University Staff Search

HR Consultant Responsibilities

When a request to recruit is submitted for University Staff positions, we will ask if the School, College or Department would like HR to serve as a member of the search committee or consult on the search process.

The designation (full-service or consulting) is included in the approval e-mail, which is sent once the position has been reviewed and approved. The process of the service provided for each is included below:

FULL SERVICE

The HR Consultant is responsible for the following:

1)When the approval email is received, contact the DRL/PPL, hiring authority and/or chair of the committee and offer assistance with getting the search process started. An introductory e-mail will be sent with instructions and helpful information.

2)Participate in the charge meeting (if held) or participate in discussion over e-mail, to include finalizing the job announcement before posting. Ensure that search committee members have the opportunity to review the job announcement and provide feedback before posting.

3)Review the announcement submitted in Jobs at CU and post the position (ensure that minimum and preferred qualifications are included and that the background check (and drug test, if necessary) and diversity statements are also included). Identify Hiring Authority who will receive SkillSurvey report.Ensure that the qualifications are in line with the exemption reason. If professional work, a minimum of a bachelor’s degree must be included. If exempted from the State personnel system based on funding, ensure that qualifications are in line with the level of work performed. If a bachelor’s degree is included in minimum qualifications for a position that is exempted from the State personnel system based on funding, a substitution must also be included.

4)Post the position through Jobs at CU. The minimum posting period is 5 calendar days.Participate in all meetings with the search committee and answer questions throughout the process. Help the committee formulate screening matrix and interview questions.

5)Participate in search committee interviews and help determine which candidates to refer to the hiring authority.

6)After search committee interviews, HR Consultant initiates on-line reference check process through SkillSurvey after finalists give permission. Once hiring authority has completed all interviews, DRL notifies HR Consultant who will then provide SkillSurvey report to the hiring authority. HR Consultant will follow up with hiring authority once decision is made to determineimpact of SkillSurvey reports.

7)Remind the department that a background check (and drug test, if necessary) will need to be run after a verbal offer is made. Ensure that background check (and drug test, if necessary) is complete before approving the offer letter.

8)Review the offer letter against the University Staff offer letter template and send a reminder that the action must be submitted on a Personnel Matters Report prior to the effective date of the appointment.

9)Work with DRL to close out the search in Jobs at CU - If fully or partially State funded, ensure second level approval process is complete before offer is made. Review the search summary sent by DRLand add to the history section of the posting. Ensure that status of those selected for an interview is reflected in the system and that those who are finalists are also coded appropriately. Ensure that all other candidates have been notified (either verbally or via the system) and are in inactive status. Ensure candidate status for finalist is in “recommended for hire” status. Remove the posting from the web (if not already done), update final candidates’ status to “hired” and designate the position as filled.

CONSULTING

The HR Consultant is responsible for the following:

1)When the approval email is received, contact the DRL/PPL, hiring authority and/or chair of the committee and offer assistance with getting the search process started. An introductory e-mail will be sent with instructions and helpful information.

2)Participate in the charge meeting (if held) or participate in discussion over e-mail, to include finalizing the job announcement before posting. Ensure that search committee members have the opportunity to review the job announcement and provide feedback before posting.

3)Review the announcement submitted in Jobs at CU and post the position (ensure that minimum and preferred qualifications are included and that the background check (and drug test, if necessary) and diversity statements are also included). Identify Hiring Authority who will receive SkillSurvey report.Ensure that the qualifications are in line with the exemption reason. If professional work, a minimum of a bachelor’s degree must be included. If exempted from the State personnel system based on funding, ensure that qualifications are in line with the level of work performed. If a bachelor’s degree is included in minimum qualifications for a position that is exempted from the State personnel system based on funding, a substitution must also be included. Create a screening matrix for use by the search committee.

4)Post the position through Jobs at CU. The minimum posting period is 5 calendar days.

5)Answer any questions the committee has regarding the process. Review and provide feedback regarding interview questions at the request of the search committee.

6)After search committee interviews, DRL provides finalist names to HR Consultant who initiates on-line reference check process through SkillSurveyafter finalists give permission. Once hiring authority has completed all interviews, DRL notifies HR Consultant who will then provide SkillSurvey report to the hiring authority.

7)Once a finalist has been identified, ensure that finalist meets all minimum qualifications.HR Consultant will follow up with hiring authority once decision is made to determine impact of SkillSurvey reports.

8)Remind the department that a background check (and drug test, if necessary) will need to be run after a verbal offer is made. Ensure that background check (and drug test, if necessary) is complete before approving the offer letter.

9)Review the offer letter against the University Staff offer letter template and send a reminder that the action must be submitted on a Personnel Matters Report prior to the effective date of the appointment.

10)Work with DRL to close out the search in Jobs at CU - If fully or partially State funded, ensure second level approval process is complete before offer is made. Review the search summary sent by DRL and add to the history section of the posting. Ensure that status of those selected for an interview is reflected in the system and that those who are finalists are also coded appropriately. Ensure that all other candidates have been notified (either verbally or via the system) and are in inactive status. Ensure candidate status for finalist is in “recommended for hire” status. Remove the posting from the web (if not already done), update final candidates’ status to “hired” and designate the position as filled.

University Staff

Search Waiver Offer Letter Approval Process

Once you receive an approval e-mail indicating that the search waiver has been approved, send the draft offer letter to the HR Consultant listed in the approval e-mail.

The HR Consultant will do the following:

1) Review the application submitted via jobs at CU, for the person being appointed, to ensure they meet minimum qualifications.

2) Review the draft offer letter against the University Staff offer letter or addendum template.

3) If background check (and drug test, if necessary) is required, remind the department that a background check (and drug test, if necessary) will need to be run after a verbal offer is made. Ensure that background check (and drug test, if necessary) is complete before approving the offer letter.

4) E-mail the DRL once the letter is approved and ask that they submit a Personnel Matters Report alongwith the approved offer letter, prior to the effective date of the appointment.

6/2014