Professional staff Hiring Authority Checklist / Responsibilities
_____Contact an immediate supervisor or Budget Officer to ensure a
budget is in place to support the vacant / new position.
_____If the position is NEW, fill out a
Position Information Questionnaire. This should be submitted to Human Resources -
Compensation. Once this PIQ has been classified and approved proceed to
the next step.
_____Check with the appropriate Vice President to confirm the search
budget. This information will aid you in determining the APOE
(Advertising Plan & Outreach Efforts).
_____Identify your search committee and search committee chair.
_____Go the the Applicant Tracking System and submit all information
required. If you have never used the system, you will need to create a
user account.
_____Submit the Position Request via the Applicant Tracking System.
_____Meet with a representative of Human Resources to discuss position
requirements, advertising, etc.
_____Establish the Essential Job Functions for the vacant position
before reviewing applications.
_____Once the position has been posted for two weeks/10 working days and
closed, you can begin
to review applicant information. You can review all applications
received via the Applicant Tracking System.
_____All applicants should be ranked into "Top Tier", "Middle Tier" or
"Bottom Tier".
_____Applicants you wish to interview should be moved to the
"Affirmative Action Pool Review" status, please do not
move "Bottom Tier" ranked applicants.
_____After AA approval you should further refine your search by
establishing a "Finalist - A" pool and "Finalist - B" pool.
_____Once a "Finalist - A" group has been identified for on-campus
interview, it is the responsibility of the hiring department to arrange
travel for the candidates. Please refer to the Travel Guide.
_____The hiring authority should complete the Recruitment Summary &
Recommendation Form. (please skip the top half). This form will be
attached to the search information.
_____Once a candidate is selected by the hiring authority, authorization
must be given by the appropriate Vice President to begin negotiations.
_____After a verbal offer is made and accepted forward the Recruitment
Summary & Recommendation Form with your notes attached to Human
Resources to complete the search files.
_____Human Resources will send out an official hire letter.
Important Notes:
- Only change those candidates to “Interview Pending” that
you intend to give a campus interview to. When you change a
candidate’s status to “Interview Pending,” a system generated
message is emailed to each person linking them to specific
information about benefits and welcoming them to campus.
- Changing an applicant’s status is important because applicants
can login and review their status. Status changes are also
important for HR record keeping/reporting.
- Must interview at least three qualified people per position.
- Please change the status of all remaining applicants to "Not Hired" and select a reason why after a candidate has been selected and accepted the position.