Hiring Steps for Staff Positions
Listed below are the typical steps that are part of the process of hiring staff at the University of Vermont.
Interview the Candidates
Determine the applicants to be interviewed. Contact the applicants and conduct interviews. Refer interviewees to the Police Services website for information regarding campus crime statistics (Clery Act).
Close the Posting
- Positions MUST be posted a minimum of seven days (including
five business days) and should not be closed before a printed
advertisement is published and applicants have had enough time to apply.
you have a sufficient pool of applicants, click on “Closed/Removed from
Web” which removes the posting from the applicant website.
Select a Top Candidate and Gain Hiring Approval
- Identify the top candidate. Check references/credentials, work
experience and educational background of the top candidate. If you
receive any internal applications and are considering that person as a
top candidate, we would encourage you to check performance appraisals
(which can be pulled from the HRS personnel files) and contact prior
departments for a reference.
- If your top candidate is a foreign national who requires employment sponsorship (or if you have questions about
foreign national candidates), contact the Office of International
Education. You can determine if a prospective employee will require
sponsorship by reviewing their answer to the application question,
“Will you require sponsorship by the University to work or continue to
work in the United States?”
- If you wish to conduct a criminal background check, contact HRS for assistance.
PeopleAdmin, change the status of applicants. The top candidate should
be “Recommend For Hire” with detailed justification regarding why that
candidate is the top choice. Others interviewed but not ranked should
be “Interviewed Not Hired.” You may indicate a first
or second alternate if you choose to do so. When indicating a first and
second alternate, you MUST offer the position to the candidates in the
order of their ranking, unless there are extenuating circumstances (for
example, an unsatisfactory reference check or a background check with a
relevant criminal conviction). Do not rank the candidates if you are
unsure which is most qualified for the position.
- Everyone else in the pool should show a status of “Not Hired.” Note:
Once an applicant’s status is changed to “Not Hired – send applicant
e-mail,” an automated e-mail will be generated notifying the applicant
that s/he is no longer under consideration.
a Hiring Proposal for the candidate you wish to hire.
Specific instructions for Hiring Proposals are part of the Department User Instructions.
- Complete the Salary Justification information
in collaboration with the business manager or Dean’s office, and submit
the Hiring Proposal for Dean/Director review (“Dean/Director for Finalist Review”).
- When the Hiring Proposal status is "Ready for Offer" it means that the appropriate offices have approved the position. At this point, a VERBAL offer of employment may be made to the top candidate.
- Using the sample notification letter on the web as a guide, send the candidate a written offer letter and Employee Information Form. The Employee Information Form must be sent to HR (along with the PA Set-up Form and the Distribution Form) no later than one week prior to the individual's start date.
the offer is accepted, change the Hiring Proposal status to "Offer
Accepted." If applicable, register the candidate for Orientation on
Managing New Hires. Candidates whose positions begin at the opening of the
academic year should attend the special faculty orientation in late
August. For details see the New Faculty Orientation website.
- Review the Risk Management safety checklist to determine whether safety training is necessary.
the hiring proposal status has been changed to “Offer Accepted”, the
applicant’s status will automatically be changed to “Hired” and the
posting status will change to “Filled”. An automatic e-mail notifying
of the position’s “filled” status will be sent to the appropriate
Human Resource Services welcomes your inquiries, suggestions or
comments aimed at improving the recruiting experience at UVM. Contact us at 656-3150 or HRSInfo@uvm.edu.