Process for Filling Staff Positions

Process for Filling HSC Staff Positions

1. Authorizing a New/Vacant Position a. Work with HR Representatives to discuss new/vacant position b. Complete the ePAF via https://tech.utoledo.edu/arsys/forms/rem00/PAF %3AForms_BudgetedReplacement/Budgeted+Replacement/?mode=Submit&cacheid=1afac5d3 with attached required documentation:  Position Justification  Position Description  Org Chart c. The ePAF will route through the Budget Office, Dean/VP, and to HR. Once it arrives in HR, it will be placed on hold until the Position Justification Committee reviews the position.  The PJC meets every Tuesday morning at 8am.  HR must have the approved documentation no later than Monday at noon to ensure the position is on the PJC agenda for that week. d. Upon PJC outcome, HR will contact the department for the results.

2. Posting Process a. Internal . Upon approval, the designated HR Representatives prepares the posting and forwards to the department via email for approval. . Once approval has been obtained, the position is posted internally (the posting cycle is four business days). . At the end of the posting cycle, HR processes the bids and forwards qualified bidders to the department. For Bargaining Unit (BU) Eligible positions, the manager must select from top three (3) senior qualified bidders. If <3 qualified bidders (or if position is BU exempt) manager may initiate external recruitment by contacting HR. Any external candidate selected for hire into a BU position must be better qualified based on the posted position qualifications. . For non-BU positions, the manager may select qualified candidates based on appropriate education and experience as outlined in the posting. b. External . The HR Representatives will, at the manager’s request, post externally via the website, line ad, and/or column ad. For column ads, a draft is prepared and forwarded to the department for approval to place in publications as appropriate.

Note: HSC accepts applications both solicited and unsolicited via email, fax, paper application/resume and website on an on-going basis. Qualified applicants are forwarded to hiring departments when vacancies are external.

3. Selection and Interview Process a. The managers conduct all interviews, internal and external, notifying HR of candidate selection. Departments are responsible for obtaining all reference checks. b. Departments advise HR of any internal candidates that are transferring to their department.

4. Hiring the Candidate/Offer Letter & New Hire Paperwork a. HR places all external offers. b. Upon verbal acceptance, external candidates are instructed to contact University Health Services – HSC to arrange pre-employment drug testing and health screenings. Candidates are also instructed to report to the HR department to complete all employment paperwork and advised of any required documents necessary to verify education, experience, licensures, certifications, etc. relevant to the position in which they are being hired. Candidates are also asked to bring identification. c. Upon obtaining the candidate’s signed Authorization for Consent to Release Information; HR Reps initiate all required background checks. d. HR Reps prepare offer letters for all salaried positions. e. Once all pre-employment requirements are satisfactorily met, the candidate is contacted and a start date is determined. At this time a date for Safety Training/New Hire Orientation is established. f. HR Reps advises the department of the start date and processes all relevant new hire paperwork.

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