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Steps to Filling an Academic Position

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For Academic Recruitment: Effective October 8th, 2018 the WyoCloud online recruitment module (also known as Taleo) will go-live. Additional training and open lab sessions will be provided closer to the launch date.  Stay tuned for related WyoCloud recruitment announcements.  Please contact Deborah Marutzky at 766-5612,  or, with any questions.

Please refer to the Quick Reference Guides for instructions on how to navigate through Taleo.

If you are requesting a new position in Taleo for a requisition, please use the Position Initiation and Modification Form.

For more detailed information, the following user guides may be helpful, in addition, please see EPO's website for a Search Process Overview:

Please make sure you have completed the required OFCCP Training before you start

These positions are filled by collaborative processes between Academic Affairs, Employment Practices and Human Resources.

1) Initiate the requisition process by completing the Academic Position Requisition form in HRMS by navigating to: Main Menu>Recruiting>Academic Position Req.  Guides are available above for more in depth information.

  • The Academic Position Requisition includes the following information, so it may be necessary to know this before starting the form: Position Number, Title, FTE, AY/FY, Full/Part Time, Job Ad, Posting Information, Job Description, Funding Information, Diversity Recruitment Information, etc.

2) Once approved, HR will work with the Hiring Manager/Search Chair to finalize and post the position.  Upon confirmation, the Department is required to note all Interviewers/Search Committee members within the Job Opening (more in depth instructions can be found within the corresponding guide above).

3) Once posted, applicants will be collected in real-time and available for the Hiring Manager/Search Chair and Interview/Search Committee to review.

4) When all applicants have been reviewed, the department will be required to "MARK" the appropriate candidates for interview in HRMS.  Additionally, the hiring manager or search chair is responsible for ensuring that all applicants that meet the Veteran Preference requirement are also offered an interview if minimally qualified.  Once complete, the hiring manager or search chair will submit their Matrix to Employment Practices to review:

5) The department will receive an auto-email indicating when they are approved to move forward with 1st round interviews.

6) If the department will continue with 2nd round interviews, they will indicate this on the "MARK" screen in HRMS and resubmit those candidates for approval.  The department will receive an auto-email indicating when they are approved to move forward with 2nd round interviews.

7) Further interviews cannot be tracked in the system, so if the Department is conducting additional interviews, this is managed outside of the system.  Questions regarding this may be directed to Human Resources at 766-5612.

8) Once the Hiring Team has determined a top candidate, it will be the Department's responsibility to note order of preference in HRMS.  The department will rank acceptable candidates for hire, and submit their final Matrix to Employment Practices to review:  Check the top candidate’s answers to Disclosure Statement questions found within the “Application” icon by “viewing questionnaire” link.  If the candidate has marked “YES” to a felony or violation of employer policy – work with a Staffing/Employment Partner or representative from Employment Practices to ensure the hire is reviewed and approved/denied by the VP of the hiring unit in writing.

9) Top and/or ranked candidates will go through an approval process.  The department will receive an auto-email indicating approval of the list of top candidates.  At this time, the department is encouraged to start the offer process.  Once a final offer amount has been determined, email the finalized draft of the offer letter (using an approved template) to Human Resources.  HR will initiate the offer approval process and attach the offer letter to be reviewed by the Department Head, Dean and Academic Affairs.  *Please use the offer letter templates provided by Academic Affairs.

10) Once the offer is approved in the system, the Departments may then provide the candidate with their offer letter and fringe benefit information provided by HR.  HR will initiate the background check process and motor vehicle records check if applicable.

11) HR will communicate to the department when the background check is complete.  At that time, HR will request an official start date, campus address and campus phone number to complete the electronic hire of the candidate.  Please note that candidates cannot start work until their background check has returned and is compliant with the hiring policy.

12) Departments should notify the new employee that they must complete an Electronic I-9 ON or BEFORE their start date.  For more information for departments and employees regarding Form I-9 processes, please see our Electronic Form I-9 page.

13) Departments should utilize the provided tools and resources in the Hiring Toolkit and Academic Affairs to successfully onboard your new employee.

*For hires that are completed not using HRMS or online procedures, please see "paper-hire" information below.

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Human Resources - Employment

Campus: 139 Wyoming Hall

1000 E University Ave Dept 3422

Laramie, WY 82071

Office Hours: Monday - Friday

Regular: 8:00 am - 5:00 pm

Summer: 7:30 am - 4:30 pm

Phone: 307-766-5612


1000 E. University Ave. Laramie, WY 82071
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