Hiring Procedures for Managers and Supervisors

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.