Once the Administrative & Professional (A&P) or University Support Personnel System (USPS) position description (PD) has been established/updated, the hiring department must enter a job opening in OMNI to advertise the position. Refer to the Staff Job Posting Checklist and the PD when creating the opening.
When formulating the Qualifications of the job posting, the hiring manager should refer to the Responsibilities that are outlined in the PD to determine what baseline education, experience/skills, physical abilities (if applicable), and licensure/certification (if applicable) the successful candidate needs to possess on the first day of the job. (This will typically require more detail beyond the PD Competencies.) The recruiter will create screening questions based on the Qualifications that will be asked of the applicant in the application. These will be used in determining if applicants meet minimum qualifications.
Once the job opening is approved by the hiring department, the assigned Employment Recruiter reviews, approves, and posts the job. Job openings must be advertised for at least 7 days.
When there are plans to advertise outside of OMNI, prior to placing the ad a draft version must be forwarded to your Recruiter in order to verify all required information is included.
Form a Search Committee to ensure that all applicants are treated consistently and given equitable consideration throughout the process. (See Staff Search Training.)
Applications may be accessed and reviewed any time during and after the posting period, although applicants have to be in Route status before being contacted for an interview. The department representative should ensure that all appropriate members of the hiring team have proper access in OMNI (contact your Recruiter with any questions.)
Once a position closes from the website, the applicants are screened by your Recruiter. The screening-enabled system compares the applicants' qualifications against the qualifications of the job posting, and places the applicants who meet the minimum qualifications in Screen status. Your HR Recruiter will then Route the applicants who screened through. All Routed applications must be reviewed by the department. The department will be advised to keep track of the Applicant Disposition Codes which must be recorded on the records of those not chosen at the end of the process.
From the list of Routed applicants, look for those whose skills, experience, and education most closely match those advertised and needed for the position. Ensure that the list you call for interviews is diverse and follow any special requirements from your recruiter (such as Veterans' Preference or Internals covered by a Bargaining Unit). Check for possible "red flags" in the applicant's work history (e.g., choppy work history, similar reasons for leaving positions, lack of attention to detail, inconsistencies from application to resume, etc.). The hiring department can review the applicants' answers to the screening questions by using the View Questionnaire link in the application.
Interviews may be conducted at any time after applicants have been Routed, but an offer of employment cannot be made before the closing date of the job opening. Applicants in ScrRej (Screen Reject) status have not met the minimum qualifications and are not eligible for an interview.
This is in addition to any mandatory interviews (such as Veterans' Preference and internals in a Collective Bargaining Unit).
Give the applicant a copy of the position description to review before the interview starts. Introduce yourself and others who will be conducting the interview and explain what the agenda is. Be sure to state that you are going to take notes during the interview so you can objectively evaluate all applicants.
It is recommended that you ask behavior-based questions. This technique is the best way to evaluate a candidates suitability for a position based on their past work behavior. The premise is that if a candidate demonstrated particular behaviors in the past, these behaviors serve as predictors of how the candidate will perform in your work environment.
To develop these questions, first identify the competencies that are critical to the position. Refer to the position description Responsibilities. Structure your questions with phrases like: "Tell me about a time when...", or "Think of a recent example when?". Use follow-up questions like "What did you do?", "What was the end result?". The candidate should detail actual experiences rather than hypothetical responses.
Use a structured consistent format for each interview. Make sure to ask the same work-related questions of all candidates to minimize legal risks. Take good notes and keep them on file with your recruitment efforts. Devise criteria for consistently evaluating the responses. Measure the quality of the answers given based on the requirements of the job.Examples of behavior-based interview questions:
Contact Human Resources for assistance with formulating behavior-based questions if needed.General rules of thumb for interview questions:
At the end of the interview, ask the applicant if they have any questions about the workplace or the position and let them know what to expect next, such as follow-up interviews by others. Tell the applicant when you realistically anticipate making a decision about the position.
Provide them with a business card, invite them to contact you if they have any additional questions, and thank them for taking time to interview with your department. Try to leave the applicant with an up-beat, positive impression of the department.
Once you have finished the interview process, move along with the hiring process as outlined below.
(For additional guidance on the interview process, reference Staff Search Training.)
NOTE: The appointment paperwork and OMNI job offer should be submitted to HR at least 10 business days prior to the new hire's start date to allow time for the appointment to be reviewed and processed.
Once your top candidate has accepted the job offer, notify all candidates within 14 days. A phone call to those interviewed, but not chosen is also recommended. Your recruiter will send you a list of applicants who applied for the position, along with their contact information which can be used to send out regret letters via email or mail.
If sending via email: for confidentiality, click the "To" field and enter your email address there, then paste the candidates' email addresses in the "Bcc" field.
Documentation on or obtained as a result of the recruitment/selection process (including reference checks) must be maintained by the department for a minimum of four years after the position has been filled, per the records retention laws. This changes to five years if hiring a foreign national.