Staff Hiring Process: 8 Steps to Completing the Process Accurately ,
Transcription
Staff Hiring Process: 8 Steps to Completing the Process Accurately ,
Staff Hiring Process: 8 Steps to Completing the Process Accurately Presenters: Linda Udovich, Sr. HR Specialist for Recruitment & Employment Barb Schneller, Assistant Director of Social Equity Workshop Objectives 1. 2. 3. 4. Make sure you understand the steps involved in the hiring process Ensure you have the forms and resources to complete a successful hiring process Ensure you are in compliance with federal and state laws Answer any questions you might have Staff Hiring Process Step 1: Getting Started Submit Request to Hire Staff form Include job description (Staff) or Management Position Questionnaire (Management) to Human Resources Staff Hiring Process Step 1: Getting Started Continued Hiring Manager/Search Chair should contact/meet with Human Resources (HR) to: 1. Review Hiring & Search Policies 2. Create Position Announcement 3. Discuss Salary Structure Staff Hiring Process Step 1: Getting Started continued Hiring Manager/Search Chair should contact/meet with Office of Social Equity (OSE) to discuss: 1. Search Committee Composition 2. 3. 4. 5. 6. 7. Recruitment Plan for Diversity Applicant Screening Instrument Interview Instrument Applicant Qualification Matrix Interview Questions Veteran’s Preference Policy Staff Hiring Process Step 2: Recruitment All positions must be posted internally. HR will develop internal posting and forward to OSE for approval. Position Advertisements must be sent to HR. HR will ensure all standard language is included in ad. HR will forward to OSE for approval. Recruitment Plan for diversity must be sent directly to OSE. HR will place all print ads. Hiring Mgr./Chair will place all specialized or field-specific publications and on-line web sites. Staff Hiring Process Step 2: Recruitment Continued HR will post positions to a University distribution list, on the University web site, HigherEdJobs.com and Insidehighered.com Advertising costs are the responsibility of the hiring dept. or administrative unit. Staff Hiring Process Step 3: Application Processing OSE to review evaluation process with Hiring Mgr./Search Chair to ensure EEO for all applicants. Submit application screening and interview instruments to OSE for review and approval. Completion of the Applicant Qualification Matrix (AQM) will serve as rationale for nonselection of eliminated applicants. Staff Hiring Process Step 3: Application Processing Continued HR will provide hiring managers the access to review all applications/resumes on-line. OSE will review the listing and candidates selected for interviews (telephone & onsite). Interview lists must be approved by OSE prior to scheduling interviews with candidates. Staff Hiring Process Step 4: Interviews Hiring Mgr./Search Chair are responsible for setting up interviews with candidates. -Must provide HR with final interview schedule. NOTE: All Clerk “Typist” positions require the applicants to pass a 40 wpm typing test. HR is responsible for setting up those interviews. Applicant will be tested ½ hr. prior to scheduled interview. Only those applicants who pass test will continue on in the process. Behavioral-Based Interviewing recommended Staff Hiring Process Step 5: Background/Reference Checks HR will conduct Pre-Employment Background Investigation for all management and staff positions. Successful candidate must complete the Background Check Release Form found on HR’s website under “forms”. Background checks can take 1-3 working days to complete. The cost of running the checks for all E&G positions will come out of central funding. However, it is the fund center manager’s responsibility to ensure sufficient funds are available for self-support programs, auxiliaries, grants, and restricted funds. Please provide HR with cost center number for charge backs. Offers of employment are contingent upon the successful completion of the Pre-Employment Background Check. Staff Hiring Process Step 5: Background/Reference Checks Continued Obtain minimum of three (3) professional references, one of which should be from current or most recent supervisor. All gathered reference check information MUST be forwarded to HR for inclusion in the employee’s personnel file. Staff Hiring Process Step 6: Social Equity Approval for Recommended Candidate Prior to job offer, the following forms must be completed and submitted to OSE for approval: 1. Social Equity Compliance Form 2. Rationale for non-selection of interview candidates Staff Hiring Process Step 6: Social Equity Approval for Recommended Candidate Continued OSE will notify both the Hiring Manager/Search Chair and HR once the compliance form is signed and approved via email. Prior to making a verbal offer of employment, Hiring Mgr./Search Chair should contact HR to determine appropriate salary & other employment conditions. Staff Hiring Process Step 7: Job Offer Once candidate accepts, email HR starting date and salary. Formal letter of offer will be sent by HR. HR will send rejection letter to all applicants not chosen for interview. Hiring Mgr./Search Chair will send personalized letter to all candidates interviewed. Staff Hiring Process Step 8: Establish Minimum Staff Record New employees must visit the HR Office in order to complete hiring paperwork (i.e., I-9, W-4 and Social Security verification). New employees will not be entered into the SAP or PeopleSoft Payroll systems prior to completion of hiring paperwork. It is the responsibility of the hiring manager to complete the required paperwork (once the employee is on the system) to initiate an email account for the new employee. Permanent employees must meet with the Benefits Manager in order to process paperwork. Staff Hiring to Retention: A Must! It is strongly encouraged that ALL permanent new hires attend a New Employee Welcome (N.E.W.) held the first Thursday of every month. Also, please refer to the Supervisor’s New Employee Checklist to ensure there is a seamless transition to working at WCU. (Also found on-line) Please contact the HR Office of Organizational Development for more information. Scott Sherman, [email protected] or x3380 Molly Nece, [email protected] or x0476 www.wcupa.edu/hr/training Questions? Feedback? Good Luck! Please contact us with any questions: Linda Udovich [email protected] Barb Schneller [email protected]