Staff Hiring Instructions Revised 3/8/2018 Supervisors, this document includes Staff Hiring Instructions, a Staff Hiring Coversheet, and a New Employee Checklist. This document is designed to assist you in completing the hiring process, finalizing the hire, and preparing and familiarizing the employee in their new space. Following these steps will ensure compliance with Texas A&M Policies and Procedures. Review the Position Description for any changes or updates needed. Submit any changes to your HR Liaison. Complete a Request to Post a Budgeted Position Form for the position you wish to fill and send to your HR Liaison for review. Once the request is approved the position will be posted by your HR Liaison. (Not required for RAT I, II, and III positions) After a minimum of 5 days, you can contact your HR Liaison to place the position on hold. Create a hiring matrix based on the required and preferred qualifications and experience. They will receive an e-mail from Sterling Talent Solutions to complete a Criminal Background Check. This email will include instructions and a link to submit their information. The link will be specific to them and will expire after a few days; therefore, it is important that they complete this step in a timely manner. The background check may take 3-5 business days to clear from the time they submit their information. Please make sure the candidate watches for the automated email (it may accidentally go to spam/junk mail). The candidate cannot begin employment until the Criminal Background Check has cleared. Posting the Position and Interviewing When an applicant is selected For questions, contact: Renee' Weidemann 845-2060 [email protected] Stacy Cohn 458-8459 [email protected] Submit completed documentation to your HR Liaision or email to: [email protected] Review and score all applications using the hiring matrix to determine your top applicant(s). Also indicate on the matrix if an applicant is eligible for Veteran's Preference or Former Foster Child Preference. If applicable, review veteran's preference Legal Statements Associated with the Employment Process. Additional information can also be found in the Hiring Supervisor's Workbook. Form a list of interview questions and create an interview guide. Interview questions must be consistent, legal, and apply to all interviewed applicants. Document interview scores on the hiring matrix for each applicant interviewed. Conduct reference checks on your top applicant(s) and document reference scores on the hiring matrix. Verify top candidate's previous employment, certifications, or licensure that had bearing on matrix scores. Discuss hiring decision and proposed salary with the Executive Director and/or SALT.** Submit a Hire Above Minimum form if applicable. Make a verbal offer to your highest scoring applicant. Inform applicant of the following items: Before an offer can be made, if the applicant you are preparing to hire is a foreign national*, VP approval must be obtained (System Regulation 33.99.09). The employment offer will be contingent upon ability to provide employment eligibility documentation required by federal immigration laws. Complete the Staff Hiring Coversheet and send it to your HR Liaison along with all required documentation. (Your HR Liaison will update the applicant status' in Workday upon receipt of all required documentation.) They will also receive an email from the unit's HR liaison, which will include additional items to complete and return to finalize the hire, their official offer letter, and a request to schedule an appointment for new employee orientation. They must be able to provide original, unexpired documentation proving identity and eligibility to be employed in the United Sates. Documentation must be presented during new employee orientation and is required to begin employment. *If new hire is a foreign national, please take time to review the International Faculty and Scholar Services (IFSS) Hiring Information. There may be additional steps and a wait period to acquire appropriate documentation before hiring. **See next page. Research Enterprise Business Services