HireTouch Hiring Process

Questions may be referred to Michelle Nadeau x5629 or [email protected].

What is it / Who does it
Set up committee - send names to Wendy Murphy (mailto:) so she can set them up with security access to HireTouch / Chair or Support Staff
Job posting is developed in HR (except for faculty, the department creates) and then advertised – Chair must send advertising information to HR – It is recommended that all your “preferred” qualifications be listed in the ad as this is what you will be evaluating the applicants on who meet minimum qualifications. / HR/Chair
Job is posted and/or advertised – Ads placed with our group subscriptions (see recruitment strategy) will be paid for by HR – all specialty journal/boards advertising will be paid for by the department. / Wendy Murphy
  1. 6.
/ Applications come in – applicants are notified of receipt of materials – incomplete applications are not processed / Automated
Pre-screen
Does not meet minimum required (as stated in the job announcement) qualifications – HR notifies applicants that they are no longer under consideration / Chair
Note: Throughout the process, HR will be notifying applicants as they are screened out. Does not meet minimum and less qualified applicants are notified immediately. Other applicants are notified at the phone interview stage and others at the campus interview stage.
  1. 7.
/ Evaluate applicants –
  1. Evaluation of applicants is based on the “preferred” qualifications of the position. – review the “preferred” and then notify Michelle so she can create the evaluation form– this should be done at the start of the search process
  2. Once created, Michelle will make the evaluation available to the committee so they can evaluate all applicants with status of Qualified: proceed
  3. All committee members will receive an email notifying them they have an eval to do
  4. Chair and support staff can see status of everyone’s rating sheet
  5. When all evaluations are complete you will see the average score under “eval score
You may also wish to evaluate in a different manner using your own sheet. If you do so, you will need to provide either the sheet or a narrative of the process that was used to arrive at the applicants you wish to phone interview.
Keep a separate list of your top scorers to refer to when the committee meets. / Chairandcommittee
Committee meets (each bring top 5) to discuss who to phone interview. If top scorers are not who you want to interview, the Chair will send email to Michelle explaining why you want to interview someone with a lower score. / Chair and committee
  1. 15
/ HRapprovesforphone interview / HR
  1. 16
/ Schedulephoneinterview
Recordinterviewtimein HireTouch / Supportstaff
  1. 17
/ Dophoneinterviews–a few questions to narrow down your pool is recommended – the minimum you must do is: describe position to make sure applicant is still interested and give anticipated “salary range” for professional and faculty positions (do not commit to a specific salary)
Professional salary bands: / Committee(sub-committee?)
  1. 18
/ Decidewhotobring forcampusinterviews – narrative of the process is required at this time – send email to Michelle / Chairandcommittee
  1. 20
/ HRapprovesforcampusinterview – minimum of two / HR
Schedule campusinterview
Recordinterviewtimein HireTouch / Support Staff
  1. 21
/ Docampusinterviews – you should have a basic set of questions you ask every applicant and another set of questions based on the specific applicant – upload the list of questions to HireTouch / Chairandcommittee(may
involvecampus and/or broader community)
  1. 22
/ Checkreferences of finalist
NOTE: you may check references earlier in the process if it helps to narrow your pool but the expectation is that you will only check references of those you bring for campus interview – if you check references early, you may only check the references provided – when you check the finalists references you can check with others not provided by the applicant - make sure you notify the finalists that you will be checking with others so that they may have the opportunity to ask you not to speak with someone (for instance, they may not want you to talk to a current supervisor) See confidentiality document under the “resource” tab / Chairand/or committee
  1. 23
/ Providenarrativeoffinalprocessandjustification of selectedcandidate to HR for approval (email to Michelle) – be sure to include reference check results / Chair
  1. 24
/ HRapprovesfinalcandidate / HR
  1. 25
/ Complete salary approval form for salaried and faculty – assign to Linda Boody as approver and she will assign next approvals based on requirement of position / Chair
Once approved you will be notified by email / HR
  1. 26
/ Makeverbaloffer– indicate the offer is contingent upon successful background check – this is the time to think about re-location costs - If you will reimburse for moving expenses (department pays for), you should negotiate at time of offer. If an amount is agreed upon, let HR know as it needs to be part of the appointment letter. / Chair/Dean/Director?
Offer accepted - Background check must be done prior to incumbent starting work – this can take a couple of hours or up to a week so plan the start date accordingly. You will be notified of completed background check / HR
Appointmentletter / HR
Notifythosewho were interviewed but not selected – this can be done by the Chair or HR. Let Wendy know if you want HR to notify. / Chair/HR
Upload any backup documentation of search to HireTouch (this will include handwritten notes) / Support Staff
Onboarding including payrollpaperwork / HR staff or HR Liaison and incumbent
  1. Ch
/ Supervisor checklist for new employee: / Supervisor

Updated 7/19/16 – ES