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PPM Topics

 

PPM Section 3 - Employment practices: selection and hiring process

1. Applications are available for review by hiring agents as soon as they are submitted by applicants via the online application system. Hiring agents must have an approved user account to sign-in to the system and should contact their HR Representative for assistance.
   
   
2. When requested, HR Services will pre-screen applicants to ensure they meet the minimum qualifications for the position. In addition, individual vacancy notices within the online application system may be configured to screen applicants automatically based upon minimum qualifications.
   
   
3. All applicants applying for positions requiring word processing or data-entry skills will be tested before their applications are forwarded to the hiring department for consideration. Instructions on the testing process will be noted on each posting.
   
   
4. The hiring department reviews the applications and decides which candidates to interview. HR Services is available to assist the hiring agent with all aspects of the interview process. Please note, all applicants who are afforded an interview must sign a printed copy of their original application at the time of interview.
   
   
5. Once a hiring decision is made, the hiring agent must note the status for each applicant in the online application system and forward the electronic Position Activity Record (ePAR) to the Office of Institutional Equity. All reasons for rejection must be non-discriminatory and explained using the appropriate status and selection reason on the ePAR.
   
   
6. The Office of Institutional Equity reviews the information for compliance with Equal Employment Opportunity requirements and then sends an e-mail notifing the hiring department of approval to hire.
   
   
7. Prior to making an offer to the selected candidate, the hiring agent should discuss the starting rate of pay with HR Services.
   
   
8. The selected candidate should be sent a conditional letter of offer (HR Services will provide the hiring agent with sample language) along with background check documents.
   
   
9. HR Services will send the Appointment Form to the hiring agent for processing.
   
   
10. Once the Appointment Form is received in HR Services, the position will be designated as filled in the online application system and non-selected applicants will be notified of their non-selection via a system generated e-mail message.
    
    
11. Copies of printed applications, interview notes and other selection-related documents must be maintained in the hiring department for two years. The online application system will automatically maintain necessary archives of electronic documents.

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