Department of Human Resources & Equal Opportunity

Hiring Manual

Step by Step Procedure in Hiring a Non-Academic Employee

Table of Contents

• Step 1: Job Description
  
  

• Step 2: Prepare a Job Requisition
  
  
• Step 3: Interviews
  
  
• Step 4: Reference Checks
  
  
• Step 5: Notify Applicants
  
  
• Step 6: Complete Hiring Process/
  
  
• Step 7: Onboarding- Orientation

Contact UMD HR Team

Comments: Judith S. Karon

Webmaster: Lita C. Wallace

External Access: 23488

COMPLETE THE HIRING PROCESS

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.)

Step 1:

UMD HR 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.

Step 2:

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. You may choose to increase these numbers.

Sample Interview Questions

Number of Applicants	Number to Interview
Less than 30	4 or more (Less than 4 must be approved by HR)
31-60	6 or more
60-100	at least 10%
100 and over	10

b) Have each interviewed candidate fill out the Employment Application Requirement Form to be submitted to UMD HR. 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.

Step 3:

Once you have made your selection of the final candidate, submit the following forms to UMD HR for review and approval:

1. The signed Employment Application Requirement 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. 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.

Upon request, UMD HR will verify the degree for the hiring department. 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.

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

If a background check is required, have the applicant fill out the correct background check forms at http://www.d.umn.edu/umdhr/Policies/hiring/background/ and send to UMD HR.
UMD HR will then notify the department as soon as the background check is completed.

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 4)

Step 4:

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 726-8297, so the requisition can be closed out..

Step 5:

Prepare all appropriate appointment documents and send to UMD HR:

• Personnel Action Document (write the Job Requisition number on the form)

*I-9 (To be completed in the hiring department)

Form I-9 Regulations and Requirements
http://www1.umn.edu/ohr/payroll/i9regs/index.html

I-9 Employment Authorization Requirements, go to:
http://www1.umn.edu/ohr/payroll/international/i9/

• W-4

• HRIF Form

• MSRS

• Appointment Letter

•Authorization for Direct Deposit (ONLINE /  WORD)

*These documents are not to be sent to UMD HR.

Step 6:

New Employee Orientation: The hiring department or department's payroll representative must fill out one of the forms below, whichever is applicable.

HIPAA Privacy Course I is required for all new employees. The hiring department or department's payroll representative must fill out one of the forms below, whichever is applicable, for all hires regardless of appointment, including Temp & Casual or other on-call positions.

1) If new or newly eligible for benefits employee has 75-100% appointment:
http://www.d.umn.edu/umdhr/Forms/sendbenpacket.htm

UMD HR will contact employee to schedule a New Employee Orientation. The HIPAA coordinator will contact employee to complete the necessary HIPAA training.

2) employees with 50%-74% appointment: http://www.d.umn.edu/umdhr/Forms/sendpacket74under.htm

Orientation is not conducted for this type of appointment. UMD HR will send, when requested, a copy of the UPlan Guide to Benefits Enrollment or orientation packet. The HIPAA coordinator will contact employee to complete the necessary HIPAA training.

3) employees with under 50% appointment and Temp & Casual appointment: http://www.d.umn.edu/umdhr/Forms/hipaatraining.htm

Orientation is not conducted for this type of appointment. The HIPAA coordinator will contact employee to complete the necessary HIPAA training.