*All links to forms listed below will open into a new, separate window.*
**Online posting and recruitment is required for all positions working at least 20 hours a week, except for those of a very temporary nature. Please contact HR for further information.**
1. Complete a New or Updated PDQ and forward via email to Human Resources for review. (Note: All Medical School positions should first go to the MUSM Finance Office for processing.)
2. Once the position has been approved, Human Resources will be in contact to schedule a training session for the online application system.
3. Once the online posting is complete, Human Resources will list your opening through the online system and discuss the best advertising sources to utilize. All classified vacancies must be posted for a minimum of five (5) days before an employment commitment can be made.
4. Review all recruitment information online BEFORE you begin reviewing applications and interviewing candidates. NOTE: Before checking references, please make sure the candidate has given permission to contact.
5. Review your applicants online, coding their appropriate status and reason as shown during the training session and in the hiring manager user's guide. Review the minimum qualifications for your position before coding.
6. Set up interviews for your applicants. If a criminal history or credit history check is required for this position, please send your top two or three candidates to the Human Resources office to complete consent forms. If the position requires travel and the candidate to be insurable by the University carrier, please have them obtain their Motor Vehicle Report (MVR) and bring to Human Resources where they will complete an approved driver's application.
7. Check references for your top finalist(s). Check the employment history section prior to calling references to ensure the candidate has given permission to contact. If "no" was selected, contact the candidate to let them know they are a finalist and you will need to speak to their current employer for a reference.
8. If software testing is required, contact Human Resources to schedule appointments for your top applicants to test.
9. Prior to extending an offer, call Human Resources to verify all relevant information has been received regarding testing, criminal, credit and driver's checks (if applicable), allow Human Resources to review the applicant pool and assess the proposed hire in light of our Affirmative Action Plan goals and objectives, to set a time to remove the posting from the web site and to verify the salary to be offered.
10. After receiving a verbal acceptance, contact Human Resources to initiate an official letter of appointment to confirm the offer made to the applicant.
11. Complete the coding information for each applicant through the online system. Every applicant should have a status of Review Complete with the appropriate disposition code and reason selected from the dropdown menus. It is critical that you review the minimum qualifications as stated in the posting before determining the disposition of each candidate.
12. Download and complete a Personnel Action Form (PAF) and forward to the Executive Vice President (non-academic positions) or the Provost (academic positions). (NOTE: Faculty & staff in the Medical School, Law School and School of Pharmacy will need to contact their Business Manager for completion of the PAF. Also, all academic units should send PAFs first to the Provost office for approval.)
13. On the first day of employment, schedule the new employee with Human Resources to complete the I-9, tax forms and other related employment forms.
14. All search related materials not housed on the online site (i.e. interview notes, reference checks, etc.) must be maintained in your office for three (3) years. After such time, the documents can be shredded.