Staff Hiring(contract, limited, career)

Steps

Action

Step 0

• If this is a new position or if the duties have changed significantly since previously classified it will have to be classified. 

• Department should submit a HR Service Hub classification case 

• This usually requires an HR consultation.

• Below is a list of what you will need to have ready to classify the position. 

• Completed Job Description(s)

• If this is a replacement position, include the old job description.

• Current and proposed organization chart

• Reason for Classification

• Physical, Environmental, and Mental Demands - PEM Form, if it is not included in job builder.

• Former job description, if this is a reclassification

Step 1

• Department or PI submits a HR Service Hub recruitment case. Requests should include all required fields and attachments.

• Here are some helpful steps you can take prior to submitting your HR Service Hub recruitment case:

• If it is a vacant position number, make adjustments to the position number for the new position if anything needs to change

• If the position still has an incumbent, create a new position number

• Determine if background check is required. See policy.

• Signed Interdepartmental Form (PDF) - necessary if this position requires a Conviction Background Check

• Signed Interdepartmental Form Instructions (Word) More information, including fingerprinting rate, can be found here

• Attach a Job description: For non represented JDs use JDX; for represented JDs see here

• Attach PEM form, ONLY for positions not created in Job Builder

• Ensure the position has been classified. If the position has not been classified, complete a classification HR Service Hub request.

• Be sure to review the salary pay range that you list in ServiceHub as you will not be able to offer a finalist a salary outside of the pay range provided.

• Hiring freeze exception, if applicable

• Extramural or contracts and grants funding:Hiring Freeze exception is not needed, but will require confirmation from fund manager (email pdf attached to case, notation in case)

• 19900 funding: Hiring freeze exception is required with approval from finance committee

• Required training has been completed for everyone listed on the interview panel.

• Required Training: In order to ensure each search participant understands UC's obligations related to equal employment and affirmative action, hiring managers and members of the search committee are required to complete training prior to serving on a committee (to be renewed every 2 years). This training includes

• UC Managing Implicit Bias in the Hiring Process (BE-IMPBIAS6-ECO) 

• Search Advisory and Hiring Committee Best Practices (UC-BE-SAHC)

• Determine if CANRA form is required. CANRA toolkit for managers

• Select the funding approver for your recruitment case to ensure the position has funding.

• Department will need to complete a funding template to tie the desired funding to the position.

Step 2

• HR Partner reviews the recruitment case and will contact the submitter if more information is needed. 

• HR Partner will need to asses the request to see if additional steps such as waivers will be needed.

• HR partner submits all necessary documents to recruitment for job posting.

• Posting a position can take a few days

• Supervisor will need to approve final job posting sent to them from Talent acquisition advisor

• Talent Acquisition Advisor will send an email to the hiring manager when the job is posted, including the date that applications are ready for review. The hiring manager can download applications on/after this date using the job aid in the confirmation email.

• Positions that are recruited for need to be posted for at least 14 calendar days (only exception would be 900 hour-limited positions)

• Departments will be able to review applications on the 15th day by downloading the applications in TAM

• Departments should contact their Talent acquisition advisor if they run into technical difficulties.

Step 3

• Talent acquisition advisor sends a draft of the posting to the hiring manager for review and approval

• Talent acquisition advisor posts the position. Position needs to be posted for at least 14 calendar days unless it is a limited role under 900 hours. Everyone that will be on the interview panel needs to have completed the following training prior to reviewing applications

Step 4

• Department begins reviewing applications and department sets up interviews for interview panel

• Department will select their finalist(s).

• Department will email finalist(s) for list of references.

• Department will conduct reference checks for employee.

• Once references are received, hire decision is made.

• Department notifies recruitment of whom they would like to hire. Department needs to provide the following information:

• Start Date/End Date

• Salary

• Supervisor

• Fte %

• Working title, if applicable

• Attach selection documentation Interview Data Form(IDF) and Applicant Deselection Form (ADF) or use your star ranking in TAM.

• If hiring manager prefers to make the verbal offer prior to drafting the offer letter they can inform Recruiting that they will do this. Sometimes this is a good practice if the hiring manager anticipates that the finalist may need to negotiate things such as salary or hire date, as updated information will need to reflect on the offer letter.

Step 5

• Recruitment reviews the request for offer letter. This can take 24-48hrs.

• Once offer letter is drafted, it is provided to HR Partner for review.

• HR Partner approves or makes changes

• Recruitment issues offer letter to finalist. 

Step 6

• Finalist signs the offer letter