staff hiring instructions and checklistrevised 3/26/2021
TRANSCRIPT
Staff Hiring Instructions and ChecklistRevised 3/26/2021
Supervisors, this document includes Staff Hiring Instructions, a Staff Hiring Coversheet, and a New Employee Checklist. This document is designed to assist you in completing the hiring process, finalizing the hire, and preparing and familiarizing the employee in their new space. Following these steps will ensure compliance with Texas A&M Policies and Procedures.
Review the Position Description for any changes or updates needed. Submit any changes to your HR Liaison.
Complete a Request to Post a Budgeted Position Form for the position you wish to fill and send to your HR Liaison for review. Once the request is approved the position will be posted by your HR Liaison. (Not required for RAT I, II, and III positions)
After a minimum of 5 days, you can contact your HR Liaison to place the position on hold.
Create a hiring matrix based on the required and preferred qualifications and experience.
Posting the Position and Interviewing
When an applicant is selected
For questions, contact:
Renee' Weidemann 845-2060 [email protected] Stacy Cohn 458-8459 [email protected] Jessica Beck-Guerrero 458-5790 [email protected]
Submit completed documentation directly to your HR Liaison or email to:
Review and score all applications using the hiring matrix to determine your top applicant(s). You must also indicate on the matrix if an applicant is eligible for Veteran's Preference or Former Foster Child Preference. If applicable, review veteran's preference Legal Statements Associated with the Employment Process. Additional information can also be found on HR's Manager Resources page.
Form a list of interview questions and create an interview guide. Interview questions must be consistent, legal, apply to all interviewed applicants and must include one diversity question.
Conduct reference checks on your top applicant(s) and document reference scores on the hiring matrix. Ask a diversity related question of each reference.
Verify top candidate's previous employment, certifications, or licensure that had bearing on matrix scores.
Discuss hiring decision and proposed salary with the Executive Director and/or SALT.* Work with REBS to obtain Hire Above Lower Band or Approved Range approval if applicable.
Make a verbal offer to your highest scoring applicant. Upon applicant's acceptance of offer, inform applicant they will receive an email from a Division HR liaison, that will include an official offer letter, information to complete the criminal background check and degree verification.
Before an offer can be made, if the applicant you are preparing to hire is a foreign national**, VP approval must be obtained (System Regulation 33.99.09). The employment offer will be contingent upon ability to provide employment eligibility documentation required by federal immigration laws.
Complete page 2 of this form and send it to your HR Liaison along with all required documentation. (Your HR Liaison will update the applicant status' in Workday upon receipt of all required documentation.)
*See next page. **If new hire is a foreign national, please take time to review the International Faculty and Scholar Services (IFSS) Hiring Information. There may be additional steps and a wait period to acquire appropriate documentation before hiring.
Conduct interviews with top scoring applicants and document interview scores and determination of the applicant's understanding of TAMU's commitment to IDEA (in the blue column on the hiring matrix) for each applicant interviewed.
Before Extending an Offer
Contact other applicants that were interviewed and notify them that they were not selected.
Important Reminder: a diversity element must be included in the matrix, interview questions, and reference checks. To help ensure compliance with these guidelines, please note the steps highlighted below and use the tools linked in this form.
Staff Hiring Instructions and ChecklistRevised 3/26/2021
Supervisors, please submit this coversheet and all accompanying documentation to your HR Liaison. All information below is REQUIRED; no employee will be processed without all necessary documents and information.
Employee Name: UIN: If known
Employee Email:
Title:
Department/Unit: Building, Room #: Office Location
Start Date:**
Salary: Account(s) to be Paid From:
Phone #: DOR Office Phone
Posting #: Example: R-001234 PIN/Position #: Example: M12345 or P-004321
Mail Stop: Preferred Lot for Parking: If necessary, list multiple**When agreeing upon a proposed start date, please allow ample time for the background check and degree verifications to be confirmed, for the hiring process to be completed in Workday, and for IT Support to setup user accounts and computer equipment. A minimum of 2 weeks is required.
*My Supervisor Initial
has approved the candidate and salary listed below.
SUPERVISOR: Please complete the information above and attach the following:
Supervisor Signature & DateSupervisor Name
After submitting this coversheet and all required documentation to your HR Liaison, an official offer letter will be prepared, a Criminal Background Check Request will be submitted to Human Resources, a New User Request for email and account setup will be submitted to IT Support, and an email will be sent to the prospective employee with instructions and other applicable items to complete the hiring process.
A completed hiring matrix (must include all applicants, interview and reference scores, Veteran's and Former Foster Child preference, and IDEA column notation.)
Interview questions/responses from all interviews and any notes, writing samples, testing scores, etc.
All employment references and notes.
Any additional notes/emails taken during the hiring process.
An approved Hire Above Minimum form, if applicable.
Approval to hire a foreign national, if applicable.
REMINDER:
For questions, contact:
Renee' Weidemann 845-2060 [email protected] Stacy Cohn 458-8459 [email protected] Jessica Beck-Guerrero 458-5790 [email protected]
Submit completed documentation directly to your HR Liaison or email to:
For the personnel file, the New Staff Checklist (page 3 of this document) must be completed, signed, and forwarded to the HR Liaison within the employee's first week employment.
Remind employee to complete all required training within 30 days
New Staff Unit OrientationRevised 3/26/2021
Supervisors, please use this checklist to prepare for your new employee and to familiarize him/her with their new space. Once this form is completed, please sign and forward to your HR Liaison.
For questions, contact:
Renee' Weidemann 845-2060 [email protected] Stacy Cohn 458-8459 [email protected] Jessica Beck-Guerrero 458-5790 [email protected]
Submit completed documentation directly to your HR Liaison or email to:
Prior to first day:
Send new employee announcement to unit staff via email
Inform employee that they may not begin work until they can provide original, unexpired documents as proof of identity and eligibility to work in the United States. Documentation must be provided during new employee orientation. See list of acceptable documents here. *All new employees must complete new employee orientation either on or before their first day of employment.
First day actions:
Request building access for employee (keys and/or keyless entry)
Office equipment and supplies (location and ordering procedures)
Business cards and letterhead (where and how to order on the intranet)
Discuss office culture/work environment
Conduct and appearance expectations
Reporting absence or late arrivals (supervisor's preference)
Discuss work/lunch schedule, flex time and overtime
Inform of rules pertaining to incidental use of University equipment
Discuss goals for Annual Performance Evaluation and Professional Development
Provide login instructions to workstation
Evacuation Plan/Emergency Exits/Emergency Procedures
Employee introductions/office tour
Ensure office space is readied for new employee (ex. computer, phone, office supplies, etc.)
Supervisor Signature & DateSupervisor Name
Inform employee of any additional training that will be required for their job
Employee Name: Start Date:
Department/Unit: