Steps to a Successful Search with Career Zone

STAFF RECRUITMENT SELECTION & HIRE PROCESS CHECKLIST

Steps to a Successful Search with Career Zone PC#______BR#______POSITION TITLE: ______

ITEM# PRE-HIRE PROCESS (WHAT) STEPS(How to do it) Completed? PROCESS (Who) 1 POSTING A POSITION

HM A. Create requisition in Career Zone (log ______i. Replacement in at: http://careers.rit.edu/managers; Position- use Firefox or Chrome for system-(for NO TITLE first time system user OR you do not have CHANGE responsibility to set up a new requisition, contact Lizanne at 5-6261 for assistance) HM Prior to entering into career zone – ii. Replacement Work with your HRSM regarding title Position- change-for detailed instruction go to: ______TITLE CHANGE https://www.rit.edu/fa/humanresources/ policies/procedures/positioncontrol.html. HM B. INCREMENTAL For complete process go to: POSITION https://www.rit.edu/fa/humanresourc ______es/new_incremental_position HM C. REPLACEMENT/ For Steps B & C-Create requisition into INCREMENTAL Career Zone for on-line approvals ______HM D. ASSEMBLES diverse Email [email protected] to add names search/interview of committee members to requisition if ______committee (if applicable not on the original req setup. within college/division)

2. HR APPROVES requisition Positions are posted to the following RECRUITMENT and posts to RIT Talent sites: ASSISTANT Gateways https://www.rit.edu/fa/humanresourc es/sites/rit.edu.fa.humanresources/file ______s/forms/STAFF%20EXTERNAL %20ADVERTISING%20SITES %20Jan2015%20.pdf. (Note-it is recommended that positions posted for internals only are posted at least 5 calendar days; external/internal posted at least for 10-14 calendar days-based on the date of initial posting) o Additional advertising: HM determines if any additional advertising is needed on career specific sites-if YES-send posting description to [email protected] to review for RIT compliant language before posting. Hiring Department responsible for additional advertising costs 3. HM/SC CHAIR Interview Plan Contact your STAFF RECRUITER to facilitate a plan for candidate interviews. ______

August 2016

1 ITEM# SELECTION & PROCESS (WHAT) STEPS(How to do it) Completed? HIRE PROCESS (WHO) 4 HM/SC CHAIR A. CAREER ZONE i. Email [email protected] to TRAINING request applicant review ______training in CZ for HM and/or search committee members ii. Advises committee members all notes regarding interviews must be turned in at end of search and sent to HR to comply with Records Retention Policy C.22 HM/SC CHAIR B. CANDIDATE REVIEW i. Review all candidates in CZ PROCESS-Partner with ii. Sort candidate type – ______your recruiter during Internal/External. Bring this process internal candidates to top of list iii. Contact the internal candidate via phone or email with the result of the review of their application * (contact recruiter if unsure of how to handle) HM/SC CHAIR C. DISPOSITION OF During initial review of candidate pool, CANDIDATES disposition candidates who do not meet ______(UPDATE STATUS) the minimum qualifications of the position */ **

5 HM/SC CHAIR A. INTERVIEW PROCESS i. Review all candidates who meet the minimum qualifications of the position and determine ______candidates for phone interview ii. Contact recruiter to discuss candidates selected iii. Internal candidates-during the selection process (pre-finalist or finalist)-REVIEW last 3 performance appraisals with recruiter B. REMOVE POSITION Sends email to [email protected] to ______FROM CAREER ZONE remove external posting from CZ 6 HM/SC Chair OR PHONE INTERVIEWS Dependent on interview plan, contact ______Staff Recruiter candidates for phone interviews 7 HM/SC Chair UPDATES CANIDATE i. Updates candidate status to “phone ______STATUS’ interview” once interviews have been scheduled ** ii. Dispositions all other candidates not being considered **

ITEM# SELECTION & PROCESS (WHAT) STEPS(How to do it) Completed? August 2016

2 HIRE PROCESS (WHO) 8 HM/SC Chair ONSITE INTERVIEWS i. Reviews interview notes with _____ Staff Recruiter. Determines candidates for onsite interviews and who will participate from college/department in this phase, if any. ii. Uses email template in career zone to send confirmation of onsite interview*

9 HM/College/ A. DETERMINE HIRE i. Confers with others involved in ______Division selection process to receive input to determine hire ii. Conducts reference checks provided by the candidate 10 HM/College/ B. PRIOR TO VERBAL i. Works with college/division Division OFFER budget person, HRSM and Staff ______Recruiter with regards to salary determination. HRSM must approve final salary before offer can be made to the candidate. ii. If applicable, works with HR Compliance Manager if any questions regarding immigration status 11 HM/College/ C. Dependent on Generates the pre-offer form for Division college/division approval. NOTE: not required by all _____ internal business areas * practices 12 D. VERBAL OFFER Makes verbal offer to candidate HM/College/ contingent on criminal background ______Division check/Sends background check email from career zone(external new hires only) * 13 HM/College/ E. GENERATES NEW i. Sends written offer letter to Department HIRE OR INTERNAL candidate (link to templates: TRANSFER/ https://www.rit.edu/fa/humanres ______PROMOTION ources/content/processing-staff- hires-and-offers) Note-offer letter OFFER LETTER is required for both internal and external hires ii. Sends copy of offer letter to staff recruiter for employment file iii. Sends background check email from career zone(external new hires only) *email from Career Zone 14 HM/College/ F. CANDIDATE A candidate may submit a request for Division REQUEST FOR accommodations as a condition of August 2016

3 ACCOMODATIONS employment. The email is sent by the ______candidate to [email protected], and the request is forwarded to staff recruiter/Hiring Manager and HR Compliance Manager for review and determination. HR Compliance manager will contact candidate with result of accommodation request 14 HM/College/ G. CANDIDATE If the candidate declines the offer, contact Division DECLINES OFFER recruiter to discuss alternate candidate for ______hire. (go to step# 10) ITEM# SELECTION & PROCESS (WHAT) STEPS(How to do it) Completed? HIRE PROCESS (WHO)

15 HR STAFF COMPLETED i. Runs background check/MVR(if ASSISTANT BACKGROUND CHECK applicable) ______FORM RECEIVED FROM ii. If clear-sends clearance email to CANDIDATE HM/HRSM/HRA iii. If not clear, outreaches to HM, adverse action process is started. HM must hold position 60 days (per federal law) to allow candidate response to report . 17 HM Unsuccessful Applicants i. Staff Recruiter provides ______guidance in contacting unsuccessful candidates ii. Dispositions those candidates once contacted in CZ ** 18 HM Interview notes Gather all interview notes from ______search/interview team and send to Office of Staff Recruitment, Room 1132 Eastman

19 HM/Admin Generates on line New In CZ, generates new hire EAF. Inserts Support Hire EAF department specific approvers based _____ on business case in college/division 20 HR Recruitment Assembles new hire Reviews EAF for additional terms and Assistant packet(both internal and conditions; reviews offer letter against ______external hires) EAF to ensure dates are the same; takes to HR Assistant for entry into Oracle

ITEM# POST-HIRE PROCESS (WHAT) STEPS(How to do it) Completed? August 2016

4 PROCESS (WHO) 21 HM Dispositions all remaining ______candidates in Career Zone if not done already ** 22 HM Forwards all interview notes to staff ______recruiter for records retention (1st Floor Eastman-Room 1132) 23 HM Goes to HR Onboarding site for information on what is needed for new hire: https://www.rit.edu/fa/humanreso urces/content/onboarding

Terminology:

CZ Career Zone HM Hiring Manager SC Chair Search Committee Chair Background Check Process Email: [email protected] /Fax: 585-475-7170 HR Recruitment Asst. Lizanne [email protected] 5-6261

Staff Recruiter-Recruiter Areas: Kathy Carcaci: 5-6964 Christiana Ortiz: 5-5329 Kelly Ditzel: 5-4345 [email protected] [email protected] [email protected]

Student Affairs CAST CIO/ITS Development CIAS Controller’s Office President’s Office GCCIS FMS GIS/CIMS KGCOE Student Auxiliary Services Provost NTID EMCS VP Research CLA HR Government & Community Relations COS Post Docs-all levels for all colleges SCB IHST Public Safety Academic Advisors Risk Management Legal Affairs Institute Audit Compliance

 Link to the full process can be found on the HR Website at: https://www.rit.edu/fa/humanresources/content/recruitment-and-staffing-resources-managers#overlay- context=  *Link to Career Zone Applicant Review Quick Start Guide: https://www.rit.edu/fa/humanresources/system/files/Applicant_Management.pdf  **Link to Career Zone Guide for Updating Applicant Disposition: https://www.rit.edu/fa/humanresources/system/files/RIT%20CZ%20User%20Guide--Disposition August 2016

5 %20Guide.pdf

August 2016