Recruitment
Requesting to Fill a Vacant Position
The most common action taken in the recruitment process is the Request to Fill. All requests should formally be made in WorkforUM under the Position Management module. Hiring officials should review the job description to ensure it is still accurate and updated prior to posting.
Step-by-step instructions may be found in WorkforUM on the home tab under WorkforUM Training and Documentation. Additionally, the HR Business Partner assigned to your area will be able to assist you through the process.
How to Assess a Pool
When a posting closes, HR reviews each application submitted. Candidates that meet the position's minimum qualifications are released to the hiring department for review. Hiring departments are responsible for reviewing the pool of qualified applicants and selecting candidates to interview. The hiring department must change the workflow state of candidates to "Recommended for Interview." The Office for Institutional Equity reviews the selected candidates and changes the workflow state to "Approved for Interview."
Departments are encouraged visit Learning Curve and sign up for the "Hiring Right" online training module (listed under Web-based) for more tips on making the hiring process successful.
Conducting Your Interviews
It is important to establish a consistent set of questions that you will ask of all interviewees to help ensure a fair comparison among them. You may wish during the interview process to share these University fact sheets for both staff candidates and faculty candidates.
How to Submit a Hiring Proposal
After interviews have been completed and the department is ready to move forward with a recommendation, the department will submit a hiring proposal. The hiring proposal must be approved by all appropriate approval levels prior to being submitted to Human Resources. HR will then review the recommended salary and begin the pre-employment process. Salaries should not be discussed with the candidate until HR has approved the recommended salary. The action is then routed to the Office for Institutional Equity for a final review and then submitted to HR for finalizing. Once all approvals are obtained, Human Resources will coordinate the start date with the new hire and the hiring department.
Background Checks
Newly-hired regular full-time and part-time administrative/professional, faculty, clerical/support, and temporary staff members are subject to criminal background checks. In addition, any student worker or graduate assistant whose role requires the handling of keys, cash and/or children are also subject to criminal background checks. Background checks are completed electronically through a third party vendor. A request is made by the hiring department via e-mail to HR. The vendor then sends an e-mail with appropriate instructions to the potential temporary employee who must initiate and complete the information.
Requesting to Reclassify and/or Modify a Position
A reclassification is an action where an employee/position has a change in job function, title, and/or salary without a recruitment process. A modification to a position is an action where there are changes to a position's duties and/or position classification. The scope of duties and responsibilities are not increased, nor is there a change in the salary.
Either of the above action requests should formally be made in WorkforUM under the Position Management module. A reclassification (staff positions) should also include a budget revision, organizational chart and/or job audit performed by HR. The action should be routed through all appropriate workflows for approval, prior to discussing said changes with the employee.
Step-by-step instructions may be found in WorkforUM on the home tab under WorkforUM Training and Documentation. Additionally, the HR Business Partner assigned to your area will be able to assist you through the process.