Steps to Filling a Classified Staff Position

For more detailed information, the following user guides may be helpful:

Please make sure you have completed the required OFCCP Training before you start. Contact Training Specialist, Jesse Begin (6-5484) to complete training if you have not already.

These positions are filled by Human Resources.

1) If this is a brand new position, call the Budget Office for a new position number, and complete the New Position Description and send to HR Classification & Compensation.

2) To start the Staff Position Requisition, navigate to Main Menu>Recruiting>Staff Position Req. Click on the "Add a New Value" tab and type in the position number that the department will be filling and click tab to be routed to the PDQ for an additional review before starting the Position Requisition.

3) If the PDQ is correct and up to date, click OK to continue to the Position Requisition. If the PDQ is not correct, or needs to be updated, close out of this process and contact your Classification & Compensation Analyst for further instructions.

4) Input all necessary information on the Staff Position Requisition and submit for approval.

5) Once the Staff Position Requisition is approved, an auto-email is generated and sent to the Department and HR as notification. At this time, the Department can follow the link in the email or navigate to Main Menu>Recruiting>Create Job Opening to initiate the process of creating the job advertisement and posting the position to be filled.

6) From the Create Job Opening screen, Departments are required to complete the following information in HRMS: "Job Opening Details" "Job Posting" and "Hiring Team" information. Be sure the Save & Submit when complete. *Note: The Recruiter for the position is determined by the pay grade for the position. Please see the Workforce Management Page for information regarding pay grade break down for each Staffing/Employment Partner.

7) After a short approval process, your Staffing/Employment Partner will post the position to be filled, and notify the Department of the date the job ad will close. Applications are reviewed and collected in real-time.

8) Your Staffing/Employment Partner will notify you after the position closes and verify the list of applicants. You may extend the advertisement period if needed.

9) Departments are responsible for evaluating and screening applicants on criteria from the advertisement, in addition to reviewing application materials to see if candidates meet the Veteran Preference requirement. Determine which applicants will be interviewed and work with your Staffing/Employment Partner for approval of your screening evaluations. Email your interview questions as an attachment to your Staffing/Employment Partner for review and approval. Refer to the Hiring Toolkit for additional information and resources related to interviewing.

10) Interview and evaluate your candidates on criteria from the advertisement. Determine who the TOP CANDIDATE(s) is/are and notify your Staffing/Employment Partner. Reference checks must be completed at this step - please see our Reference Check page for more information.

11) Evaluations are needed for all candidates interviewed, and similar to the screening evaluations, the interview evaluations will need to be reviewed and approved by the Employment/Staffing Partner before the offer is entered for your TOP CANDIDATE into the system for approval. Check the top candidate’s answers to the 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 the Staffing/Employment Partner to ensure the hire is reviewed and approved/denied by the VP of the hiring unit.

12) A background check may be recommended at this stage in the process. A review of the findings will determine if an offer for the top candidate will be entered for approval. Your Staffing/Employment Partner will enter the offer in the system. You will receive an email notification when the offer has been approved. Your Staffing/Employment Partner can make the verbal offer for you if you would like. If you are making the offer confer with your Staffing/Employment Partner on things to cover in negotiating salary. If you are making the offer, be sure to discuss the fringe benefit salary calculation with the candidate and communicate probationary (extended or new hire) periods to candidates. The verbal offer is contingent on a successful background screening (if offer goes out before background check is complete) and notify the Staffing/Employment Partner once contingent offer is accepted/declined.

Notify your Staffing/Employment Partner ahead of time if you would like to offer a salary higher than the minimum + 15% so we can work with the Associate Director of Classification & Compensation/Talent Acquisition on determining an acceptable salary based on the candidates education and experience.

13) Please note that candidates cannot start work until their background check has returned and is compliant with the hiring policy. Your Staffing/Employment Partner will work with you to determine the candidate’s Start Date, Campus Address and Campus phone number to complete the hire electronically through HRMS.

14) Notify the new employee that they must complete an Electronic Form I-9 ON or BEFORE their start date. For more information regarding the I-9 process for departments and employees, see our Electronic I-9 page.

15) Utilize the provided tools and resources in the Hiring Toolkit to successfully onboard your New Employee.

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