staff hiring instructions posting the position and interviewing when
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Staff Hiring InstructionsRevised 3/8/2018
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.
They will receive an e-mail from Sterling Talent Solutions to complete a Criminal Background Check. This email will include instructions and a link to submit their information. The link will be specific to them and will expire after a few days; therefore, it is important that they complete this step in a timely manner. The background check may take 3-5 business days to clear from the time they submit their information. Please make sure the candidate watches for the automated email (it may accidentally go to spam/junk mail). The candidate cannot begin employment until the Criminal Background Check has cleared.
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]
Submit completed documentation to your HR Liaision or email to: [email protected]
Review and score all applications using the hiring matrix to determine your top applicant(s). 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 in the Hiring Supervisor's Workbook. Form a list of interview questions and create an interview guide. Interview questions must be consistent, legal, and apply to all interviewed applicants. Document interview scores on the hiring matrix for each applicant interviewed.Conduct reference checks on your top applicant(s) and document reference scores on the hiring matrix.
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.** Submit a Hire Above Minimum form if applicable.
Make a verbal offer to your highest scoring applicant. Inform applicant of the following items:
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 the Staff Hiring Coversheet 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.)
They will also receive an email from the unit's HR liaison, which will include additional items to complete and return to finalize the hire, their official offer letter, and a request to schedule an appointment for new employee orientation.
They must be able to provide original, unexpired documentation proving identity and eligibility to be employed in the United Sates. Documentation must be presented during new employee orientation and is required to begin employment.
*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. **See next page.
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Staff Hiring CoversheetRevised 3/8/2018
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: Bldg & Room #: Office Location
Start Date:*
Salary: Account(s) to be Paid From:
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.
Phone #: DOR Office Phone
Posting #: Example: S0001FY15 PIN/HR Tracking #: Example: M12345 or 02-150001
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.
A completed hiring matrix (must include applicant, interview, and reference scores.)
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 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.
For questions, contact:
Renee' Weidemann 845-2060 [email protected] Stacy Cohn 458-8459 [email protected]
Submit completed documentation to your HR Liaision or email to: [email protected]
Comments:
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**My Supervisor Initial
has approved the candidate and salary listed below.
Remind employee to complete all required training within 30 days.
New Staff ChecklistRevised 3/8/2018
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]
Submit completed documentation to your HR Liaision or email to: [email protected]
Prior to first day:
Send announcement of new hire via e-mail.
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:
Employee introductions/office tour
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.
Provide organizational chart.
Discuss work/lunch schedule and flex time.
Inform of rules pertaining to incidental use of University equipment.
Reporting absence or late arrivals (supervisor's preference)
Evacuation Plan.
Discuss goals for Annual Performance Development.
Escort new employee to the Business Office for pre-scheduled orientation appointment, if necessary
Ensure office space is readied for new employee (ex. computer, phone, office supplies, etc.)
Supervisor Signature & DateSupervisor Name
Additional Actions Specific to Unit:
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