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Hiring Staff

Position Description

Hiring Process Guide

Step 1: Vacant Position
  1. The Hiring Manager should reach out to their Recruiting Consultant to initiate the process.
  2. The Recruiting Consultant will collect the necessary information to start the process. You will need to, at this time, also provide the Recruiting Consultant with the names of all committee members. (With Careers, there is no "search chair" designation. Everyone will be listed as a committee member on the job posting.)
Step 2: Critical Hire Process
  1. For staff positions over $40,000, you will have to complete the Critical Hire Justification Narrative and submit to Classification and Compensation. Classification and Compensation will submit for approval to the system office. Once they receive notification from the system office, the Hiring Manager will be notified and the Recruiting Consultant will move forward with posting the position.
  2. If the staff position is under $40,000, it will have to go through the internal critical hire process. Classification and Compensation will submit for approvals internally. Once they receive notification that the Critical Hire Form has been approved the Hiring Manager will be notified and the Recruiting Consultant will move forward with posting the position.  
  3. All faculty positions over $40,000 must go through the internal Critical Hire Process. Department Head and above positions must be approved by the System Office. Faculty Critical Hire Justification Narratives should be sent to Lisa M Howard in HR.
Step 3: Approval Chain 
  1. The approvers will have a pending notification in recruiting self-service once the job opening gets to them.
  2. Job aid: How to approve a job opening. (PDF)
Step 4: Applicant Review by Hiring Manager and Committee Members
  1. The Hiring Manager and the Committee Members may review applications while the position is open, but must not contact any applicants for an interview until the position is closed from the website. 
  2. Job aid: How to review applicants (search committee). (PDF)
Step 5: Hiring Manager and/or Committee Interviews
  1. Committee members can only view and print applications. The Hiring Manager will be responsible for moving applicants through the process including dispositioning them in the system. 
  2. Job aid: How to Review, Interview, and Reject Applicants (Hiring Manager) (PDF)
Step 6: Hiring Manager Prepares Job Offer for Selected Candidate and Dispositions Other Applicants
  1. The hiring managers must put in budget information (budgeted amount and account string) in comments section.
  2. Job aid: How to prepare job offer (staff, student, grad assistant). (PDF)
  3. Job aid: How to prepare job offer (faculty). (PDF)
Step 7: Job Offer Approval
  1. The approvers will have a pending notification in recruiting self-service once the job offer gets to them.
  2. Job aid: How to approve job offer. (PDF)

The hiring manager will be notified when the candidate has accepted the offer.

Searching and Interviewing

To preparing and set up your search committee, please review the procedures for Search and Screening Procedures for Non-Faculty Positions. These procedures will help you in the following areas:

  • Setting up a search committee
  • Screening applications
  • Interviewing candidates
  • Costs associated with advertising and interviewing
  • Confidentiality
  • Job offers and offer letters
  • Interview question guide

 

When Can We Start Interviewing?

The hiring committee cannot begin the interview process until the position has closed on the web site.

Onboarding

To assist with getting your new hire onboard, we've provided both you and your new employee checklists.

For the new employee checklist, go to the "New Hire - Staff" page.

For the supervisor checklist, see below: 

Hiring Supervisor Checklist

Before Their First Day

  • Call new employee to confirm receipt of offer letter, and to officially welcome new employee. Discuss start date/hours, dress code, parking, and reporting information. Provide department's point-of-contact information.
  • Send an email announcement to department announcing the new hire and start date.
  • Create onboarding schedule (.doc), and request a campus mentor (staffcouncil@ung.edu).
  • Set up new employee's workspace, computer, phone, login password (helpdesk@ung.edu), office supplies, office keys or access card, etc. prior to employee start date.
  • Order business cards, name badge, and door nameplate if appropriate.

First Day

  • Welcome new employee, introduce co-workers, and provide department tour.
  • Provide key to office or ensure UNG ID has been programmed with door access.
  • Show employee where to access Employee Handbook online.
  • Review OneUSG, time off, attendance and punctuality policies, unexpected absence procedures, and time entry.
  • Review individual work schedule, pay schedule, and FLSA information.
  • Review department's mission, strategy, values, policies and procedures, emergency regulations, and safety plans.
  • Review job description, responsibilities, competencies, and individual and team expectations. Review onboarding schedule (.doc).
  • Go over phone, fax, copier, and office supplies.
  • Ensure departmental computer access (Banner, PeopleSoft, Shared Drive, Team Sites, mailing lists, etc.) and email have been set up.
  • Ensure applicable PeopleSoft, budget, and signature approvals are granted by the comptroller.
  • If applicable, provide work uniform, materials, and other departmental property.
  • Remind employee to complete I-9 within 3 days and to enroll in benefits within first 30 days.

First 30 Days

  • Identify appropriate software and business process training and assist employee in enrolling.
  • Review job description/clarify performance objectives and expectations.
  • Assign "early success" project; upon completion provide specific feedback.

Within 6 Months

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