How to:

• Appoint an Emergency Hire
• Initiate a Search
• Select a Candidate
• Conduct Reference Checks
• Finalize the Search Process and Make a Job Offer
• Renew the Temporary Appointment of an Employee
• Convert an Employee with Temporary Status to Permanent Status
• Change an Employee's Time Base
• Reassign an Employee

Appoint an Emergency Hire

The University may hire people on an emergency basis to cover short-term leaves of absence, vacations, or a vacancy. Emergency Hires can also be necessary to handle increased workload or special projects. 

• Review the guidelines on the Emergency Hire Parameters regarding length of employment.
• Complete an Action Request Form.
• If you have identified the candidate:
  • Review his/her application to verify that he/she meets the minimum qualifications as stated in the classification standards.
  • Attach the application to the Action Request Form.
  • Submit the packet to HR at least 2 days before the employee’s start date.
• HR will process the paperwork and notify you of the appointment approval or status.
• After processing the application, HR will advise the department if any further work is necessary.
• Notify the applicant that they have been hired, and provide the start date.
• If the Emergency Hire has not worked for the university within the past 18 months, refer the new employee to HR within three business days of the start date, for completion of New Hire Sign-In.

Initiate a Search

• Complete an Action Request Form.
  • Include your advertising needs.
• Attach the position description or MPP Performance Program.
  • Note to Academic Affairs: justification is required for some positions.
• Submit to HR.
• HR's Process:
  • Posts all positions as “Open Until Filled.”
  • Screens all candidates for minimum qualifications.
  • Refers applicants meeting minimum qualifications to departments weekly, starting with stated review date.

Select a Candidate

 

See Selection Guide Checklist.

Conduct Reference Checks

Reference checks are generally conducted on top candidate(s) after campus interviews. This allows the applicant to be evaluated based on the information and qualifications presented during the interview in addition to the information presented in his/her resume/CV.

• Review the application materials to confirm current or previous employers are listed as references. Personal references are not usually contacted.
• If an applicant requests that current and/or previous supervisor(s) not be contacted, ask for alternate contacts at the relevant employer. 
• At the time of a job offer, explain to the candidate that the offer is contingent upon complete reference checks, including the current employer.
• Recommended Questions:
  • How long has/did the applicant worked for you?
  • What is/was the applicant’s position or job title in your organization?
  • Would you please describe his/her duties and responsibilities?
  • What are the applicant’s strengths? How would you describe his/her interpersonal skills (if this is relevant to the position)?
  • At what salary was the applicant hired? What is the applicant’s current salary?
  • Is the applicant eligible for rehire?
  • Is there any other relevant information that you would like to share?
  • Additional questions if you are interviewing managers:
    • How many people does the candidate supervise?
    • What is the amount of the budget the candidate is directly responsible for? 
    • What committees/assignments has the candidate participated in outside of his/her department?
  • You may ask additional factual questions to determine the candidate’s skills relative to the job description.
  • Report any concerns that arose during the reference check to the Search Committee chair.

Finalize the Selection Process and Make a Job Offer

 

• Submit an Application Selection and Disposition Form, original application materials and resumes to HR for review prior to extending the offer. Include the salary recommendation.
  • In determining recommended salary, you may consider internal salary comparisons, as well as an applicant’s education, experience, and relevant salary history.
• HR will review the selection and salary recommendation.   
• If you are extending an offer, but requesting that HR follow up with salary negotiation and/or review of benefit information, please inform the designated HR Manager when the offer has been extended.
  • If HR is involved in any portion of the offer, they will notify you of the outcome via email.
• If you finalize the job offer, including salary and effective date, send an email to the designated HR Manager to process the appropriate paperwork.

Renew the Temporary Appointment of an Employee

 

Approximately one month before a temporary hire expires, HR sends the department a Temporary Expiration Notification Form.

• Complete the form and return it to HR at least two weeks prior to the expiration date of the current appointment.
• If a temporary appointment expires or is accelerated, consider providing the employee with a two-week notice.
• If the employee is separating from the University and not assuming another position within the University, complete a Separation and Clearance Form.

 

Convert an Employee with Temporary Status to Permanent Status

The University is required to convert certain temporary employees to permanent status, according to certain collective bargaining agreements.  When you are notified by HR that an employee meets eligibility for this conversion:

• Respond only if you want to end the temporary assignment or accelerate the separation. 
  • Include the Separation and Clearance Form.  
  • HR will process the action to convert the employee to permanent status as appropriate. This will happen automatically if you do not end the temporary assignment.

Change an Employee's Time Base

Changes in time base often affect employee benefits and should be considered carefully. The appointment type, and whether the request is for an increase or decrease in time base, determine what process is required.  Refer to the table below.

• If an employee with probationary/permanent status requests a decrease in time base, this is considered a partial leave of absence, and the Manager of Benefits Administration should be consulted. Please complete the Leave of Absence Request Form.

Appointment Type	Increase TB Temporarily	Decrease TB Temporarily	Decrease TB Permanently
Probationary/Permanent	HR reviews; use the Action Request Form	Partial leave; route through Benefits; use the Leave of Absence Request Form	Use the Action Request Form
Temporary	HR Reviews; use the Action Request Form	HR Reviews; use the Leave of Absence Request Form	N/A

 

Reassign an Employee

An employee may be given a permanent reassignment to another position or a temporary reassignment to a position in a higher classification. The terms and conditions of such reassignments are generally covered under the appropriate collective bargaining agreements.

• Please consult with your HR Manager.
• Complete the Action Request Form.
• Submit to HR for review and processing.