Staff hiring. Staff hiring

Transcription

1 Staff hiring Staff hiring Excellent recruiting and hiring practices help reduce turnover and ensure that the university is staffed with productive employees. The following resources guide you through various steps of the hiring process to help you find and hire the right employees. Links to templates and information on the hiring process can be found at Steps in the process Post the position and recruit: In order to post a job opening for any type of benefits-eligible position, you must get the position approved by Staffing and Career Management Services. Log in to HRMS to request the position. Form a selection panel: You should start by choosing who you want to serve on the panel it's best to do this as soon as possible so the panel can be involved in posting the position and choosing interviewees. The panel should consist of a minimum of three members who represent external and internal customers, a cross-section of the department, and a variety of positions. At least one member should be thoroughly familiar with the knowledge, skills and abilities required to perform the functions of the position and with the work environment of the position. You may also want to consider asking a staffing consultant from HR to serve on the panel. All panel members will review all applicant packets, gain consensus on who should be interviewed, compose the interview questions, conduct all interviews as a team, and recommend the top applicant(s) for the position. Each panel member must make a commitment to understand and follow selection process policies and procedures and abide by Equal Employment Opportunity and Affirmative Action guidelines. Interview and select the best candidate: Because applicants must meet all of the position's required qualifications in order to be considered, you'll probably want to start by screening each applicant's materials to determine if they meet the requirements. You can then eliminate any applicants who don t meet all the required qualifications this is an efficient way to avoid wasting time on selection matrixes for unqualified applicants. Once you eliminate unqualified applicants, you can either proceed to interview the entire applicant pool or you can use the matrix to help you select the top, most-competitive candidates for interviews. Focus on the technical and performance skills of the job, and design questions that get specific examples from the applicant about how their experience relates to your position. If you re not sure if you can legally ask a question, don t ask it. Remember to ask the same questions to every applicant you interview. Request a background check Review criminal history Check references Verify eligibility to work in the US Hire. See template letters that follow.

2 Staff hiring Complete the recruiting summary or assign the person to the position in HRMS. Send out regret letters For hiring a temporary employee through UTemps, see After you have hired Register the new employee through TXClass for the New Employee Orientation If the employee will need mainframe access, create a *DPUSER logon Request authorizations for all applicable mainframe applications and Web systems Request that the *DEFINE office manager place the new employee on any necessary desks and views Create the beginnings of a performance appraisal Create an employee file for the new hire. See Employee files ( for more information. Have the employee complete the items in the New Employment Checklist Required training for new staff employees New employees should complete required training, e.g. laboratory safety, compliance, as appropriate

3 Offer letter template for classified employee {June 3, 2015} {Name} {Address} Re: Job Number { } Dear {Name}, I am pleased to offer you the position of {Job Title} in the {Department Name} department at the University of Texas at Austin. We are offering you a salary of ${Salary} per month. Your start date is {Start Date}. INCLUDE FOR POSITIONS THAT ARE NOT EXPECTED TO CONTINUE: This position is {funded by a grant} OR {of limited duration}, therefore your employment is contingent, in part, upon {the continued receipt of these grant funds} OR {completion of the project.} Currently, we expect your position to be funded through {Month, Date and Year.} You will report to {Supervisor s Name}. Your work schedule is {Schedule}. This offer is contingent upon the satisfactory outcome of your criminal background check. Additionally, you will be required to complete forms and submit documentation establishing your eligibility to work in the United States within the first three days of your employment. The university offers new employee orientation every Monday at {Orientation Time} and {Orientation Location}, where you will receive information about: Benefits Parking Required University Training University Policy Regarding benefits, you must elect benefits coverage within 30 days of your start date. You can review the benefits on our Web site at To attend new employee orientation, please contact {Orientation Coordinator}. You are considered a probationary employee during the first 180 calendar days of continuous service from the date of initial employment. We will explain these and other administrative details to you during your initial orientation. If you have any questions or concerns regarding this offer, please contact {Department Contact} at {Department Number}. We look forward to receiving your decision by {Deadline}. Again, congratulations on your selection for this important position at the University of Texas at Austin. This is an exciting time for us; and we look forward to you joining our team. Sincerely,

4 Offer letter template for code 1000 employee {June 3, 2015} {Name} {Address} Re: Job Number { } Dear {Name}, I am pleased to offer you the position of {Job Title} in the {Department Name} department at the University of Texas at Austin. We are offering you a salary of ${Salary} per month. Your start date is {Start Date}. INCLUDE FOR POSITIONS THAT ARE NOT EXPECTED TO CONTINUE: This position is {funded by a grant} OR {of limited duration}, therefore your employment is contingent, in part, upon {the continued receipt of these grant funds} OR {completion of the project.} Currently, we expect your position to be funded through {Month, Date and Year.} You will report to {Supervisor s Name}. Your work schedule is {Schedule}. This offer is contingent upon the satisfactory outcome of your criminal background check. Additionally, you will be required to complete forms and submit documentation establishing your eligibility to work in the United States within the first three days of your employment. The university offers new employee orientation every Monday at {Orientation Time} and {Orientation Location}, where you will receive information about: Benefits Parking Required University Training University Policy Regarding benefits, you must elect benefits coverage within 30 days of your start date. You can review the benefits on our Web site at To attend new employee orientation, please contact {Orientation Coordinator}. IF APPLICABLE INCLUDE: Your position is designated as Administrative Officer. As such, you serve at the pleasure of the President. If you have any questions or concerns regarding this offer, please contact {Department Contact} at {Department Number}. We look forward to receiving your decision by {Deadline}. Again, congratulations on your selection for this important position at the University of Texas at Austin. This is an exciting time for us; and we look forward to you joining our team. Sincerely,

5 Offer letter template for classified temporary employee {Date} {Name} {Address} Re: Offer of Temporary Employment Dear {Last Name}, On behalf of The University of Texas at Austin, I am pleased to offer you the temporary position of {Title}, in the department of {Department Name}. This offer is contingent on the successful completion of a background check. The pay rate for this {Exempt/Non- exempt} temporary position is {$$ Rate} per {Month/Hour}. You will report to {Supervisor s Name}. Your expected start date of temporary employment is {Date}, subject to completion of the background check. You will be required to complete forms and submit documentation establishing your eligibility to work in the United States within the first three days of your employment. Your schedule is {Schedule}; however, your actual work hours may vary depending on business needs. This temporary assignment will end on {Date}. [Note: If not a fixed schedule, then fairly represent the expectations for working, e.g. You can expect to work approximately 12 hours per week. ] [Optional statement:] If there is further need and funding is available, further employment may be offered but is not promised or guaranteed. This temporary position is not benefits eligible and does not accrue paid leave. This offer does not guarantee nor imply permanent employment with the university. Due to the short length of the assignment, you will be considered a probationary employee during the entire length of this assignment. Should you accept this contingent offer, your continued temporary employment will require both satisfactory job performance and compliance with existing and future university and departmental policies. [Note: cite important departmental policies and fulfillment of policies specific to the position.] If you have any questions or concerns regarding this offer, please contact {Department Contact} at {Department Number}. We look forward to receiving your decision by {Deadline}. Please signify your acceptance of this offer by returning a signed copy of this letter. Sincerely, {Hiring Manager}

6 {Candidate Name} I hereby accept employment on the conditions set forth in this letter. Signature Web Resources: University Home Page Human Resources Payroll Parking University Policies