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1
Staff Hiring Process 8 Steps to Completing the
Process Accurately

• Presenters
• Linda Udovich, Sr. HR Specialist for
• Recruitment Employment
• Barb Schneller, Assistant Director of Social
  Equity

2
Workshop Objectives

• Make sure you understand the steps involved in
  the hiring process
• Ensure you have the forms and resources to
  complete a successful hiring process
• Ensure you are in compliance with federal and
  state laws
• Answer any questions you might have

3
Staff Hiring Process

• Step 1 Getting Started
• Submit Request to Hire Staff form
• Include job description (Staff) or Management
  Position Questionnaire (Management) to Human
  Resources

4
Staff Hiring Process

• Step 1 Getting Started Continued
• Hiring Manager/Search Chair should contact/meet
  with Human Resources (HR) to
• 1. Review Hiring Search Policies
• 2. Create Position Announcement
• 3. Discuss Salary Structure

5
Staff Hiring Process

• Step 1 Getting Started continued
• Hiring Manager/Search Chair should contact/meet
  with Office of Social Equity (OSE) to discuss
• 1. Search Committee Composition
• 2. Recruitment Plan for Diversity
• 3. Applicant Screening Instrument
• 4. Interview Instrument
• 5. Applicant Qualification Matrix
• 6. Interview Questions
• 7. Veterans Preference Policy
  
  
  

6
Staff Hiring Process

• Step 2 Recruitment
• All positions must be posted internally. HR will
  develop internal posting and forward to OSE for
  approval.
• Position Advertisements must be sent to HR. HR
  will ensure all standard language is included in
  ad. HR will forward to OSE for approval.
• Recruitment Plan for diversity must be sent
  directly to OSE.
• HR will place all print ads.
• Hiring Mgr./Chair will place all specialized or
  field-specific publications and on-line web
  sites.

7
Staff Hiring Process

• Step 2 Recruitment Continued
• HR will post positions to a University
  distribution list, on the University web site,
  HigherEdJobs.com and Insidehighered.com
• Advertising costs are the responsibility of the
  hiring dept. or administrative unit.

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Staff Hiring Process

• Step 3 Application Processing
• OSE to review evaluation process with Hiring
  Mgr./Search Chair to ensure EEO for all
  applicants.
• Submit application screening and interview
  instruments to OSE for review and approval.
• Completion of the Applicant Qualification Matrix
  (AQM) will serve as rationale for non-selection
  of eliminated applicants.

9
Staff Hiring Process

• Step 3 Application Processing Continued
• HR will provide hiring managers the access to
  review all applications/resumes on-line.
• OSE will review the listing and candidates
  selected for interviews (telephone on-site).
• Interview lists must be approved by OSE prior to
  scheduling interviews with candidates.

10
Staff Hiring Process

• Step 4 Interviews
• Hiring Mgr./Search Chair are responsible for
  setting up interviews with candidates.
• -Must provide HR with final interview
  schedule.
• NOTE All Clerk Typist positions require the
  applicants to pass a 40 wpm typing test. HR is
  responsible for setting up those interviews.
  Applicant will be tested ½ hr. prior to scheduled
  interview. Only those applicants who pass test
  will continue on in the process.
• Behavioral-Based Interviewing recommended

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Staff Hiring Process

• Step 5 Background/Reference Checks
• HR will conduct Pre-Employment Background
  Investigation for all management and staff
  positions. Successful candidate must complete
  the Background Check Release Form found on HRs
  website under forms.
• Background checks can take 1-3 working days to
  complete.
• The cost of running the checks for all EG
  positions will come out of central funding.
  However, it is the fund center managers
  responsibility to ensure sufficient funds are
  available for self-support programs,
  auxiliaries, grants, and restricted funds.
  Please provide HR with cost center number for
  charge backs.
• Offers of employment are contingent upon the
  successful completion of the Pre-Employment
  Background Check.

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Staff Hiring Process

• Step 5 Background/Reference Checks Continued
• Obtain minimum of three (3) professional
  references, one of which should be from current
  or most recent supervisor.
• All gathered reference check information MUST be
  forwarded to HR for inclusion in the employees
  personnel file.

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Staff Hiring Process

• Step 6 Social Equity Approval for
  Recommended Candidate
• Prior to job offer, the following forms must be
  completed and submitted to OSE for approval
• 1. Social Equity Compliance Form
• 2. Rationale for non-selection of
  
• interview candidates

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Staff Hiring Process

• Step 6 Social Equity Approval for
  Recommended Candidate Continued
• OSE will notify both the Hiring Manager/Search
  Chair and HR once the compliance form is signed
  and approved via email.
• Prior to making a verbal offer of employment,
  Hiring Mgr./Search Chair should contact HR to
  determine appropriate salary other employment
  conditions.

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Staff Hiring Process

• Step 7 Job Offer
• Once candidate accepts, email HR starting date
  and salary.
• Formal letter of offer will be sent by HR.
• HR will send rejection letter to all applicants
  not chosen for interview.
• Hiring Mgr./Search Chair will send personalized
  letter to all candidates interviewed.

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Staff Hiring Process

• Step 8 Establish Minimum Staff Record
• New employees must visit the HR Office in order
  to complete hiring paperwork (i.e., I-9, W-4 and
  Social Security verification).
• New employees will not be entered into the SAP or
  PeopleSoft Payroll systems prior to completion of
  hiring paperwork.
• It is the responsibility of the hiring manager to
  complete the required paperwork (once the
  employee is on the system) to initiate an email
  account for the new employee.
• Permanent employees must meet with the Benefits
  Manager in order to process paperwork.

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Staff Hiring to Retention A Must!

• It is strongly encouraged that ALL permanent new
  hires attend a New Employee Welcome (N.E.W.) held
  the first Thursday of every month.
• Also, please refer to the Supervisors New
  Employee Checklist to ensure there is a seamless
  transition to working at WCU. (Also found
  on-line)
• Please contact the HR Office of Organizational
  Development for more information.
• Scott Sherman, ssherman_at_wcupa.edu or x3380 Molly
  Nece, mnece_at_wcupa.edu or x0476
• www.wcupa.edu/hr/training

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Questions? Feedback? Good Luck!

• Please contact us with any questions
• Linda Udovich ludovich_at_wcupa.edu
• Barb Schneller bschneller_at_wcupa.edu