Step 1
Vacant position identified by department

Department
Create new job description or review current job description and make necessary changes.

Determined by department

Step 2
Staff Employment Requisition and authorization

Department
Complete Staff Employment Requisition form with working conditions worksheet and attach the job description. Obtain signature from hiring manager, management center/department head, and management budget center.

Determined by department and signing authorities

Step 3
Requisition authorization

University Budget Office
All requisitions are reviewed and approved by university budget. All new requisitions are reviewed and approved by the CFAO.

Determined by signing authorities

Step 4
Requisition authorization

Compensation Office
All requisitions are reviewed by compensation for accurate and complete job description and assigned a salary grade.

2 business days

Step 5
Job posting

Employment Office
The recruiting assistant will prepare the job announcement and post it on the Employment Website. The Employment Office will not post positions or begin recruiting for positions until authorized by a signed/approved requisition.

1 business days

Step 6
Recruitment

Employment Office
The recruiting assistant prepares the job file with appropriate information to the recruiter. The recruiter will follow university's Affirmation Action requirements to identify if the department is underutilized for women or minorities. The recruiter will contact the department to discuss the position, explain the recruitment and hiring process, discuss Affirmative Action requirements and external advertising needs. Departments are required to advertise if the position is underutilized in order to satisfy legal responsibilities.

2 business days

Step 7
Advertising

Employment Office
The recruiter will work through the approved vendor to prepare job advertisements, verify legally acceptable language and Diversity/EEO statement, insert accurate contact information, and place them in appropriate venues.

2 business days

Step 8
Resumes

Employment Office
All resumes must be received by Human Resources through the established e-mails and/or fax number to be considered an applicant. Federal law requires specific record keeping and tracking of applicant information, therefore appropriate receipt of resumes must be strictly followed. The recruiting assistant receives and logs all received resumes. The recruiter will read each resume, screen qualifications and determine eligibility and forward only qualified applicants to be reviewed by the hiring supervisor on a weekly basis. Applicants whose credentials do not meet the stated minimum requirements on the department’s job description will not legally be considered for the position.

weekly

Step 9
Interviewing

Department
The hiring supervisor will schedule and conduct interviews for qualified applicants. In accordance with federal record keeping and applicant tracking, the supervisor will maintain a candidate log.

Determined by department

Step 10
Selection

Department
The hiring supervisor will select the top qualified candidate and submit the candidate log to the recruiter.

Determined by department

Step 11
Clerical Testing

Employment Office
The recruiter will contact the candidate to schedule clerical testing for support positions.

Determined by candidate availability

Step 12
Applicant and Consent Form

Employment Office
The Recruiter will contact the candidate to complete an application and consent form. All candidates must provide the recruiter authorization to research their employment and criminal history.

Determined by candidate response

Step 13
Background Checks

Employment Office
The recruiter will submit a criminal background check through approved vender and contact 2-3 professional references provided by the candidate. All positions require a complete background screening with supporting documentation in order to provide legal defense during federal, state or local litigation matters and/or internal and external audits.

3 to 5 business days depending on response time of reference contacts and geographic location of criminal court records

Step 14
Salary Review

Employment and Compensation Office
Salary recommendations up to the midpoint are reviewed by the recruiter in consultation with the Compensation Office regarding any internal equity concerns. Salary recommendations above the midpoint require a justification memo from department and are reviewed by the Director of Compensation & Employment.

2 business days

Step 15
Verbal Offer

Employment Office
Upon receipt of clear criminal history and satisfactory references (acceptable clerical test scores if necessary), the recruiter extends a formal verbal offer of employment to include salary and start date negotiation as well as schedule orientation.

1 business day

Step 16
Written Offer

Employment Office
The recruiter completes new hire checklist to provide to the recruiting assistant. The recruiting assistant will prepare a written offer of employment and the recruiter will electronically forward it to the candidate along with a welcome letter, benefit information and prices, instructions regarding parking and materials for orientation.

1 business day

Step 17
Supervisor notification

Employment Office
The recruiting assistant will electronically forward a copy of the offer letter to the hiring supervisor along with a recruitment satisfaction survey and procedures regarding orientation process.

1 business day

Step 18
Applicant notifications

Employment Office
The recruiting assistant will prepare and distribute letters of regret for the candidates listed on the department’s candidate log.

3 business days

Step 19
Orientation and start date

Employment Office
Full-day orientation is hosted every Monday by a recruiter (unless holiday or low enrollment). New employee start dates will correspond with orientation dates. Appropriate paperwork will be completed, valuable information will be shared, and parking and Employee IDs are provided. It is important that the federal I-9 form is completed within legal timeframe or the employee can be fired. Tax forms and direct deposit form must be competed for the employee to be paid. Other necessary paperwork must to be maintained in the employee’s personnel file according to federal record keeping requirements. All new hire
paperwork is provided to the Records Office to ensure the new employee is entered in the HRIS system.

Determined by new hire availability to start

Step 20
Physicals, Health Screening and DOES training

Health Services and Department of Occupational and Environmental Safety
The recruiting assistant will schedule appropriate staff and lab personnel for a mandatory full physical, health screening and safety training.

Immediately follows orientation for 1-2 business days