Job Posting Procedures

The first thing to do is to determine:

• Is the position replacing someone or is it a brand new position? If it a new benefited position, the job must first be classified (assigned a Job Code). This process is initiated by contacting your HR Representative. Link to "Creating a New Position." http://www.hr.utah.edu/forms/lib/newclass.pdf

• Is the position under .50 FTE (20 hours per week)? You do not have to post the job but can request HR to post the position on the HR website.

• Is the position Temporary (duration 9 months or less, any FTE up to 1.0)? You do not have to post the job, but can request HR to post the position on the HR website.

• Will you be hiring from within the department? Is the job benefited and .50 FTE or greater? If so, work with your Human Resources Representative to create an Internal to Department 3-day posting. Only full-time benefited employees in the department are eligible for consideration.

• Will you be hiring within the University? You do have to post this job, but it will only display to current employees through their Campus Information Systems login. Internal to University jobs must be posted a minimum of seven calendar days.

• Will you be recruiting generally, including to those not currently employed by the University? You must post this job for a minimum of 7 days.

When you are ready to post the job locate a job description on the HR website. These descriptions are templates which can be modified. Review the appropriate job description and add additional information that applies to the position that you are filling. (You can add preferences but cannot modify the Minimum Qualifications which are listed.

Send your job posting to your HR Representative with an Online Position Requisition Form. You will also want to identify the criteria for hiring and documenting for legal purposes. See Hiring Criteria for examples.

HR will send an email to the individual listed as the department contact on the Position Requisition Form to confirm the job has been posted. It will be displayed a minimum of 7 days (unless an internal posting). If no closing date is indicated Human Resources will only display it for 30 days.

Once you have received notification that the job has been posted, check and confirm it is correct.

Interviewing/Hiring Process

Human Resource will send you the applications and resumes for the applicants who meet the minimum qualifications of the job for which you've posted. The applications will come via e-mail to the hiring manager or his/her designee.
As you review resumes you may consider creating tiers for the applications that you review.

Example:

Once the job is closed (you will want to call Human Resources and confirm that the job is closed) Human Resources will send you a job tracking applicant flow record to track all interviews.

Be aware that applicants that have been Reduced in Force (RIF) or laid-off must be interviewed if they meet your minimum requirements and this job is at the RIF'd employee's grade level or lower. Policy 5-110: Reduction in Force and Severance Pay

Also, if you receive the resume of a veteran who meets your minimum requirements and you determine the resume to be in your top tier then you must interview the veteran. You must also have your supervisor or HR Service Team Representative approve the tier placement. Veteran Addendum.

When you are ready to make a job offer, contact HR to request a salary calculation for employees is Regular (not Temporary) positions with an FTE of .50 or more. Contact your HR Service Team representative via email with the person's name and job number (this number is assigned by Human Resources). You will prepare an offer letter (Offer letter example) for the new employee. Generally, the hiring supervisor will have the employee come in to meet and at that point give the employee the offer letter.   The new employee (required for hospital employees, otherwise check with your supervisor) must complete a drug screen within 48 hours of the offer. You can schedule drug screening here.

Send notification letters of your decision to those who were not selected. See non-selection letter