The following quick guide has been designed to facilitate the recruitment process for a support staff employee. You may wish to print this guide out and refer to it throughout the process.

Step one:

• Identify that a new or vacant position is available.

Step two:

• Create or update the position description.
• A blank position description form may be downloaded from the Human Resources web site.
• You may wish to consult with the classification and compensation team within Human Resources if you have any questions.

Step three:

• Submit the position for vacancy pool approval.
• The vacancy pool form is located on the Human Resources web site and contains instructions on how to submit a position to the vacancy pool.

Step four:

• Create the recruitment request on the hiring official side of OASys.
• Refer to the OASys tutorial located on the Human Resources web site to learn how to gain access to OASys and create recruitment requests.
• All support staff recruitment requests must be created using the "From Template" option within OASys.
• You may wish to consult with the employment team within Human Resources if you have any questions.

Step five:

• Submit the recruitment request for vice president approval within OASys.
• Once approved by the vice president, the recruitment request will be submitted to Human Resources for final approval and posting online at the job site.

Step six:

• As soon as the recruitment request is posted online, applicants may begin to submit applications online at www.unfjobs.org.
• Applicants may only submit applications online via OASys.
• No applications, resumes or other materials are permitted to be accepted by the department unless submitted via OASys.

Step seven:

• Once the application review date listed on the recruitment request has passed, you may request for the employment team within Human Resources to place the recruitment request "On Hold."
• Placing the recruitment request on hold prevents additional applications from being submitted while you review the applications already available.

Step eight:

• Once you are ready to begin scheduling interviews, contact the employment team within Human Resources and request applicant pool approval.
• The employment team will determine if there are any applicants that are mandatory interviews due to veteran's preference or internal applicant status.
• You may only begin interviews after securing applicant pool approval from Human Resources.

Step nine:

• Conduct the interviews.
• Helpful information on how to conduct interviews may be found on the General Guidelines for Lawful interviewing page.

Step ten:

• Complete reference checks on the final candidate(s).
• The telephone employment verification form is located on the Human Resources web site

Step eleven:

• Contact the employment team within Human Resources to make the final job offer.
• All support staff job offers must be made by Human Resources.
• Human Resources will contact the applicant and then communicate the applicant's decision and hire date back to the department.
• Human Resources will schedule the new employee for orientation and complete a new hire access form so that the new employee has an N-number, email address and network access for their first day.

Step twelve:

• Complete a personnel action form on the new employee and submit it for approvals.

Step thirteen:

• Complete a nepotism form, osprey card application and key request form and submit it directly to the employment team within Human Resources prior to the new employee's first day.

Step fourteen:

• Send letters to all applicants not hired informing them that the position has been filled.
• The applicant address list report within OASys contains all the applicants' addresses.
• Examples of letters can be found on the sample letters page.

Step fifteen:

• Change all applicants' statuses within OASys.
• All applicants, except for the new employee, should be set to "Not Hired" with an appropriate reason.
• The new employee's status should be changed to "Hired."

Step sixteen:

• Notify the employment team within Human Resources that the recruitment request is ready to be filled.
• All applicants must have had their status changed before Human Resources can fill a recruitment request.

Step seventeen:

• The new employee will attend new employee orientation on their first day.
• Orientation is held in Human Resources from 8:00AM to 12:00PM.
• The new employee will need to bring a photo I.D., such as a driver's license, as well as a social security card, or birth certificate or passport.
• A voided check is also required to sign up for direct deposit.
• Once the employee completes orientation, he or she will report to your department to begin work.