Staff Hiring Process: Frequently Asked Questions
Human Resources
Staff hiring process: Frequently asked questions
Securing approval to fill a vacancy
What is the first step in filling an open position?
Who must sign a Position Authorization before the position
can be posted?
Posting a vacancy
What is the posting period for internal positions?
When can I post my position externally?
When should I advertise my position?
Who pays for advertising my position?
Reviewing and processing application materials
May I request materials from applicants that cannot be easily submitted online, for example work samples, tapes, videos, etc?
May I request a "pre-screen" of applications?
What if someone sends me an application or resume directly?
When may I begin reviewing application materials?
Do I need to notify applicants when a job posting has been canceled?
What is the purpose of the electronic Position Activity Record (ePAR)?
What if an applicant states on his/her application that they
do not have the legal right to work in the United States?
Interviewing candidates
How can I prepare for an employment interview?
Must I interview all candidates for the position?
What is a finalist?
Checking references
Do I have to conduct reference checks on all applicants?
How do I check applicant references?
An applicant has checked "no" on their application pertaining
to checking references with their current employer. What should I do?
May I review the employment file of an internal applicant
that has applied for a position in my department?
Making a conditional job offer
When can I make a job offer?
Should I request that a criminal conviction history check,
credit check or physical be conducted before I offer my top candidate the job?
Is a signed letter of offer/acceptance necessary?
What if the job offer is declined?
Hiring the successful candidate
How do I put a new employee on the payroll?
Closing the search process
How are non-selected internal candidates notified of the hiring
decision?
How are non-selected external candidates notified of the hiring
decision?
Do I have to keep all the resumes and applications I received
for my posted position?