Hiring Procedures Checklist & Guide
Completed? | Step | Detail |
鈽 | Gain Planning Unit Approval for Hire | Describe your Planning Unit鈥檚 staffing request process here. |
鈽 | Appoint Search Committee Chair | Search committee chairs should attend and complete OHIO Search Committee Training. Contact your HR Liaison or visit /professional-development/courses to register or for more information. |
鈽 | Search Committee Chair or Department Chair Forms a Dedicated Search Committee | Search committee members must attend and complete OHIO Search Committee Training. Contact your HR Liaison or visit /professional-development/courses to register or for more information. |
鈽 | Search Committee Work |
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鈽 | Complete a Posting Requisition in PeopleAdmin | Complete a posting requisition in People Admin. For Staff positions, be sure to attach the updated Job Profile, if applicable, in the Posting Documents section of the requisition. In all cases, the committee should work with the hiring manager to complete these steps. |
鈽 | Send Posting Requisition in People Admin to 鈥淧lanning Unit鈥 for approval | Planning Unit approver reviews and edits as necessary, then sends it to the appropriate next level approver. Next level approver (Provost or HR) reviews and posts or returns to the department if the position is denied or if additional information is needed. For Academic Units, Provost sends the posting requisition to HR for review. The Service Center or HR Liaison will review the posting requisition and may provide suggestions or require changes. HR will forward the requisition on to Compensation if a compensation review is needed. |
鈽 | Place Targeted Advertisements | HR posts on ohiouniversityjobs.com, LinkedIn, Twitter, Higheredjobs.com, HERC, OhioMeansJobs, Workforce KY, and Workforce WV. Positions are also posted to Southern Regional Educational Board (SREB) for all positions requiring a terminal degree. Departments are responsible for all other advertising efforts. *In general, postings should be at least 15 days in duration (30 for full-time administrators and Group I faculty). *For waiver of posting guidelines, please visit the UHR website or contact your HR Liaison. |
Position is Posted | ||
鈽 | Applicants are Pre-Screened | The hiring manager/search committee members can screen applications for administrative & faculty positions as they are submitted. Applications for Classified staff positions are released after the posting closes and HR has determined if the Rule of 3 has been met. Rule of 3 summary: If at least three minimally qualified, Classified employees apply from within the department, the vacancy will be filled from within that department. If not, but there are at least three internal, minimally qualified, Classified employees from the planning unit, the vacancy will be filled from within that planning unit. If not, but there are at least three internal, minimally qualified, Classified employees from the university, the vacancy will be filled from within the university. If not, external applicants can be considered for the vacancy. Multiple pre-screening interview activities e.g. writing assignments, MS Teams interviews, etc. can be conducted before a FINAL interview pool is proposed but must be consistently conducted and evaluated. |
鈽 | Complete 鈥淧re-Interview Candidate Selection Form鈥 | Search committees should work with Hiring manager to complete the 鈥減re-interview candidate selection form鈥 in PeopleAdmin which will be reviewed by the planning unit and HR before final interviews can be conducted. Please note: planning units may have additional steps regarding interview pool approval. If so, they will be IN ADDITION to those that must be documented in PeopleAdmin. |
鈽 | Update Applicants鈥 Statuses | After the FINAL pool of candidates is approved by the Planning Unit, update each applicant鈥檚 status and complete the Pre-Interview Candidate Selection Form or Candidate Selection Form in the PeopleAdmin Requisition. |
鈽 | Submit Final Interview Pool to Planning Unit | Submit the final pool to the planning unit. The planning unit will either reject or move to HR for their review. |
Final Interview Pool Submitted for Approval | ||
鈽 | Await Approval of Final Pool | HR will examine the final pool and recruitment efforts to ensure that finalists meet the stated minimum requirements. Do not invite candidates to participate in final interviews prior to receiving approval of the final pool by HR. |
鈽 | Schedule and Conduct Final Interviews | Enter your planning unit鈥檚 procedures for final interviews here. For more information or guidance, contact your HR Liaison. |
鈽 | Update Candidates鈥 Statuses | Each finalist鈥檚 status should be updated in PeopleAdmin. Move chosen candidate(s) status鈥 to 鈥淩ecommended for Hire鈥. Others should moved to 鈥淚nterviewed-Not Hired鈥 or 鈥淲ithdrawn鈥 as appropriate. |
Offeree Selected | ||
鈽 | Extend a Verbal Offer | Once a finalist has been recommended for hire, please check with your planning unit for any additional steps regarding making an offer. Otherwise, proceed with verbal offer. Salary offers for staff must be compliant with Compensation guidelines. |
鈽 | React to Acceptance / Rejection of Final Offer | If candidate(s) accept offer(s) and a salary has been agreed upon, complete the hiring proposal in PeopleAdmin and submit it to the planning unit. The planning unit designee will submit it to the HR Service Center for processing. If candidate(s) decline the offer, negotiate as allowable per your planning unit鈥檚 procedures, move to make a verbal offer to the next viable candidate, or fail the search. |
鈽 | Update the PeopleAdmin Posting Requisition | Once candidate(s) have officially accepted offer(s), and the hiring proposals have been completed and submitted, update the status of the posting in PeopleAdmin to 鈥淥fferee(s) Selected鈥. |
鈽 | Offer Letters | FACULTY POSITIONS: Enter your planning unit鈥檚 process for faculty offer letters here. Do not forget to provide copies of signed faculty offer letters to the Provost office and to HR if relocation assistance is being provided. STAFF POSITIONS: The Employee Service Center processes and emails draft copies of offer letters to the hiring manager and HR Liaison. Upon approval, offer letters are emailed to offerees. |
鈽 | Notify Interviewed Candidates About Search Outcome | Contact candidates who were interviewed for the position to let them know that the position has been filled prior to them receiving the automated messages from PeopleAdmin. (Automated messages are sent to all applicants once HR transitions postings to a status of 鈥淔illed鈥.) |
Related Topics | ||
| Records Retention: As a public institution, all search records must be maintained by the department for a period of three years. For information regarding public records and records requests, please contact Legal Affairs. | ||
| Search Committee Training: Best practices and recommendations for searchesOHIO Search Committee Training. | ||
| Waivers of posting requests: approved by HR and used to shorten the posting period, conduct a limited area search, promote from within, etc. Contact HR Liaison for more information. | ||
Information to be included in the Applicant Workflow Status List:
Initial Candidate Screening - Candidate Workflow List Template | |||||
| Candidate Name | Status | Reason code for "Not Interviewed-Not Hired" | Reviewer Name | Date | Notes |