STAFF RECRUITMENT SELECTION & HIRE PROCESS CHECKLIST

Steps to a Successful Search with Career Zone

PC#______BR#______POSITION TITLE: ______

ITEM# / PRE-HIRE PROCESS (Who) / PROCESS (WHAT) / STEPS(How to do it) / Completed?
1 / POSTING A POSITION
HM /
  1. Replacement Position-
NO TITLE CHANGE / Create requisition in Career Zone (log in at: use Firefox or Chrome for system-(for first time system user OR you do not haveresponsibility to set up a new requisition, contact Lizanne at 5-6261 for assistance) / ______
HM /
  1. Replacement Position-
TITLE CHANGE / Prior to entering into career zone –Work with your HRSM regarding title change-for detailed instruction go to:
/ ______
HM /
  1. INCREMENTAL POSITION
/ For complete process go to: / ______
HM /
  1. REPLACEMENT/
INCREMENTAL / For Steps B & C-Create requisition into Career Zone for on-line approvals / ______
HM /
  1. ASSEMBLESdiverse search/interview committee(if applicable within college/division)
/ Email to add names of committee members to requisition if not on the original req setup. / ______
2. / HR RECRUITMENT ASSISTANT / APPROVES requisition and posts to RIT Talent Gateways / Positions are posted to the following sites: (Note-it is recommended that positions posted for internals onlyare posted at least 5 calendar days; external/internal posted at least for 10-14 calendar days-based on the date of initial posting)
  • Additional advertising:HM determines if any additional advertising is needed on career specific sites-if YES-send posting description to to review for RIT compliant language before posting.Hiring Department responsible for additional advertising costs
/ ______
3. / HM/SC CHAIR / Interview Plan / Contact your STAFF RECRUITER to facilitate a plan for candidate interviews. / ______
ITEM# / SELECTION & HIRE PROCESS (WHO) / PROCESS (WHAT) / STEPS(How to do it) / Completed?
4 / HM/SC CHAIR /
  1. CAREER ZONE TRAINING
/
  1. Email to request applicant review training inCZfor HM and/or search committee members
  2. Advises committee members all notes regarding interviews must be turned in at end of search and sent to HR to comply with Records Retention Policy C.22
/ ______
HM/SC CHAIR /
  1. CANDIDATE REVIEW PROCESS-Partner with your recruiter during this process
/
  1. Review all candidates in CZ
  2. Sort candidate type –Internal/External. Bring internal candidates to top of list
  3. Contact the internal candidate via phone or email with the result of the review of their application *(contact recruiter if unsure of how to handle)
/ ______
HM/SC CHAIR /
  1. DISPOSITION OF CANDIDATES (UPDATE STATUS)
/ During initial review of candidate pool, disposition candidates who do not meet the minimum qualifications of the position*/** / ______
5 / HM/SC CHAIR /
  1. INTERVIEW PROCESS
/
  1. Review all candidates who meet the minimum qualifications of the positionand determine candidates for phone interview
  2. Contact recruiter to discuss candidates selected
  3. Internal candidates-during the selection process (pre-finalist or finalist)-REVIEW last 3 performance appraisals with recruiter
/ ______
  1. REMOVE POSITION FROM CAREER ZONE
/ Sends email to to remove external postingfrom CZ / ______
6 / HM/SC Chair OR Staff Recruiter / PHONE INTERVIEWS / Dependent on interview plan, contact candidates for phone interviews / ______
7 / HM/SC Chair / UPDATES CANIDATE STATUS’ /
  1. Updates candidate status to “phone interview” once interviews have been scheduled **
  2. Dispositions all other candidates not being considered **
/ ______
ITEM# / SELECTION & HIRE PROCESS (WHO) / PROCESS (WHAT) / STEPS(How to do it) / Completed?
8 / HM/SC Chair / ONSITE INTERVIEWS /
  1. Reviews interview notes with Staff Recruiter. Determines candidates for onsite interviews and who will participate from college/department in this phase, if any.
  2. Uses email template in career zone to send confirmation of onsite interview*
/ _____
9 / HM/College/
Division /
  1. DETERMINE HIRE
/ Confers with others involved in selection process to receive input to determine hire / ______
10 / HM/College/
Division /
  1. PRIOR TO VERBAL OFFER
/
  1. Works with college/division budget person, HRSM and Staff Recruiter with regards to salary determination. HRSM must approve final salary before offer can be made to the candidate.
  2. If applicable, works with HR Compliance Manager if any questions regarding immigration status
/ ______
11 / HM/College/
Division /
  1. Dependent on college/division internal business practices
/ Generates the pre-offer form for approval. NOTE: not required by all areas * / _____
12 / HM/College/
Division /
  1. VERBAL OFFER
/ Makes verbal offer to candidate contingent on criminal background check/Sends background check email from career zone(external new hires only) * / ______
13 / HM/College/
Department /
  1. GENERATES NEW HIRE OR INTERNAL TRANSFER/
PROMOTION OFFER LETTER /
  1. Sends written offer letter to candidate (link to templates: Note-offer letter is required for both internal and external hires
  2. Sends copy of offer letter to staff recruiter for employment file
  3. Sends background check email from career zone(external new hires only) *email from Career Zone
/ ______
14 / HM/College/
Division /
  1. CANDIDATE REQUEST FOR ACCOMODATIONS
/ A candidate may submit a request for accommodations as a condition of employment. The email is sent by the candidate to , and the request is forwarded to staff recruiter/Hiring Manager and HR Compliance Manager for review and determination. HR Compliance manager will contact candidate with result of accommodation request / ______
14 / HM/College/
Division /
  1. CANDIDATE DECLINES OFFER
/ If the candidate declines the offer, contact recruiter to discuss alternate candidate for hire. (go to step# 10) / ______
ITEM# / SELECTION & HIRE PROCESS (WHO) / PROCESS (WHAT) / STEPS(How to do it) / Completed?
15 / HR STAFF ASSISTANT / COMPLETED BACKGROUND CHECK FORM RECEIVED FROM CANDIDATE /
  1. Runs background check/MVR(if applicable)
  2. If clear-sends clearance email to HM/HRSM/HRA
  3. If not clear, outreaches to HM, adverse action process is started. HM must hold position 60 days (per federal law) to allow candidate response to report
/ ______
.
17 / HM / Unsuccessful Applicants /
  1. Staff Recruiter provides guidance in contacting unsuccessful candidates
  2. Dispositions those candidates once contacted in CZ **
/ ______
18 / HM / Interview notes / Gather all interview notes from search/interview team and send to Office of Staff Recruitment, Room 1132 Eastman / ______
19 / HM/Admin Support / Generates on line New Hire EAF / In CZ, generates new hire EAF. Inserts department specific approvers based on business case in college/division / _____
20 / HR Recruitment Assistant / Assembles new hire packet(both internal and external hires) / Reviews EAF for additional terms and conditions; reviews offer letter against EAF to ensure dates are the same; takes to HR Assistant for entry into Oracle / ______
ITEM# / POST-HIRE PROCESS (WHO) / PROCESS (WHAT) / STEPS(How to do it) / Completed?
21 / HM / Dispositions all remaining candidates in Career Zone if not done already** / ______
22 / HM / Forwards all interview notes to staff recruiter for records retention (1st Floor Eastman-Room 1132) / ______
23 / HM / Goes to HR Onboarding site for information on what is needed for new hire:

Terminology:

CZ Career Zone

HM Hiring Manager

SC Chair Search Committee Chair

Background Check Process Email: /Fax: 585-475-7170
HR Recruitment Asst. Lizanne 5-6261
Staff Recruiter-Recruiter Areas:
Kathy Carcaci: 5-6964
/ Christiana Ortiz: 5-5329
/ Kelly Ditzel

Student Affairs / CAST / CIO/ITS
Development / CIAS / Controller’s Office
President’s Office / GCCIS / FMS
GIS/CIMS / KGCOE / Student Auxiliary Services
Provost / NTID / EMCS
VP Research / CLA / HR
Government & Community Relations / COS
SCB
IHST
Public Safety
Academic Advisors
Risk Management
Legal Affairs
Institute Audit
Compliance
Link to the full process can be found on the HR Website at:=
*Link to Career Zone Applicant Review Quick Start Guide:
**Link to Career Zone Guide for Updating Applicant Disposition:

August 2016

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