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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]