Staff Search and Recruitment Instructions

Class 1 Positions

Be prepared to load the following items into ROCS when initiating your search and adhere to the following procedure:

  • Staff Search Request Letter from the Department Chair or Director
  • CARF
  • Current Organization Chart

SEBS-HR may serve as either applicant reviewer and/or selection committee member, sometimes both, on selected postings. We may also designate a committee member to serve on interview panels.

  • Positions must be posted for a minimum of two (2) weeks for URA-AFT positions. All other positions now only require a minimum posting period of five business days;
    however, UHR has a maximum posting period of 30 days.
  • MPSC positions in which supervision of a Class 1 employee is required will be indicated in ROCS under Minimum Education Requirement as "Bachelor's Degree Required". Supervisors are expected to complete supervisory training within 90 days of the start of their new appointment.
  • Viable candidates must be routed through ROCS for HR/EEO Review/Approval by the Applicant Reviewer BEFORE an interview can take place.
  • Final Dispositions must be completed for all applicants by the Applicant Reviewer for the case.
  • Hiring department prepares and submits a hard copy of the Recommendation to Hire Packet to SEBS – HR for review and approval.
    DO NOT move anyone to finalist until the Recommendation to Hire Packet has been approved by SEBS – HR.

    NEW HIRES EXTERNAL TO THE UNIVERSITY MAY NOT BE GIVEN A SALARY OFFER THAT EXCEEDS THE MID POINT OF THE POSTED GRADE. PLEASE DO NOT MAKE OFFERS TO FINALISTS WITHOUT CONSULTING SEBS-HR AS OUR OFFICE BENCHMARKS SALARIES ACROSS SEBS FOR PAY EQUITY.
    The Recommendation to Hire packet consists of the following – please send as one PDF in the order listed below:
    • Cover letter addressed to the Office of Human Resources:
      (Click Here to View Sample Recommendation to Hire Letter [24k Word file])
      • Posting Number
      • Names of Search Committee Members
      • Total Number of Applicants
      • Number Interviewed
      • Number of Withdrawn Applicants
      • What makes recommended candidate top choice
      • Recommended annual salary
      • Anticipated start date
      • Account # Percentages
      • Include the name and justification for a second choice (if for some reason the first choice candidate declines); indicate whether the department prefers to revisit the candidate pool, or indicate whether the department desires to repost
    • ERF (Exception Request Form)
    • Departmental EEO Report in ROCS
    • Posting Announcement
    • Resumes for each candidate interviewed and anyone else mentioned by name in cover letter
    • EEO approval emails from UHR should be placed behind the resume for each candidate interviewed and anyone else mentioned by name in the cover letter
    • Staff Search Request Letter
    • CARF
    • Org Chart

  • SEBS-HR will review the recommendation and respond by email with an approval, this email will also provide further instructions to the department.
  • Departments may then make a verbal offer to the candidate and prepare a draft offer letter with a realistic start date using the templates located on the UHR Sakai site.
  • Once candidate has accepted the offer, Applicant Reviewer must move recommended candidate to workflow status of "Finalist". NOTE: Please do NOT move anyone into Finalist state until all other applicants have been Disposed accordingly.
  • By selecting the applicant as "Finalist" this automatically generates an email to UHR signaling them to begin the background investigation.
  • The outside agency, GIS, will send a link to the recommended candidate with instructions on how to proceed. The background investigation can take up to ten (10) business days from the time the link is accepted by the applicant and form is submitted to GIS.
  • Our UHR Consultant will return a background clearance notification to the department by email once investigation is successfully completed. Print this background clearance notification email as you will be required to upload it into HCM Job Data Attachments along with the candidate's signed offer letter.

Postings should be marked as "Filled", and then "Closed"

Department is to enter New Template Based Hire in HCM for external candidate. UHR handles the transfer process for all internal candidates. Internal candidates do NOT receive offer letters.

NOTE that the University no longer requires completion of hiring proposals in ROCS. (Please note that current Class 3 and Class 4 candidates are considered as external applicants when applying for Class 1 positions.)