A step-by-step guide to selection and closure of a staff recruitment.
Search Committee Selection and Training
The Hiring Chair/Manager is responsible for selecting a search committee.
* All members should be present at all meetings and interviews
Screening Criteria and Preparing for the Interview
All committee members should be given access to the hiring pool and should review the applicant pool.
Develop screening criteria based on the position requirements. Clearly define required minimum and preferred qualifications.
Applicants should be dispositioned as they are screened. Anyone who meets the minimum qualifications should be categorized appropriately. Details on how to disposition can be found here.
Compile interview questions. Each specialized skill and ability listed on the job announcement is typically measured.
Determine what tool(s) will be used to measure the applicant's qualifications during the interview process (eg rating sheet, etc). Every criteria listed on the on the rating sheet should directly link to one or more interview questions.
• If a critical/specialized skill and ability assessment tool is desired, request access to the Pre-valuate Online System from the SNS Staff Personnel Specialist.
The committee will screen applicants to be invited for an interview.
To ensure an equitable and fair process, consistent formats of interviews (eg in-person, phone, or Skype) for each of the applicants and ensure the interview appointments are allotted the same amount of time.
Conducting the interview
Choose an appropriate and comfortable interview environment with limited interruption.
Welcome the candidate and provide them with an overview of the interview process.
Use follow-up questions to elicit additional information about past performance or behavior indicated on the resume/application.
Before you extend an offer, the Hiring Manager should conduct reference checks. A minimum of three (3) professional references must be verified. The Hiring Manager may consult with HR regarding possible internal resources such as review of performance evaluations.
Email the SNS Staff Personnel Specialist to initiate a pre-hire 360 check. This system emails the applicant for their references and automatically sends the references a questionnaire via email. The system generates questions based on the type of work being performance and provides a summary report of the responses. A sample report can be found here. The advantages of using the pre-hire 360 check include faster response time, easier for recommenders, easy to read results, and less time intensive for the Hiring Manager.
You may alternatively use the Reference Check Form to record responses. Write down your questions before you call, highlight the information you want verified or expanded upon. If you are checking references of more than one applicant, make sure you ask the same questions to each of the applicant's references.
References may include current or previous supervisors, co-workers, or others that are familiar with candidate's work history. If the work history is minimal, personal references or references from school/volunteer association may be used. It is highly recommended to contact their current supervisor.
Offer of Employment
Following interviews and successful reference checks, the Hiring Manager should work with the SNS Staff Personnel Specialist to draft the offer letter of employment.
NOTE: If you are hiring a UC retiree, a near relative of a current employee in the department, a current employee with an increase of over 25%, or a foreign national, other policies may apply and you must have exceptional approval. Please consult with the SNS Staff Personnel Specialist immediately.
SNS Staff Personnel Specialist will submit finalized approved offer letter to the hiring manager.
The hiring manager should call the candidate and offer the job verbally. Then follow-up with an email with the offer letter.
Once the candidate accepts the position, he/she should sign the offer letter and submit back to the hiring manager.
|Step 6: Notification of non-selected candidates||
Upon confirmation of acceptance to the offer made to the selected candidate, notify the non-selected candidates who were interviewed by the committee on the status of their candidacy by telephone or email and follow up by sending an the following communication:
If the candidate was not selected for an interview, UC Merced HR Talent Acquisition will notify the non-selected applicants by email or letter
|Step 7: Documentation Maintenance||
Signed offer letter and supporting documentation should be submitted to the SNS Staff Personnel Specialist. The following documents are required:
** Any personal notes taken by the committee/committee member should not be maintained
Notice: University policies, procedures and applicable collective bargaining agreements shall supersede information/documents listed on this website.