Hiring Procedures for Managers and Supervisors
- Step-by-Step Instructions (doc)
- University's Background Check Rule (doc)
- Referral Source Form (doc)
- University's Veteran Procedure (doc)
- Links to Interview Questions
University Human Resources provides several links to helpful resources with information on interviewing, including lists of interview questions that you may want to reference.
TO POST A JOB OPENING
- Contact department Director to ensure availability of funds
- Contact HR Officer to determine the following:
- appropriate classification
- availability of current job description or previous posting notice
- verify qualifications and salary range
- Write job description if this is a new position (include updated organizational chart) and/or posting notice if needed - review with HR Officer
HIRING PROCEDURES
- Notify HR Officer of request to advertise (all ads must be approved by Human Resources)
- Review applications of candidates
- Select candidates for an interview
- evaluate qualifications based on criteria specified in the posting notice
- Interview candidates designated with RIF preference
- Interview in-house applicants
- Interview identified veterans according to University veteran procedure (include all veteran names on applicant flow record with an explanation for those not interviewed: see process below)
- Notify HR Officer when ready to select a final candidate
- Review applicant choice with HR Officer, supervisor, and department Director for approval: propose a salary offer and review qualifications.
- HR Officer will submit proposal to HR representative to receive salary calculation/recommendation and hire approval.
NOTE: No Job Offer Can Be Made Without Approval of the Supervisor, General Manager/Director, HR Officer, and the University Human Resources Department
JOB OFFER PROCEDURES
- Once approvals have been given, contact selected candidate to make a “conditional offer” pending the successful clearance of a background check.
- Notify HR Officer if candidate accepts conditional offer so a background check can be initiated. Provide HR Officer the following information:
- Salary offered
- Start date (prefer a Monday or beginning of a pay period)
- Orientation time (arrange with HR Officer, new employee, and Bertram - should be first day)
- List of candidates interviewed
- Referral Source form listing how interviewed candidates were referred to the job
- Phone extension and room number of new employee
- HR Officer will send welcome letter to candidate scheduling an orientation time and informing them of documents needed for I-9 certification once background clearance has come through.
- Notify candidates interviewed and not hired that the position has been filled or arrange with HR Officer
GETTING EMPLOYEE ON BOARD
- Please make the following arrangements:
- Computer and e-mail set-up and training (Bertram)
- EBC announcement of new hire
- Phone set-up and training; (UIT; 1-4000 or ext. 7-6000 for voicemail training)
- Building Tour (arrange through HR Officer if needed)
- Supervisory training (if applicable) through HR Officer
- Business cards, stationary, corporate cards, etc. through department administrative support
EMPLOYEE’S FIRST DAY
- Before or on the employee’s first day, the following items should be covered:
- Instructions for the first day and week
- Initial work responsibilities
- Expected working hours
- Location of office equipment such as fax, copiers, and office supplies
- Familiarization with department policies and procedures
- An overview of the position and its relationship to the organization and university
- Suggested working attire
- What to expect regarding breaks and time for personal business
- Where to put coat and other personal belongings
- Staff meetings
- End of day routine: lights, telephones, doors, computers, etc.
- Where to go for lunch, breaks, etc.