Vacancy Management



Recruitment-StaffVacancy ManagementEffective April 1, 2020, all recruitment requests require prior approval by the campus Vacancy Management Committee. Please see process for obtaining Vacancy Management approval.Initial posting Supervisor submits position request to, or works with the, HR Analyst on the appropriate materials needed for PeopleAdmin submission, including organization chart and completed position description using the position description template. The department/unit/cluster will submit a CASE in Aggie Service with upload of the position description and org chart. The CASE will include approved account information. CAO or Account Manager, (both when applicable) must provide funding approval prior to submitting position to post. The HR analyst will submit an email in the CASE to the CAO and/or Account Manager to verify funding approval for the position. HR Analyst submits action in PeopleAdmin, which is routed to Position Management Approver 2 (Dean’s office) then routed to Compensation and Talent Acquisition for final review/approval. Upon posting of the position in the Talent Acquisition Management system, a job ID will be created and added to the AS case by the assigned HR Recruiter. The job posting will route to the hiring manager’s reports-to for approval in UCPath prior to posting.HR Analyst sends email to hiring unit informing them of the position has been approved and has been posted online and informs them of the final filing date. The HR Analyst will request interview questions to be submitted three days before final filing date, if they are available. Short Term Employment (STE) Supervisor works with HR Analyst on request for a STE via AggieService, including org chart and position description development. Upon finalization of materials, Analyst submits request in PeopleAdmin. Action routes through CAES HR, Compensation and Talent Acquisition for approval. Recruiter notifies HR Analyst and candidate when link is ready for STE to apply. HR analyst updates hiring Supervisor when recruitment is approved and link is ready. Screening applications/InterviewsOnce Final Filing Date has passed, HR Analyst will screen applications for minimum qualifications using the standard campus screening matrix.The HR Analyst will send an email to hiring supervisor and identified recruitment committee members with the following information/requests:Instructions on how to access applications in TAMAction Tracking Sheet with the names of all screened applicants names and instructions about making their selections on who to interview. Their selections should be based on based on the essential functions and the qualifications, minimum and preferred. They will also be advised on their role as interviewer and what questions are and are not appropriate to ask during an interview.The HR Analyst will provide a basic list of opening/closing questions for the interview panel to consider for their list of questions. HR Analyst will also request the interview panelists’ names and will work to determine availability for interviewing. Also, the hiring supervisor will be asked how long they anticipate the interviews will last so that the HR Analyst may include information on the interview confirmation. The instructions will also include an advisory on what questions are not suitable for interviews.Interview ProcessOnce candidates have been identified to interview, HR analyst may offer assistance in the coordination of interviews as requested by department/unit/cluster. Note: The HR Analyst will screen internal applicants who have been selected for interview to ascertain if the applicants’ current position is a lateral/demotion to the position they have applied to. Applicants are not always aware that increases are not permissible (per policy) for lateral movement and in instances where the move is a demotion a salary decrease is a possibility. Interview Email ConfirmationThe email confirmation for interviews may include a long position description, Principles of Community statement and campus map. Although not required, hiring units may provide departmental information and/or interview questions on the day of interview once a candidate arrives. Any attachments included in the interview confirmation email, should be consistent so that every applicant is treated the same. Final SelectionOnce final candidate has been selected, the HR Analyst or the hiring supervisor will make reference checks depending upon the department’s preference. For internal candidates, the HR Analyst will make arrangements for the hiring supervisor to review personnel file for internal candidates. The HR Analyst will offer sample reference check questions to hiring supervisor. Once reference checks are completed and a hiring decision has been made, the HR Analyst will conduct a salary analysis for the hiring supervisor to consider. In some instances, external funding sources may limit the salary that can be offered. Discussions on salary expectations should involve the HR Analyst, hiring supervisor and CAO, when applicable. The HR Analyst will inquire if there a maximum that can be offered due to funding for the position. Making an OfferAfter reference checks and salary discussions with HR Analyst, hiring supervisor and CAO (when applicable) are complete which includes hiring unit providing salary justification, the HR Analyst will submit the Salary Request form to the HR Director for approval.Once salary request has been reviewed and approved, the hiring supervisor is informed of the approved salary, and a verbal offer is made to the candidate. Verbal offers may be handled by either the HR Analyst or the hiring supervisor, depending on the department/unit/cluster preference. In cases where the HR Analyst is asked to make a verbal offer, the hiring supervisor will be kept apprised of the offer status. If the candidate declines and submit a counteroffer. The process on making an offer begins again with resubmission of salary request and appropriate approvals as outlined in offer process. Justification must be provided in the salary request. If offer is accepted, the HR Analyst will create a child case for onboarding in Aggie Service. HR Analyst will complete the Interview Evaluation in TAM to initiate the formal offer from the Recruiter. If offer not accepted by selected candidate, the offer process begins with second candidate. If there are no other candidates, the posting process begins again or the hiring manager may want to revisit the PD prior to reposting. ................
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