Hiring Staff

Position Description

Hiring Process Guide

( updated: 2022-10-05 )

Step 1: Vacant Position

The Hiring Manager should reach out to their Talent Acquisition Consultant to initiate the process.
The Talent Acquisition Consultant will collect the necessary information to start the process. You will need to, at this time, also provide the Talent Acquisition 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

All Full Time staff positions 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 Talent Acquisition Consultant will move forward with posting the position.
All faculty positions 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

The approvers will have a pending notification in recruiting self-service once the job opening gets to them.
Job aid: How to approve a job opening (PDF)

Step 4: Applicant Review by Hiring Manager and Committee Members

The Hiring Manager and the Committee Members may review applications and begin the interview process while the position is posted. However, all qualified applicants must be considered.
Job aid: How to review applicants (search committee). (PDF)

Step 5: Hiring Manager and/or Committee Interviews

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.
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

The hiring managers must put in budget information (budgeted amount and account string) in comments section.
Job aid: How to prepare job offer (staff, student, grad assistant). (PDF)
Job aid: How to prepare job offer (faculty). (PDF)

Step 7: Job Offer Approval

The approvers will have a pending notification in recruiting self-service once the job offer gets to them.
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:

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
Conduct provisionary period performance review (.doc). Review performance objectives and progress, and set objectives for the coming year with employee.

Return onboarding checklist to HR to be recorded in employee file.

Hiring Forms & Information
Verification

Employment Eligibility Verification Form I-9

Security Questionnaire

Hiring

Outside Activities and Conflict of Interest or Commitment of Disclosure Statement

Personnel Action Form (Login Required)

For assistance with this form, please refer to the PAF Instructions (PDF)

If you are rehiring a retiree, please contact benefits@ung.edu.

Relocation Policy Guidelines

Relocation Expenses Form

Student Work Agreement (myUNG)

Student Worker Early Termination Form (myUNG)

Information

Pay Calendar
Equal Opportunity Statement
Georgia Defined Consolidation Plan (GDCP)
Right to Know
Sexual Harassment
UNG Use of State Property, Confidentiality, & Drug-Free Campus Statements
What is OneUSG Connect?
Who do I contact about OneUSG Connect issues?
Workers' Compensation Employee Brochure

Position Description

Hiring Process Guide

Searching and Interviewing

When Can We Start Interviewing?

Onboarding

Verification

Hiring

Information