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PROCEDURES FOR RECRUITING

ALL FACULTY AND STAFF POSITIONS

Conducting searches to recruit faculty and staff employees is an important and time-consuming task. Every technique used to attract and screen applicants must measure up to the University's EEO responsibilities. Increasing diversity should be a significant part of the hiring process. Vacancies are to be filled with qualified candidates either by promoting or transferring employees from within, or by hiring from outside the University. The following steps have been established to facilitate the search process.

1.  Develop a detailed job analysis, by investigating the duties, tasks, responsibilities, functions and purpose of the position for which you are hiring, to be used by the search committee when screening applicants. Review or develop a job description and ensure the tasks, duties and responsibilities are accurate. Human Resources (HR) is available to assist you in developing a job description.

2.  Appoint or designate a search committee. When feasible, the search committee should be diversified in nature (minorities and females should be represented). If the department is homogeneous, consider inviting members of other departments that are representative of underrepresented groups to participate as a member of the search committee. Search committees should have an odd number of members.

3.  Once a position vacancy notification is received, HR will provide a departmental EEO ethnicity/gender report to the department's search committee chairperson or hiring authority to assist in special consideration being given to minorities, females and the disabled. Before a selection is made, the committee should carefully review its procedures to ensure that members of all groups have had fair consideration.

4.  Appoint or designate an Equal Employment Opportunity (EEO) Coordinator within the search committee to sign off on the hiring decision signifying that the committee complied with SFA selection guidelines and state and federal laws. The EEO Coordinator will have the responsibility of justifying a hiring decision. The EEO Coordinator may be the hiring manager or search chair.

5.  It is recommended that the Affirmative Action Officer (or designated representative) from HR meet with the Search Committee Chairperson and/or the search committee to discuss proper search procedures prior to implementing the search.

6.  To post a job vacancy, you must complete appropriate requisition forms found on the HR employment web site at http://www.sfasu.edu/personnel/employment.html . Click on "Hiring Managers/Supervisors" to find forms needed to post a vacant position. Route the request to post a position for approval in the order listed on the form. HR will process the request upon receiving the required approvals.

7.  The hiring department must ensure that all classified (staff) applicants have completed the appropriate paperwork in HR and have been referred by HR. Classified applicants must complete a State of Texas Employment Application . HR will review applications for completeness, meeting the minimum qualifications, and testing, if appropriate, before referring the application to the hiring department. Accuracy of the statements on the employee's application will be certified by the signature of the applicant. Falsification, misstatement or omission of information may be grounds for refusal to hire or, if hired, termination. The applicant's signature authorizes persons to give you references; any and all information concerning previous employment, education, or any other information they might have personal or otherwise, with regard to any of the subjects covered by the application, and releases all such parties from all liability from any damages which may result from furnishing such information to you.

8.  From the job description, develop a list of selection criteria to be used for screening purposes as a basis to evaluate applicants. (See Hiring Matrix - Review tutorial if you are a first time user and instructions are provided.) The position's selection criteria will be inserted into the Hiring Matrix as a tool to assist with screening and selection of personnel. Hiring Matrix tutorial, excel spreadsheet and written instructions may be found on Human Resources Forms web site at http://www.sfasu.edu/personnel/forms.html . Go to "Recruitment" section for Hiring Matrix forms.

9.  Develop a list of basic interview questions and appropriate answers to be asked of all applicants interviewed. This basic list does not preclude the committee from asking more specific questions as a result of answers from the basic list. When interviewing, ask each applicant to answer the same job-related and experience specific interview questions and/or complete the same job-related practical exercises, which can be quantifiably measured. Focus exclusively on the applicant's professional and technical ability or knowledge to perform the particular job. This list of questions and appropriate answers should be included with the initial posting packet or provided to the Affirmative Action Officer or designee prior to interviews taking place. Interviews must be conducted in accordance with EEO laws and criteria stated in the initial posting requisition. Do not editorialize or make unnecessary comments in writing about an applicant; only record the facts or their responses to a question.

10. Search committees should target recruitment sources to maximize the number of qualified minorities, females and the disabled. HR will submit job vacancies to the Texas Workforce Commission for further recruitment and will advertise jobs on the university's employment web site, job-line and bulletin boards outside the HR office located at Suite 201 , Austin Building . The hiring department should consider using an advertising media that will reach a diverse population. HR can provide recommendations for targeting specific groups. See Advertising to Enhance Diversity list on the HR web site under Forms page.go to "Recruitment" section for a list of organizations/colleges.

11.  Once HR receives the approved position request they will assign a vacancy number, post date, and verify that the application deadline date complies with the minimum five day posting requirement for classified positions or ten working day notification requirement for non-classified faculty or staff positions. The position announcement may remain open longer in order to recruit a qualified applicant pool. The search committee or hiring department official may contact HR to request the position announcement be taken off the employment web site, prior to or after interviews begin, as long as the five or ten day posting requirement has been met.

12.  HR must approve all outside recruiting advertisements for positions before they are released for publication. Public Affairs must review and edit any/all outside advertising. All advertising for the Academic Affairs division must have the approval of the Provost. Advertising must include the standardized advertising requirement: "Affirmative Action/Equal Opportunity Employer - Security Sensitive Position - Criminal background check required for successful candidate". Advertising is at the expense of the hiring department.

13.  All advertisements, letters, phone calls, email correspondence, work history or education verifications, reference checks and other forms of communication must be documented for possible future audits of each vacancy. The Hiring Matrix is required for documentation of the selection process and must be retained. Please keep copies of closing forms and all applicant documents including applications and resumes. (The Applicant Data/Contact Sheet, Telephone Log, and Presentation Rating Form are optional forms that can be used for documentation).

14.  IMPORTANT! ALL parties who express interest in a non-classified faculty or professional position by the submission of a vita, resume, or other appropriate document must be sent a copy of the Voluntary Applicant EEO Data Form (found on HR's forms web site, http://www.sfasu.edu/personnel/forms.html under "Recruitment"). It is the department's responsibility to include the vacancy number in the designated area on the form and mail to the applicant. A sample letter to include with an EEO Data Form is available to contacting HR. The Voluntary Applicant EEO Data Form includes HR's mailing address for the applicant to return the form. Should an EEO Data Form be returned to the committee, it should be forwarded immediately to HR for statistical purposes. Faculty applicants will complete a post-hire application facilitated by the hiring committee and the Provost/VP of Academic Affairs office .

15.  IMPORTANT! All applicants applying for classified staff positions are required to complete a State of Texas Employment Application (found on HR's web site, under Forms then "Hiring" section for application.) along with the other required applicant documents as stated by the position announcement. Accuracy of statements on the application will be certified by the signature of the applicant.

16.  The search committee will use a Hiring Matrix to objectively and more accurately compare an applicant's qualifications to a job vacancy and to one another. This tool will help to ensure that hiring selection decisions are made only on lawful job-related and non-discriminatory criteria, thus providing Equal Employment Opportunity to all applicants. Hiring Matrix found on the web at http://sfasu.edu/personnel/forms.html

The search committee will retain the completed Hiring Matrix in the recruitment file to support a hiring decision and a copy should be submitted with the closing forms forwarded to HR.

17.  The search committee should check TWO employment references/current or previous work histories of their final candidates. An employment verification form is available to assist the search committee with this task. At least one reference should be a former supervisor or previous employer. Unsatisfactory references will take a candidate out of the ranking for hire. It is acceptable to check references not provided by the applicant.

 

18.  Screening of applicants must be done in accordance with Equal Employment Opportunity (EEO) laws and the selection criteria. Reasons for the non-selection of applicants must be documented for all applicants interviewed but not chosen. Documenting the reasons for non-selection will be satisfied by completing the Administrative Approval Form immediately following the decision of a successful candidate. The codes may be downloaded from the HR employment web site; Hiring Managers/Supervisors page; forms to close a Non-Classified job; Administrative Approval Form and Approved Reasons for Non-Selection of Candidates.

 

19.  All final candidates for the position must be authorized to be employed in the United States . Documents verifying this information will be required to be provided to HR within 3 days of employment. All offers of employment are conditional upon the employee providing this information to HR within 3 days of their employment date. The 1986 Federal Immigration and Naturalization Law requires employees hired after November 1, 1986 , to complete Form I-9 (proof of identity and eligibility to work in the U.S. ). This form is completed in the New Employee Orientation and becomes a part of the employee's personnel record.

20.  Any offer of employment to a male candidate 18 years up to the 26th year of age is considered conditional until he has provided proof of registration with the Selective Service or documented his exemption from the requirement to register. The registration verification form may be found on the HR web site and is to be completed only for the finalist candidate. This verification is not to be asked of all applicants.

 

21.   Successful candidates for positions that have been designated Security Sensitive will be subject to a criminal history background check, and their employment with the university will be contingent upon the receipt, review, and acceptability of the background information.

22.   Employees required to operate university-owned vehicles must hold, at their expense, an appropriate valid driver's license for the type of vehicle operated, and must be insurable on the university Automobile Liability Insurance Policy. Failure to maintain a valid driver's license or safe driving record for insurability purposes may be cause for termination from positions that require operating a university-owned vehicle.

23.  When the successful applicant has been notified and accepts the position, the hiring department's search committee must verbally request to have the job vacancy removed from the HR web site and process the proper closing forms/appointment package. The appointment package should be assembled as soon as possible with a Personnel Action Request (PAR) to ensure a timely appointment transaction. See appropriate closing forms on HR employment web site by clicking "Hiring Managers/Supervisors".

24.  The dean, director, or department head signifies approval and forwards the package to the appropriate Vice President, who will then forward to HR for review.

25.  Documentation is critically important before, during, and after the interview/hiring process. The hiring authority must thoroughly document the recruitment and selection processes used to fill the position. The hiring department will retain all applicant's resumes or curriculum vitas, letters of recommendation, letters of application, any/all requested documents, reference checking forms, interview questions/responses of each candidate and the Hiring Matrix in a recruitment file. Keep all recruitment records for 2 years and 1 day from the end of the search in the department/division. The purpose for this is to assure that if for any reason an applicant makes an open records request or the records are subpoenaed in a court of law that the information needed will be thorough and accessible. This information is also important should the department be audited for any reason.

26.  The hiring department must ensure that the newly appointed employee is scheduled for New Employee Orientation conducted by HR on or before their first day of employment. Payroll and employment forms, benefits enrollment as well as important university procedures and state and federal laws will be reviewed. EEO/Sexual Harassment mandated training must be scheduled for the new employee within 30 days of hire. The new hire should be prepared to bring identification for employment authorization and identity, a voided check for direct deposit authorization, and social security numbers and dates of births for any dependents being enrolled in insurance programs or as beneficiary designations.

27.  Candidates not selected for the position should receive a polite letter of rejection thanking the candidate for their time and interest and stating the job is filled. Sample letters are available by contacting HR.

28.  Please refer all questions pertaining to EEO selection procedures to Director of Human Resources or Manager of Employment, PO Box 13039 , or call 468-2304.

 

Procedures for Recruiting

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