Human Resources

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 an Administrative / 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 5 working days you can begin to review applicant information. You can also view all applications received via the Applicant Tracking System.

_____Applicants not being considered should be moved to the "Not Hired" status.

_____Applicants you wish to move to the semi-finalist pool should be moved to the "Affirmative Action Pool Review" status.

_____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.