IMPORTANT: Only upon approval by UMD HR&EO may the
department extend a job offer to the final candidate(s).
Checklist to complete the hiring process for posted positions with Continuing and Temporary Appointments
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.)
UMD HR&EO SCREENS the online applications to make sure that applicants
meet the essential qualifications.
Application from those who meet the essential qualifications are then ROUTED to the hiring department for review. The URL is https://employment.umn.edu/hr/
As you review the applications, make sure to UPDATE the Applicant Status.
a) 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 and Equal Opportunity. You may choose to increase these numbers.
b) Have each interviewed candidate fill out the Employment
Application Release Form to be submitted to UMD HR&EO. Advise the candidate that this is a highly confidential form and only for use if s/he is chosen as the final candidate. The information will be used to verify degrees and employment. If the candidate is not selected, the form will be shredded.
Once you have made your selection of the final candidate, submit the following forms to UMD HR&EO for review and approval:
1. The signed Employment Application Release Form.
2. Final candidate’s Application Form.
3. Employment Hiring Certification Form for Final Candidate (PDF / WORD) - hiring department completes and signs this form for the final candidate.
It is the responsibility of the hiring department to verify the employment history, degree,
license and certification of the final candidate as stated on the Application Form. Employment history specified in the application
up to the last seven years of employment must be verified. Verification of degrees, certifications and licenses must be verified as noted below and under the following circumstances:
Applicant has listed graduate degree(s) and/or bachelor’sdegree(s): All graduate and bachelor’s degrees, as well as any claimed licenses or
certifications that are
relevant to the job, must be verified. No associate degrees, college attendance at institutions in which no degree was attained, high school diploma or equivalent, or licenses or certifications not related to the job will require verification.
Applicant has listed an associate degree(s) as the highest level of education: Associate degree(s) and any listed licenses or certifications relevant to the job duties will require verification. Any high school diploma or equivalent, college credits not leading to an attained degree, or licenses and certifications not related to the job will not require verification.
Applicant has listed a high school diploma or equivalent, as well as some college credits: Verification of either the high school diploma or equivalent OR thecollege attendance will be required.
Applicant has listed a high school diploma or equivalent, as well as one or more licenses or certifications: High school diploma or equivalent, along with any certifications pertaining to the job duties, will require verification. Any licenses or certifications not related to the job will not require verification.
Applicant has listed a high school diploma or equivalent only: High school diploma or equivalent will require verification.
While verifying degrees, departments must attempt toverify degrees directly from the institution. If directed to the National Student Clearinghouse, HR&EO can assist in the verification.The National Clearing house charges a minimum of $9.95 per verification.
Department reviewing applications (when the job closes)
Pending (when Hiring Certification form is received)
Position Filled (see Step 4)
Once applicant has accepted the position, notify the interviewed applicants
by email, telephone, or postage mail. (see sample letters.)
Once you have notified theinterviewed applicantsthat 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 726-8297, so the requisition can be closed.
Prepare all appropriate appointment documents and send to UMD HR&EO except I-9.