkday.com that the Position creation has been completed. Please be advised that this does not mean the position has been posted on the web. A system integration process must run, before Dornsife HR can create a live posting on the web. This process generally happens overnight. E: Denial Notification - (if approved please skip to F) 1) HR will notify the department of denials and will determine the appropriate changes/steps required to resubmit request or discuss alternative solutions. F: Posting the Position on the Web 1) HR Specialist will create and post the position in PeopleAdmin (USC s Official Applicant Tracking System) posting will appear on USC s jobs site - https://jobs.usc.edu/. 2) Hiring manager* and Ops. Manager will receive an email from HR (not Workday) that the position has been posted, and that applicants may be viewed by logging into PeopleAdmin https://jobs.usc.edu/hr/login.

of 7 *If additional access to PeopleAdmin is needed, please contact Kristine Caguin. A Guest User access can be created. Five-Day Calendar Posting Policy The posting may not be removed from the web for a minimum of five calendar days. No offer letter may be extended until the five-day posting period has elapsed and the final candidate has completed a successful background screen. G: Recruitment and the PeopleAdmin System 1) Hiring manager reviews ALL applications/resumes in PeopleAdmin, and must status every applicant as required. PeopleAdmin is USC s Applicant Tracking System - https://jobs.usc.edu/hr/login Please go to TrojanLearn http://trojanlearn.usc.edu/ for instructions on how to navigate, view your applicants, take action on your applicant s status (workflow state), and manage your posting in PeopleAdmin. TrojanLearn You will be prompted to sign in with your USC NETID login. Once you are logged in, please do the following: 1. locate the search box on the upper right hand corner of your screen 2. in the search box, type in peopleadmin, click enter or search 3. under training results, you will see several videos to choose from Recommended videos: USC PeopleAdmin 7 Groups: Understanding Your Role USC PeopleAdmin 7 Locating and Navigating the HR Portal USC PeopleAdmin 7 Manage Your Staff Posting 2) Select a minimum of 3 applicants who meet the position s minimum education and experience requirements. 3) Schedule and conduct interviews in compliance with section H: Interview Process (below).

of 7 H: Interview Process 1) Department must interview a minimum of 3 qualified, or as many qualified applicants. 2) All questions and discussions during the interview must be job-related. Guidelines: Establish a list of job related core questions. The same core questions must be asked of each applicant (follow up questions may vary). Questions should be for the purpose of obtaining information about the applicant s skills and industry knowledge. Allot the same amount of time for each interview, and allow time for the applicant to ask questions. During the interview, salary range may be discussed at hiring manager s discretion. Record all notes and applicant responses and retain these documents for a minimum of 3 years. Required Action in PeopleAdmin Applicant tracking Make sure to update your applicant s status (workflow state) by selecting Action or Take action on job application. Their workflow state should accurately reflect the actions taken. This update must be done in a timely manner. Please keep in mind that USC is required to submit the applicant tracking information to the Department of Labor annually. I: Reference Checks 1) Conduct at least two reference checks on your top candidates. If candidate is a USC employee, please contact current supervisor*. a. If candidate is a former USC employee, please contact University Payroll Services to verify their rehire eligibility status. b. *If a candidate does not want their employer to know they are seeking a new position, any offer of employment may be made contingent on receiving verification of previous employment and satisfactory employment references. J: Select a Final Candidate 1) Inform your final candidate that the next step is a background screening process. 2) Explain the background screen process (please see section K: Background Screen Process on page 5). 3) Advise the candidate to look out for an email from customersupport@hireright.com. Ask them to check their spam/junk folders as well.

of 7 4) You may also let them know that once USC receives an email from the Background department that states he/she is suitable for hire (background successfully completed), you will be in contact regarding the next steps. 5) See Required Action in PeopleAdmin right below. Required Action in PeopleAdmin Move the final candidate s workflow state to Selected for Hiring Notification AND complete the hiring notification process. Failure to complete the hiring notification will delay the background screen process. See below for instructions on completing the hiring notification. Instructions for completing the hiring notification: 1. CLICK on the applicant s name (make sure to click, not put a check box next to their name) 2. Click Start Hiring Notification then click Start Hiring Notification again 3. Enter an anticipated start date this is the ONLY info you need to enter on this page. 4. Click next do not click save 5. Hover over the Orange bar (upper right hand corner) and select Move to HR Partner Completing this process will trigger an email to Dornsife HR that you ve selected a final candidate and you would like to proceed with a background screen. Once you ve completed these steps, Dornsife HR will move the final candidate s status to background screen requested. Please call Dornsife HR at 213-740-7634 if you encounter any issues with this process. K: Background Screen Process Once the background screen has been requested, the candidate will receive an email from HireRight (customersupport@hireright.com) to complete and submit a HireRight online form that will be used to initiate a background screen. After the candidate submits the required information to HireRight, the background screen process will begin. The background screen process takes approximately seven to ten (7-10) business days to complete. Some out-of-state searches make take longer than 7-10 business days. Additional info for Hiring Managers regarding background screens Important Note: You should receive an email from background@hr.usc.edu when a background screen is in pending status. Below is an example of the email s subject line. IMPORTANT: Completed Background Screen Request Req. Administrative Assistant (Contingent Hire).

of 7 Expect this email within 3-4 days of moving your final candidate to Selected for Hiring Notification. If you do not receive this email, please contact Dornsife HR or send an email to hrrequests@dornsife.usc.edu. Please note that receiving this email DOES NOT mean the background has completed and we can proceed with an offer letter. You must wait on the second email that specifically states the candidate has been deemed suitable for hire. Once the background screen has fully completed, you will receive an email from background@hr.usc.edu to let you know whether or not your candidate has been deemed suitable for hire. Background Successfully Completed the email stating the candidate has been deemed suitable for hire must come from USC s Background Unit (background@hr.usc.edu). Emails from HireRight, the candidate or any other agency will not be accepted. Please note that Dornsife will not extend an offer letter of employment contingent upon a final candidate s successful completion of the University-mandated background investigation process. Once you have received the deemed suitable for hire email from background@hr.usc.edu, please see section L: Offer Letter Process for the next steps. L: Offer Letter Process Once hiring manager receives an email from background@hr.usc.edu that the background has completed, and the candidate has been deemed suitable for hire, hiring manager may submit the Staff Offer Letter Data Form to hrrequests@dornsife.usc.edu. Important Note: Please do not submit this form until you ve received an email from background@hr.usc.edu that the candidate has been deemed suitable for hire. Please refer to the Dornsife Offer Letter Policy for important instructions on the offer letter process. M: Onboarding and Hiring 1) Dornsife HR will send the official offer letter plus appropriate forms to the candidate via email and will copy both the hiring department and the Ops. Manager. The candidate will be asked to return the signed documents via email and will be asked to reply all, so that both the department and the Ops. Manager s will receive a copy of the signed documents. Once the candidate returns the signed documents, the following steps should be taken:

of 7 Hiring Manager and Ops. Manager should arrange a meeting with the employee to complete the new hire packet on or before their first day at Dornsife Payroll Services PED 130. Or Hiring Manager or Ops. Manager can advise the employee to go to Dornsife Payroll Services, and complete the new hire packet on or before their first day. Ops. Managers: please prepare appropriate checklist/packet and send to Dornsife Payroll. Please ensure it contains all required forms. 2) Dornsife Payroll will review the new hire packet for completion and accuracy. Once the appropriate forms are completed, Dornsife Payroll will perform a business process titled Hire in Workday. The hire process will be reviewed by several central units and forwarded to University Payroll for finalization. If there are discrepancies or additional information is required, Dornsife Payroll will notify the new employee and advise the Ops. Manager accordingly. Required Action in PeopleAdmin: Hiring manager must go into PeopleAdmin and update the remaining applicant s (the applicants that are not being hired) workflow state. Please go to http://trojanlearn.usc.edu/ for instructional videos on how to update your applicant s workflow state. Once hiring manager has updated the remaining applicants, Dornsife HR will mark the position as filled and the not hired applicants will receive an automated email stating the position has been filled.