Recruitment Closeout - PSS
Department Responsibilities:
Following interview and selection process and discussion with Employment and Outreach Consultant/Recruiter regarding salary approval:
- Review all applications referred to Department - Insure that all original applications referred to the department are accounted for on the Applicant Referral List. Applicants referred to the department have the designation Y in the Ref (referred) column. The number in this column should be the same as the total Referrals on the last page. No comments are necessary on the form for applicants not referred to the departments.
- Complete Applicant Referral List - If the position requires a background check or pre-placement physical, the closeout packet should be returned as soon as possible after there is a clearance to proceed. Begin completing the Applicant Referral form as soon as possible during the recruitment process to save time.
Applicants interviewed - Put a checkmark in the column (Int) to indicate applicants who were interviewed.
Applicant(s) Hired - Put a checkmark in the column (Hired) for the person(s) selected for the position.
Comment Code - Indicate the appropriate Comment Code number in the Comment Code column. The appropriate numbers are listed on the last page of the Applicant Referral List. All applicants referred should have a comment code in this column.
Comments - List a job related reason in the Comment section based upon required skills, knowledge, or abilities lacking. These SKA's need to be based on the selection criteria developed from the position description and supported by requirements listed in Section 9 of the Position Description. Comments such as "not enough experience," "others more qualified," "not a good fit," "overqualified," "poor reference," or any other non-specific reason are not appropriate. If you have any questions about completing this section, contact your Employment and Outreach Consultant/Recruiter prior to completing the form. Generally, you may begin the comment by indicating, Insufficient (fill in the SKA here).
Names of interview committee members - List the names of the interview committee on the Applicant Referral List. This can be done early in the process to save time during the closeout process. Note: Certain classifications require the panel be identified prior to posting in the Employment Opportunities Bulletin - check with your Employment and Outreach Consultant/Recruiter.
Provide Hired Candidate Information
Name(s) - Enter name(s) of person(s) selected.
Hire Date - This start date should always be a date after completion of the hiring process and/or notification of passing a background check, pre-placement screening, or other requirements for pre-employment.
Salary - Enter monthly salary of person(s) selected in accordance with policy or contract. Indicate if this is above step 1 or the minimum of the salary range. Contact your Employment and Outreach Consultant/Recruiter to discuss salary prior to salary offer.
Hiring Authority Signature - Obtain signature of the hiring authority responsible for making the hiring decision for this position. Please note this should not be the Personnel Assistant or Contact person on the Vacancy Listing unless the person has hiring authority.
Department Chair (or designee) Signature - Obtain Department Chair or person who has authority to sign for the Department Chair.
Dean/Vice Chancellor Representative Signature - Obtain appropriate signature. Some departments or units require a Dean's Office or Vice Chancellor Representative to review and sign off on the hiring prior to sending the closeout packet to Employment and Outreach Services/HR. Please consult your internal protocol for appropriate internal process requirements, if any.
- Return the Recruitment packet to your Employment and Outreach Consultant/Recruiter immediately after an offer is made and accepted following internal protocol from your Dean/Vice Chancellor Office. Include the following:
- All Original Applications must be returned to Employment and Outreach Services/HR including the original application of the person hired. Application must be signed.
Interview Questions - must be included in the closeout packet.
Please refer to #3 on the Recruitment Action Form for additional forms requirements for the employee selection process including Personnel Transactions and Payroll. The following process should be followed in closing out the Recruitment Process for the Employment and Outreach Services/HR. Note: PPS entry cannot be entered until the department has returned the closeout to your Employment and Outreach/Consultant.
Employment and Outreach Consultant/Recruiter Responsibilities:
- Reviews closeout packet for comments, salary, hire date, etc.
- If closeout packet is not complete, returns packet to hiring department for completeness.
- If packet is complete, closes in Job Machine. Job Machine sends automated e-mail notification to department contact that recruitment has been closed out.
- As appropriate, routes closeout packet for affirmative action post audit review.
References:
- Personnel Policies for Staff Members, Section 12 - Nondiscrimination in Employment
- Personnel Policies for Staff Members, Section 20 - Recruitment
- Personnel Policies for Staff Members, Section 21 - Appointment
- Personnel Policies for Staff Members, Section 30 - Salary
- Personnel Policies for Staff Members, Section 31 - Hours of Work
- Personnel Policies for Staff Members, Section 32 - Overtime (Non-exempt Employees Only)
- Personnel Policies for Staff Members, Section 80 - Staff Personnel Records
- Collective Bargaining Contracts
Revised: 11/29/06