Department of Human Resources

COMPLETE THE HIRING PROCESS

CHECKLIST TO COMPLETE THE HIRING PROCESS FOR POSTED POSITIONS WITH CONTINUING AND TEMPORARY APPOINTMENTS

IMPORTANT: Only upon approval by UMD HR that the hiring department may extend a job offer to the final candidate(s).

A number of steps and forms must be completed before a position is offered to a candidate. Use this checklist to verify that all of these requirements have been met. Check the boxes as you complete each step.

Step 1:

UMD HR SCREENS the online applications to make sure that the applicants meet the essential qualifications.

Application forms of those who meet the essential qualifications will then be ROUTED to the hiring department for review. The URL is https://employment.umn.edu/hr/ .

As you review the applications, make sure to CHANGE the Applicant Status.

Step 2:

After reviewing the applications in relation to your selection criteria, you may select applicants for interviews. The following are the recommended guidelines for the number of applicants to interview. Any deviation from these guidelines should be discussed in advance with the UMD Department of Human Resources. You may choose to increase these numbers:

Number of Applicants	Number to Interview
Less than 30 certified applicants	4 or more
31-60	6 or more
60-100	at least 10%
100 and over	10

Sample Interview Questions

Step 3:

Once you have made a your selection of the final candidate, print out a copy of the Employment Application Requirement Form, the Employment Hiring Certification Form for Final Candidate and the final candidate’s application.

Have the final candidate fill out the Employment Application Requirement Form and put it in an envelope and seal it. This is a highly confidential form and only for use by Human Resources.

Complete the Employment Hiring Certification Form for Final Candidate for the individual you want to hire.

IMPORTANT NOTICE The hiring department is responsible for the verification of the final candidate's employment history, degree, license, and certification.

UMD HR will verify the degree for the hiring department upon request. If the degree verification requires any fees, the amount will be charged to the hiring department; i.e, National Clearing House charges $6.50 per verification.

Employment history specified in the application up to the last seven years of employment must be verified. Degree, license, or certification of the candidate even those that were not a requirement for the position must be verified if the applicant specified it on the application, regardless of whether or not it is an essential qualification.

Step 4:

Send the following final candidate's forms to UMD HR, 255 Darland Administration Building for review and approval:

1. copy of Employment Application Form
2. signed Employment Application Requirement Form in a sealed envelope
3. completed and signed Employment Hiring Certification Form for Final Candidate

Only upon approval by UMD HR that the hiring department may extend a job offer to the approved candidate(s).

Note: UMD HR maintains a website that shows the status of "Closed Job Postings ", http://www.d.umn.edu/umdhr/Jobs/status.htm. The following phrases are used for the status:

• Department reviewing applications (when the job closes)
• Pending (when Hiring Certification form is received)
• Position Filled (see Step 5)

Step 5:

Once applicant has accepted the position, notify interviewed applicants by email, telephone, or postage mail. (Click here for sample letters.) Once you have notified interviewed applicants they did not get the job, go into the requisition and change the status of the applicants to “Not Hired”, and "Another applicant Hired.” Then call the Employment Coordinator at #8297, so the requisition can be closed out..

Step 6:

Prepare all appropriate appointment documents and send to UMD HR:

• Personnel Action Document (write the Job Requisition number on the form)
• I-9
• W-4
• HRIF Form
• MSRS
• Temporary Letter (for Temporary Appointments only)
• Authorization for Direct Deposit (optional)

Step 7:

Fill out an online form to request that a New Employee Orientation be conducted for the new hire and benefits packets be mailed to the new employee depending on their appointments as follows:

1) employees with 75-100% appointment http://www.d.umn.edu/umdhr/Forms/sendbenpacket.htm

UMD HR will contact the employee to set-up orientation.

2) employees with 74% or less appointment: http://www.d.umn.edu/umdhr/Forms/sendpacket74under.htm

A welcome letter will be sent to these employees. Orientation is not conducted for this type of appointment.