Staff Hiring Toolkit

UTILIZE RECRUITING TOOLS TO PREPARE FOR THE SEARCH

• Complete the Employee Value Proposition Questionnaire (DOCX) (Optional)
• Review information about recruiting a diverse candidate pool
• Review Search Committee Guidelines

REVIEW & UPDATE JOB DESCRIPTION

• Review the job description for this position to determine if the description is current and accurate.  If you need to make corrections to the existing job description, please contact Human Resources.
• If this is a new, previously undefined position, use a job description template (DOCX).
• If the position is temporary, can be filled internally, or is a promotion, please contact Human Resources to discuss staffing options.

SUBMIT JOB REQUEST

• To initiate a search, you must submit a job request form through Smartsheet. As part of the job request process, we will need:
  • President Approval
  • Updated job description
  • Position specific information, such as: temporary/regular position, FTE, budget

If requested, HR will reach out about a hiring consultation prior to the position being opened.

REQUISITION APPROVAL PROCESS

• For all positions, the requisition requires the approval of the area VP and President.

RECRUITMENT KICK OFF

• Once the position is launched, HR will send a Recruitment Kick Off Email containing pertinent job posting information.
  • External advertisement details
  • Specific job posting link
  • Applicant material access
  • Search reminders (min qual checks, resource links, etc.)

HR WILL CHECK IN PERIODICALLY WITH HIRING MANAGER

SCREEN APPLICATIONS (contact HR for assistance)

You may review applicant materials through the Hiring Portal.

Human Resources will be able to offer assistance with the application screening process. Prior to interviews, please contact Human Resources to ensure the candidate meets the minimum qualifications for the position.

In order to assure equitable consideration of each candidate’s application, many search chairs find the use of a worksheet helpful to them in the review process. We have provided two different worksheets to assist you in the screening process: How to Evaluate Resumes and Applications DOC) and Resume Screening Worksheet(DOCX). A systematic approach to ranking applicants’ position-related education, experience, skills and abilities is important, regardless of the application review approach used.

Below are optional, additional resources to help establish evaluative criteria before and during the search process:

• How to Use Criteria Matrix
• Criteria Matrix
• Sample Candidate Screening Matrix
• Sample Multiple Candidate Screening Summary

Please do not make any notes about applications in the employment applicant tracking system.

CONDUCT PHONE INTERVIEWS

Phone interviews can be an effective way to learn more about applicants before inviting them to campus for interviews. The phone interview is used to outline expectations, to ask questions about application materials, to answer the applicant’s questions about the position and the university, and to verify that the candidate is seriously interested in the position.

DETERMINE WHO WILL BE INVITED TO CAMPUS FOR INTERVIEWS

Generally, departments invite three to five candidates for on-campus interviews. Please visit the Expenses page for more information on candidate travel.

There are situations when it may be necessary to interview more applicants to find the right individual for the position. Unusual circumstances are to be discussed with Human Resources.

Evaluate each candidate’s salary requirements before making your determination.

Once you have identified finalists, advise Human Resources of the names of those individuals who will be invited to campus for interviews. This enables Human Resources staff to respond appropriately to applicant inquiries.

DETERMINE INTERVIEW QUESTIONS

• Sample Interview Questions (PDF)
   

PLAN FOR THE VISIT

The search chair is responsible for making arrangements with candidates to visit campus for interviews. Arrangements should generally be made for candidates to meet the following people: members of the department; and, as appropriate, the division vice president, interested members of related departments, and students.

On-campus interview expenses for exempt positions are covered by the Human Resources Recruitment Budget. Departments are responsible for covering expenses for non-exempt candidates. (Note: the recruitment budget covers expenses for those positions supported by tuition dollars. Expenses incurred to fill positions that are supported through self-funded accounts will be charged back to the hiring department.) If you have an unusual circumstance, please contact Human Resources.

Expenses are organized in three categories: Travel, Meals and Lodging.

Requests to be reimbursed for search expenses should be submitted to Human Resources. To facilitate reimbursement, expenses should be consolidated and submitted along with a Reimbursement for Interview Expenses (PDF) form for each person requesting reimbursement. Original receipts, on which the names of meal guests are listed, must be attached.

Any anticipated recruitment-related expense not covered under these guidelines should be brought to the attention of Human Resources for approval before the expense is incurred.

INVITE CANDIDATES TO CAMPUS

In your invitation, include a summary of university benefits.

SEND EMAIL TO CANDIDATE PRIOR TO VISIT

• Pre-interview Arrangements Email Template (DOC)

CONDUCT INTERVIEWS

• Points of Consideration for Interviewing Candidates (DOC)

EVALUTATE INTERVIEWEES

• Interview Evaluation Form (PDF)

SELECT FINALIST CANDIDATE(S)

NOTIFY HUMAN RESOURCES ON FINALIST(S) SELECTED

COMPLETE REFERENCE CHECKS ON FINALIST(S)

Once you have identified a top candidate from the field of finalists, check references. Reference checks should be conducted with the current supervisor and with any other individuals who have supervised the candidate during their last three positions OR last ten years of employment. Formal reference checks are required for both internal and external candidates. We have provided a reference check form (Word Doc).

Although some organizations decline to provide reference information on previous employees, they are usually willing to verify dates of employment and job titles. If you encounter a supervisor who is unwilling to provide reference information beyond dates and titles, advise them that the candidate has provided the university with signed authorization to check references and offer to scan or fax a copy of the signed authorization statement (included in the online application) to them.

SEND REFERENCE CHECKS TO HUMAN RESOURCES

REQUEST SALARY OFFER DETERMINATION FROM HUMAN RESOURCES

• Provide Human Resources with information about departmental salary expectations, as well as the candidate’s salary requirements.

MAKE VERBAL OFFER OF EMPLOYMENT 

If the candidate has questions about the other benefits, our Benefits team will be happy to answer them.

In addition to using the script, you may also want to think about how to include the following topics in your verbal offer.

• Why you want this person: You are excited about having the individual join the Puget Sound staff. Their knowledge, skills, and abilities along with their interests are well suited to this job, to the department and to Puget Sound. You want them to join your department’s team.
• Why they want to work at Puget Sound: Accepting the position means working in a private liberal arts college setting, a great environment in which to work. This is a terrific institution to learn and grow in and you are a mentor who is committed to celebrating staff successes, crediting staff with their successes, and building the talents, skills and potential of the staff in your area. Other university faculty and staff colleagues are also top rate and will be valued collaborators. The individual will work with (identify specific departments and/or administrators this individual will interact with frequently).
• Why this job is the right one for them: This job is an important one. They will play an integral role in (specify departmental goals/strategic planning).

SEND OFFER LETTER (HR sends prepared letter in an email to search chair)

CONTACT ALL UNSUCCESSFUL CANDIDATES WHO INTERVIEWED

• Interviewed, Not Chosen for Hire (DOCX)
• Interviewed, No Candidate Chosen for Hire (DOCX)
• HR will contact unsuccessful candidates who were not interviewed (on campus or via Zoom/phone)

PREPARE FOR NEW HIRE

• Department Checklist for New Staff Members (PDF)
• New Faculty/Staff Information
• Moving Expense Reimbursement Form (if applicable)
• Performance review forms for the six-month initial evaluation period