• Before initiating the process, supervisors should review the position to determine its necessity and alignment with departmental goals. Assess whether the role is still essential, requires adjustments, or can be restructured to better meet the department’s needs.

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• • • • • Is the position essential to current and future departmental goals?
        • Should the role be modified to better align with evolving priorities or workload demands?
        • Can departmental needs be met through alternative staffing solutions or resource adjustments?

 

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• Submit the RTF Form and Job Description

• Attach the completed RTF form and updated job description to the Job Posting/RTF Request Submission From.

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• Form Portal. Ensure all sections of the form are complete before submission.

  • • • Both the RTF form and the Submission Request form are available through the portal link provided.

• Upon submission, HR will receive a notification and route the RTF form to the Budget Analyst for funding verification and approval.
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• HR will review the job description to ensure proper classification and pay alignment. If any adjustments or clarifications are required, HR will contact the direct supervisor for further discussion.

 

Form a Selection Committee (When Appropriate)

Appoint a selection committee to participate in reviewing applications, conducting interviews, and providing input on the final selection.

 

Approval and Posting Process

• Once the RTF form and job description are fully approved and finalized, HR will create the job advertisement.
• The position will then be posted to appropriate internal and external platforms. The supervisor will be notified once the job advertisement is live.

 

 

Screening Applicants

• Review applications using the established job qualifications as objective criteria.
• Document the rationale for advancing or eliminating candidates.
• HR has template scoring matrices and can assist with questions as needed.

 

Conducting Interviews

• Develop a standard set of interview questions related to the job’s core competencies.

• Include behavior-based questions to understand past performance and problem-solving approaches.

• Ask all candidates the same core questions for fairness, but allow follow-up questions for clarification.

• Take detailed notes—avoid personal comments unrelated to job performance.

 

Best Practices for a Successful Search

• Communicate promptly with candidates to maintain engagement.
• Avoid bias by focusing only on job-related criteria.
• Be inclusive—ensure the process is welcoming to candidates from all backgrounds.
• Document decisions for transparency and compliance.

Reference Checks

Conduct reference checks on the finalist(s), confirming work history, performance, and strengths/areas of growth.

 

Salary Placement 

Hiring managers should confirm the budget and approved salary range for the position before beginning the recruitment process. If salary placement needs to be determined for a candidate based on their skills and experience, HR can provide a recommendation.

 

Job Offer

The Hiring Manager will make a contingent verbal offer. All employment offers are contingent upon successful completion of the University’s Background Check Policy. 

 

• Submit the Personnel Action Request (PAR) form to HR for processing.

 

Closing Search

• HR issues the official offer letter.

• Notify all interviewed candidates of the outcome respectfully and promptly.

• Submit all search documentation to HR for recordkeeping.