4.02 Hiring Process

Effective Date: September 1, 2013 (revised)

Purpose:

One of the most important responsibilities a manager/supervisor has is to hire and supervise staff. The hiring process at Trinity reflects our collective goal to recruit and retain a skilled workforce which will support our educational mission. Our common goal of diversifying our work force and complying with federal, state and local laws pertaining to equal opportunity employment should be reflected in every search undertaken. Recruiting is a joint responsibility of the hiring department and Human Resources. The following recruiting guidelines are to be followed when a new position exists or a position becomes vacant.

Procedure:

Getting Started — Process and Paperwork

1.

Hiring Department (HD) notifies Human Resources (HR) of request for new position or need to recruit for existing position

2.

HR sends the PeopleAdmin link, https://trincoll.peopleadmin.com/hr and current job description to HD for review

3.

HD creates a requisition/posting on PeopleAdmin and discusses FTE, title, job responsibilities, level, salary, exempt vs. non-exempt, etc. with HR

4.

HD submits on-line requisition/posting to the department or division head for approval

5.

Once approved by department or division head, HR submits the requisition/posting to the Budget Office (BO) for approval

6.

Once approved by BO, HR posts the position (internal only and/or posts on the Trinity Employment Web Page)

Posting, Advertising, and Recruiting Expense Allocations

1.

HD and HR discuss diversity initiatives and cost effective recruiting strategies

2.

HR Specialist is responsible for posting position on Trinity Today and media advertisements

3.

HD is responsible for group mailings, list serve placements, trade journals, outreach to other institutions

4.

Advertising costs are paid by HR

5.

Miscellaneous expenses such as travel, housing, meals, etc. are paid by HD

Handling of Resumes, Applications, Inquiries, Responses, Interviews

1.

All candidates are informed that they must apply on-line

2.

HR helps HD set up search committee members in PeopleAdmin for access to all applications

3.

Search committee members screen applicants on-line to determine who they would like to interview

4.

HR provides search committee with legal guidelines and recommendations regarding best interviewing practices

Offers of Employment

1.

When a finalist for a position is identified, reference checks may be conducted on-line or the hiring manager may call the references directly

2.

HR will send a link to the candidate for a background check

3.

Hiring manager must get approval of salary from HR prior to making an offer of employment which is contingent upon a successful background check

4.

HR and hiring manager decide who will make the offer of employment

5.

HR will advise if position is eligible for relocation expense reimbursement which the HD pays

Procedures after an Offer Has Been Made and Accepted

1.

HR writes letter of appointment and sends copies to payroll and the department head/supervisor

2.

HD updates the status of each applicant on PeopleAdmin

3.

HD notifies any internal candidates that the position has been filled

4.

HR Specialist sends notifications that the position has been filled and closes the position on PeopleAdmin

New Employee Orientation and Logistical Details

1.

HD ensures new employee access control, computer arrangements, e-mail account, office supplies, etc.

2.

HR instructs new employees to complete necessary paperwork on the new employee site http://newemployee.trincoll.edu and to schedule time with an Associate Director of HR for an orientation

See the following policies for additional information:

3.04 Diversity in Recruitment and Selection of Administrative Staff 33

4.03 Background Checks 54

4.07 Relocation/Moving Expenses 69