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Process for Hiring Staff

To hire or backfill a staff position, the position's job description (JD) must be classified by HR Compensation.  Once classified, the JD is submitted for recruitment.  Contact Josephine Vang to begin the staff classification and recruitment processes.

 

CLASSIFICATION PROCESS

All staff positions (new and backfill positions) must be reviewed by HR Compensation for proper classification.  Staff hire requests must be approved by the Position Delegate and the Budget Office.

  1. Hiring Supervisor prepares SNS SPAR Form form and, if necessary, organizational chart
  2. Hiring Supervisor utilizes JDXpert to complete the position's JD.
    1. For new positions, Hiring Supervisor creates a new job description for the position
    2. For backfill positions, Hiring Supervisor reviews the existing JD and make necessary edits (contact Josephine Vang if you need help accessing the existing JD)
  3. When the JD is ready, provide the JD to Josephine Vang to submit it for classification (Hiring Supervisor will be emailed a link to review and approve the request; classification process may take several weeks)
  4. Once the JD has been properly classfied, SNS Personnel will proceed with the Recruitment Process

 

RECRUITMENT PROCESS

During the recruitment process, the HR Recruiter may contact the Hiring Supervisor to discuss job posting details before posting the position.  Positions must be posted for a minimum of two weeks before contacting candidates for interviews.  The HR Recruiter will assist the Hiring Supervisor with the recruitment process.

Steps for Screening, Interviewing, Reference Checks and Offer:

  • Hiring Supervisor forms the interview committee (committee will need Implicit Bias Training)
  • Hiring Supervisor and/or interview committee prepares interview questions and schedule; interview questions must be reviewed and approved by HR Recruiter
  • HR Recruiter will provide Hiring Supervisor and committee with the application materials of qualified candidates.
  • Hiring Supervisor and committee will review applications and invite at least 3-5 qualified candidate to be interviewed (HR Recruiter can assist with coordinating interviews)
  • HR Recruiter provides committee's interview notes to HR Recruiter, who will set up reference checks for the top candidate(s)
  • Hiring Supervisor reviews reference checks; if satisfactory, Hiring Supervisor contacts final candidate to make verbal offer
  • If accepted, HR Recruiter sets up background check for final candidate
  • If background check clears, Hiring Supervisor makes soft offer and discusses hire date with candidate (allow at least 1-2 weeks to allow time to process offer letter and new hire intake)
  • Hiring Supervisor contacts all other interviewed candidates to notify them of the status of their candidacy
  • HR Recruiter prepares the formal offer letter; once the offer letter is ready, the Hiring Supervisor contacts the candidate to make the official offer
  • The signed offer letter is returned to Josephine Vang

 

NEW HIRE ONBOARDING PROCESS

  • New hire will receive instructions to schedule their intake appointment with the payroll office, which must be completed no later than their hire date
    • Once the intake paperwork is processed in UCPath, a “Welcome Email” will be sent to the new staff employee.  This may not happen until a few days after the start date.  Until then, it is important that the new hire tracks their daily work hours as they will not be able to access TRS to enter their work time until receiving the Welcome Email.
  • Josephine provides new hire's JD, New Hire Checklist and Training Plan to Hiring Supervisor
    • Hiring Supervisor reviews and proceeds with the onboarding steps listed in the New Hire Checklist, as well as any other position-specific onboarding steps
    • Hiring Supervisor reviews and signs the JD with new hire during the first week of work, and returns it to Josephine

 

Resources

 

School Contact

Josephine Vang, Senior Personnel Analyst
jvang43@ucmerced.edu | (209) 228-4146
Science and Engineering 1 Building, Room 370