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Classified Staff Position Recruitment Procedures

1. Submit Documentation for the Proposed Recruitment

Submit the following electronic documents to casbiz@uvm.edu:

  1. Recruitment Form
  2. An Updated Position Description
  3. An Updated Organizational Chart (no template, use departmental standard)
  4. Proposed Advertising Language
  5. Outreach/Diversity Recruitment Plan
  6. Applicant Screening Tool
    * Applicant Screening Tool Instructions (informational only)

    NOTE: all ads, and the "Other Information" section of the University posting, must include the following diversity statement:

The College is committed to fostering and affirming an inclusive, multi-cultural, multi-ethnic environment for its staff, faculty, and students. In their cover letters, applicants are requested to include a description of their willingness to support the College in creating this environment.

2. Become Acquainted with the University Recruitment Process
  1. Review the Recruitment and Interview Guide
  2. Review the Staff Hiring Manual for UVM Jobsite
3. Obtain Approval of the Proposed Recruitment
  1. The CAS HR Business Office will e-mail copies of the recruitment documentation (6 items from step #1) to the Assistant Dean for Administration and the Associate Dean responsible for diversity.
  2. The CAS HR Business Office will review the documents and forward hard copies of the recruitment documents to the Assistant Dean.
  3. The Assistant Dean will sign and forward the recruitment documents to the Associate Dean.
  4. The Associate Dean will sign and return the recruitment documents to the CAS HR Business Office.
  5. The CAS HR Business Office will e-mail the electronic documentation to Financial Analysis and Budgeting (with a cc to the Department Admin). Financial Analysis and Budgeting and HR will review the documentation and forward it to AA/EO for approval. AA/EO will contact the Recruiting Supervisor to schedule a recruitment training. In some cases, the Associate Dean will choose to attend this meeting. Items to be discussed will include the outreach/diversity recruitment plan, efforts to widen the applicant pool, UVM posting language, external advertising language, and interview techniques and questions. The applicant screening tool will be approved at this meeting. AA/EO reserves the right to participate in further recruitment activities.
  6. When the recruitment has central approval, a recruiter from the Employment Office will contact the Department to develop the job posting.

NOTE: Final authorization to place ads will be granted by the Employment Office. DO NOT place ads prior to this authorization, and the activation of the posting in PeopleAdmin.

4. Implement Outreach/Diversity Recruitment Plan & Advertise

The Department will move forward with all aspects of the approved outreach/diversity recruitment plan, including communication with the list of local outreach/diversity contacts.

ADVERTISING AND JOB POSTING LANGUAGE

  • All advertisements (excluding the University group ad) and the University job posting must include the diversity statement described in Step 1.
  • Instead of a close date in the ad/posting, include the date applications will begin to be reviewed. The review date should be no earlier than seven days after the ad appears in print.

AD PLACEMENT

All staff positions under recruitment must be advertised in the Burlington Free Press or Seven Days (or another pre-approved form of print ad) and on Craigslist.com. HR will coordinate the placement of all print and web advertisements.

Other University and College advertising resources

POSTING PERIOD

All positions must be posted for a minimum of ten working days after the position advertisement has appeared in print.

CLOSING THE POSTING

The decision to close a posting will be made on a case-by-case basis by the hiring manager/department chair, in consultation with the Dean's Office and AA/EO. The decision will depend, in part, on the strength and size of the pool and the department's outreach efforts. Some positions will remain posted until filled.

5. Screen Applicants
  • All applications submitted before the posting is closed must be given full consideration.
  • Record screening decisions on the approved applicant screening tool.
  • Select applicants for interview.
6. Request Permission to Conduct Interviews

In PeopleAdmin:

  1. Change each applicant's status.
    To do this:
    1. Click "View" under "System Title" and all active applicants will appear.
    2. Click "Change Status" for each applicant.
    3. For each applicant, select one of these three status choices:
      1. "Recommend for Interview"
      2. "Possible Interview"
      3. "Not Hired - Applicant E-mail Sent When Posting Filled"
    4. "Recommend for Interview" and "Possible Interview" will automatically provide a "Describe in Detail" box.
    5. For "Not Hired - Applicant E-mail Sent When Posting Filled," click option "Other" to get the "Describe in Detail" box.
    6. In the "Describe in Detail" box, provide a recommendation justification for EACH applicant that begins with either:
      1. "This applicant included a diversity statement." Then proceed with the justification, including a comment on the applicant's diversity qualifications.
      2. "This applicant did not include a diversity statement." Then proceed with the justification.
  2. Complete the "Campus Visit Approval" page.
  3. Attach completed Applicant Screening Tool to the requisition.
    To do this:
    1. Click "Supplemental Documentation" page.
    2. Click on "Attach" to the left of "Applicant Screening Tool".
    3. Click "Browse", select and "open" file.
    4. Click "Attach".
    5. Click "Confirm".
  4. Forward requisition to the Dean's Office by choosing "To Dean Review for Int. Auth."
  5. The Associate Dean will review the documentation in PeopleAdmin and forward to AA/EO for authorization to interview. (Click: "To AA Review for Interview Authorization")

NOTE: Do not contact applicants, or schedule interviews, until you have this approval. The hiring manager will receive an email notification, and the requisition will read "STAFF - AA Approved for Int. Auth" upon approval.

7. Conduct Interview
8. Request Permission to Extend an Offer of Employment & Determine Hiring Salary
  1. IF NOT YET CLOSED, CLOSE THE POSTING BY CONTACTING THE EMPLOYMENT OFFICE.
  2. Select a finalist and alternate(s).
  3. Contact the Assistant Dean for Administration to determine hiring salary. Once the salary has been determined the Assistant Dean will send an email with the hiring salary and a justification that can be pasted into the appropriate PeopleAdmin field.
  4. In PeopleAdmin: Change each applicant's status.
    To do this:
    1. Click "View" under "System Title" and all active applicants will appear.
    2. Click "Change Status" for each applicant.
    3. For each applicant, select one of these five status choices:
      1. "Recommend for Hire"
      2. "First Alternate"
      3. "Second Alternate"
      4. "Interviewed but Not Recommended for Hire"
      5. "Not Hired - Applicant E-mail Sent When Posting Filled"
    4. "Recommend for Hire," "First Alternate," and "Second Alternate" will automatically provide a "Describe in Detail" box.
    5. For "Interviewed but Not Recommended for Hire," and "Not Hired - Applicant E-mail Sent When Posting Filled," click option "Other" to get the "Describe in Detail" box.
    6. In the "Describe in Detail" box, provide justification information that expands on that provided in Step 6 - Request Permission to Conduct Interviews.
  5. For the applicant with the status "Recommend for Hire," enter approved salary and detailed salary justification information in the "Pre-Offer Salary/Post-Hire Detail" page (Step 8C).
  6. Forward requisition to the Dean's Office by choosing "Closed/Dean Finalist Review."
  7. The Assistant Dean will review the requisition; confirm salary information in the "Pre-Offer Salary/Post-Hire Detail" page; and e-mail the Associate Dean a recommendation to grant or deny permission to extend an offer.
  8. The Associate Dean will review the requisition and forward to AA/EO for authorization to appoint. (Click: "Closed/AAEO Finalist Review")

NOTE: Do not contact the finalist until you have this approval. The hiring manager will receive an e-mail notification, and the requisition will read "STAFF - Ready for Offer" upon approval.

9. Extend Offer & Conclude Recruitment

Once the requisition reads "STAFF - Ready for Offer," you have approval for the hire:

  1. Extend the offer of employment to the finalist.
  2. After the finalist accepts, change the applicant status to "Hired."
  3. Close the recruitment requisition in PeopleAdmin by changing the status to "Filled."
  4. Submit the following documents to the CAS HR Business Office.
    1. Personnel Action Set-Up Form
    2. Salary Distribution Form
    3. Employee Information Form
    4. Copy of appointment letter (appointment letter template links follow.)
  5. If new to UVM, register the New Employee for Orientation and Other Training.
  6. Implement the steps on the New Hire Action List.
  7. Recruitment Chair will collect all notes and documentation of the search from committee members and compile it in one recruitment folder to be held in the department. This recruitment file should be retained for three years, and then shredded.
Staff Appointment Letters

All posted as downloadable Microsoft Word documents. Right click (Windows) or click and hold (MacOS) and select "Save Link As..." to save the file to your hard disk.


1.1 Staff Exempt Appointment
1.2 Staff Exempt Appointment, Contingent on Funding
1.3 Staff Non-Exempt Appointment
1.4 Staff Non-Exempt Appointment, Contingent on Funding
1.5 Staff Change in FTE or Term

Operational Notes
  • The Associate Dean responsible for diversity will periodically review the Outreach/Diversity Recruitment Plan (in Step 1E) for accuracy, and will maintain and expand the College's diversity relationships.
  • The Associate Dean responsible for diversity will coordinate an assessment of this process in February, 2009.

10/9/08

Last modified May 21 2013 04:52 PM

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