IMPORTANT: Only upon approval by UMD HR&EO may the
hiring
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.)
Step 1:
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.
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 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.
Step 3:
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. 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&EO 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.
4. If a background check is required, have the candidate fill out the correct background check forms at http://www.d.umn.edu/umdhr/Policies/hiring/background/. Follow the instructions on what forms the candidate and the department must fill out.
UMD HR&EO will then notify the department as soon as the Background Check is completed.
Hiring of the candidate is contingent upon the result of the Background Check.
Only upon approval by UMD HR&EO may the
hiring department extend a job offer to the approved candidate(s).
Note: UMD HR&EO 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. (see 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&EO except I-9 and ITSS Internet ID assignment.
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