Staff RECRUITMENT HOW-TO: AT A GLANCE

For more detailed steps and information, please see the following Quick User Guides:

Prior to obtaining access to the HCM Recruiting system, you will need to take the requisite trainings in the Learning Plan. Please see the HCM Recruiting Access page for additional information.

Classified Staff vacancies are filled by a collaborative processes between the hiring department and Human Resources.

STEP 1 - THE REQUISITION

Complete the necessary information in the online form - you will need the following:

Position Number. **If you need a new position number or are modifying a current position for a requisition, please use the Position Initiation and Modification Form.
Requisition Title
Reason for filling the vacancy
Hiring Manager (vacant position's Supervisor)
List of Collaborators (Search Chair and Committee members)
Essential/On-Call Information
Calendar, if applicable
Funding Information
Job Description/Posting Information

Once all information is submitted the requisition will need to be submitted for review and approvals. Once approved, it will be posted by an HR Staffing Partner within 24 hours to our website and HigherEdJobs.com.

STEP 2 - MANAGING AND PROGRESSING THE CANDIDATE POOL

At the direction of the Search Chair, Hiring Manager Assistant or Hiring Manager, applications can be reviewed. After the position has closed, or reached the minimum required posting date, the Staffing Partner will create ad provide a search matrix template to the Hiring Manager and Assistant. Requisition owners will utilize this template to help determine qualified candidates based on posted job duties, qualifications and requirements. Questions about this process should be brought up to the HR Staffing Partner, who can aid in this process.

It is the responsibility of the Hiring Manager or Hiring Manager Assistant to track all search progress, which includes indicating or marking candidates that will be progressing in the search, ensuring approvals are obtained PRIOR to engaging in that step: (1st Round Interview, Additional Interviews, Reference Checks, Final Candidate Selection, Offer, etc). Once candidates are marked for next steps, a complete and updated matrix should be sent to the HR Staffing Partner to review and upload to the search record.

STEP 3 - JOB OFFER

Once the search has reached the step of drafting the formal offer letter, please reach out to the responsible HR Staffing Partner to ensure all previous steps are completed and approved. The Hiring Manager or Hiring Manager Assistant will DRAFT an official offer using the HCM Recruiting system. Based on the type of hire and details provided in the requisition and offer, the appropriate offer letter will be generated. All offers are now completed through the recruiting system electronically - no paper offers should be provided after this time.

Once the drafted letter is finalized and approved in the system, the letter will be provided to the candidate for their review. Once an electronically signed offer letter is received, the Staffing Partner will start the process to finalize the hire, which may include: 2nd Pass Application, Background Screening and Hire.

STEP 4 - MONITORING THE ONBOARDING PROCESS

As part of the hiring process, HR has designed an electronic Onboarding process to help ensure the new employee completes required training and hire documents and is provided with information that will help them be successful in their new position.

Hiring Managers will be able to track an employee's progress through this process via the Onboarding area in My Team.

Questions about Classified Staff recruitment can be directed to Human Resources at 307-766-2377.