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Initiating a Staff Recruitment

CLASSIFICATION PROCESS

All staff positions (new and replacement positions) must be reviewed for proper classification.  Hiring Manager completes and submits the SPAR form to Josephine Vang.  It is highly recommended to contact SNS Personnel before beginning the staff classification/recruitment process.

For New Positions:

  1. Non-Represented positions and Blank Assistant positions
  1. Hiring Manager utilizes Job Builder to determine the appropriate job knowledge, skills and abilities for the position (Job Builder will create a job description template based on your entries)
  2. Share the completed JD via Job Builder with Josephine Vang (jvang43@ucmerced.edu) to start the classification process
  1. Represented positions
  1. Hiring Manager utilizes the represented job description template to create a job description for the position (access the Job Specifications website to determine the appropriate job classification based on job concepts)
  2. Email the completed JD to Josephine Vang to start the classification process

For Replacement Positions:

  1. Hiring Manager reviews and makes necessary edits to the existing JD for the position being replaced (contact Josephine Vang if a copy of the existing JD is needed)
  2. Provide the updated JD to Josephine Vang to start the classification process

 

RECRUITMENT PROCESS

The classification process may take several weeks to process.  Once classification process is completed, SNS Personnel will submit the classified JD to start the recruitment process.

During the recruitment process, HR Recruiter will contact Hiring Manager to discuss job posting details before posting the position.

Steps for Screening, Interviewing, Reference Checks and Offer:

  • HR Recruiter will provide Hiring Manager with the application materials of qualified candidates.
  • Hiring Manager and committee will review applications and invite at least 3-5 qualified candidate to be interviewed.
  • Top candidate(s) must have reference checks done before an offer can be made.  Provide interview notes to Josephine Vang to initiate the reference checks for the top candidate(s).
  • Once reference checks are completed, Hiring Manager contacts top candidate to give verbal offer.  If accepted, an acceptable start date should be discussed (provide at least 2 weeks to allow enough time to process formal offer letter and to complete new hire paperwork).  The new staff employee will also need to complete a Live Scan at the campus police department.
  • Hiring Manager should contact all other candidates to notify them of the status of their candidacy.
  • Josephine Vang will prepare the formal offer letter.  Once the offer letter is ready, the Hiring Manager may contact the candidate to make the official offer.
  • The signed offer letter needs to be returned to Josephine Vang.

 

LIVE SCAN AND NEW HIRE INTAKE PROCESS

SNS Personnel will contact new staff employee to coordinate the live scan appointment with the Campus Police Department.

SNS Personnel will contact request Payroll Services to provide new hire intake instructions to the new staff employee.

Once the new hire 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 staff employee track their daily work hours as they will not be able to access TRS to enter their work time until receiving the Welcome email.