Quick guide For filling vacant support staff positions
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.
