ADMINISTRATOR/HIRING AUTHORITY

INSTRUCTIONS ON HOW TO CLOSE OUT POSITION ON JAVJOBS ()

  1. Once the position has been posted for at leastfive working days,the review process may begin.
  1. Make status changes to reflect progress with each applicant during the review process.
  1. Select for interview
  2. References checked
  3. Background check requested
  4. Recommend for provost (for faculty)
  5. Recommend for hire (for staff)
  1. Using the pull-down menu, select the status“Selected for Interview” and click “confirm.” Once status changes are made, an interview can be arranged.
  2. In-person interviews and conference call interviews are acceptable, as long as this choice remains consistent for all applicants you interview.
  3. (Please interview at least 3 applicants)
  1. Send copies of the following interview documents to Cynthia Q. Cavazos at or through campus mail, MSC 107 for job folder:
  1. List containing names of those selected for interview, including the dates and times the interview is scheduled.
  2. List of all interview questions and applicant responses.
  1. After the interview process is complete and a candidate is selected,references check must be made, and the applicant’s status changed to reflect “References Checked.”
  1. Next, provide the candidate(s) with a background check formto complete (this form is available on the Human Resources website at An offer should not be made until this is cleared.

Once candidate completes and returns the form to the hiring department, the department forwards it to UPD for processing. After the department sends to UPD, make status change to JavJobs to reflect “background check requested”. Department will get results of background check (staff) from HR or (faculty) from Provost Office.

  1. Once background has been cleared and status changes have been done and department has contacted prospective candidate proper recommendation can be made on javjobs.
  1. Staff positions, select “recommend for hire.”
  1. Faculty positions, select “recommend to provost.”
  1. If hiring for faculty positions, please check with Provost Office for salary approval.
  1. Once provost approves hire and salary, the department can create appointment letter.
  1. Once everything has been approved and the job has been closed, complete and route the EPA for payroll purposes.
  1. Lastly for faculty, change statuses for remaining applicants to “Not Hired” and select or provide reason not hired on drop down menu. Faculty position can be closed.
  1. Any further question or concerns or instructions, please contact Cynthia Q. Cavazos: or via phone at X- 3704.

Staff hires continued:

  1. If you plan to offer the job at the posted base pay/minimum salary (applicable to budgeted – staff employees) you may offer the position to the selected candidate. If you would like to offer more than the base pay, a memo justifying your need to increase salary must be sent via e-mail to the Director of Human Resources, Leon Bazar the salary is approved, you may offer the position at the increased level of pay.
  1. Lastly, change statuses for remaining applicants to “Not Hired” and select or provide reason not hired on drop down menu.
  1. Once the applicant (new hire or transfer) has accepted the position, please inform the Human Resources Office (e-mail at or call x-3704) with start date and approved salary (we need notice at least two daysin advance).
  1. Once everything has been approved and the job has been closed,complete and route the applicable hiring document, either an EPA or Form 500.
  1. Finally, please ask the employee to bring a copy of theirsocial security card and driver’s license to the HR office (College Hall Room 210)then they can go to the website a complete their new hire paperwork and bring with them on the first day of employment which will be on a Mondays (Tuesday if Monday is holiday). They will receive an e-mail from HR Benefits Representative with additional instructions.
  1. Any further question or concerns or instructions, please contact Cynthia Q. Cavazos: r via phone at X- 3704.