The University of Akron
Talent Development & Human Resources
HIRE PROCESS CHECKLIST FOR
FULL-TIME AND PART-TIME STAFF POSITIONS
Last Updated: October 15, 2014
Section
HPM
Key Action Item
 Complete a Separation PAF and route for signatures to remove incumbent from position (if necessary)
Obtain Approval for a Position Vacancy
Hiring Official
Approvals/
Notifications
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Conduct a job assessment
Select an approved Classification Specification
Complete a Position Request Form
Forward request to Dean (academic units) or Vice President (academic support units) for approval
 Dean/Vice President forward position request materials to HR Classification Services for job analysis
then approval by AVP of Talent Development & HR
 HR forward materials for Budget/Controller funding verification
 HR Recruiter email HPM an approved copy of the position request
Establish a Search Committee, Obtain Approval to Advertise and Recruit for Applicants
Hiring Official
 Establish a Diverse and Credible Search Committee
 Meet with Search Committee to discuss committee responsibilities
 Approve or prepare an Ad Copy and diverse ad/recruitment strategy (view sample ad copies)
Search
Committee
 Attend an information session to discuss compliance matters, and obtain strategies on how to
widen the pool of qualified and diverse applicants
 Meet with Hiring Official to clarify search committee responsibilities & review position requirements
 Develop/Review an Ad Copy and diverse ad/recruitment strategy (view sample ad copies)
Hiring Official
or Search Chair
 Forward to HPM: 1) Committee member names, 2) Ad copy, 3) advertising and networking
locations, 4) account code(s) for background checks, and 5) account code(s) for advertising venues
 Verify HPM has a copy of the approved Classification Specification and Position Request Form
HPM
Approvals/
Notifications
Search
Committee
 Create a job opening via Recruiting Solutions to kickoff recruiting approval process
 Approvers review/approve job opening via Recruiting Solutions’ routing process
 HPM notify Search Committee Chair that position has been approved
 HPM notify interested parties of approved position and provide instructions on how to view data
 Upon approval of job opening, advertise in listservs, at conferences, etc. when appropriate and
actively recruit qualified and diverse applicants
 Any cost advertisement will be placed by HR Recruiter
Screen Applicant Materials and Obtain Approval of Shortlist
HR Recruiter
 HR Recruiter will conduct initial screening to select applicants who meet required qualifications
then notify HPM/Search Committee when applications are ready for review
Search
Committee
 Compile a shortlist
 Develop interview questions; (view sample interview questions)
 Forward shortlist and interview questions for review and approval
Search Chair
Forward to HPM:
 Short list of candidates to be interviewed
 Interview questions
Checklist – Full-time/Part-time Contract Professional and Staff Positions
(Last edited 10/15/2014 12:53:48 PM)
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Section
Key Action Item
 Interview time(s) and location(s)
 Duration of interview(s)
HPM
Approvals/
Notifications
 Manage position through Recruiting Solutions
 Notify first approver via MS Outlook that short list needs to be reviewed/approved
 Approvers review/approve short list using MS Outlook routing process
 EEO/AA Office notify HPM (and copy Recruiter) that shortlist and interview questions have been
approved
Interview Qualified Candidates
HR Recruiter
Upon approval of shortlist and interview questions:
 Schedule interviews for position vacancy
 Conduct reference checks and verify credentials for position vacancy
Select Finalists then Obtain Approval to Extend a Job Offer
Search
Committee
HPM
Approvals /
Notifications
 Document selected finalists; include rationale to select/non-select interviewed candidates
 Forward to HPM for updating Recruiting Solutions: 1) interview evaluation, 2) reason for select or
non-select, and 3) ranking of candidates
 Update Recruiting Solutions
 Enter Interview Evaluations into Recruiting Solutions
 Recruiter initiate kickoff of the job offer approval process
 Approvers review/approve job offer via Recruiting Solutions’ routing process
 Recruiter notify Hiring Official when job has been approved prior to extending a verbal job offer
Make Job Offer then Prepare Successful Candidate for Hire
HR Recruiter
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Extend a verbal job offer to top candidate and negotiate salary offer if appropriate
Generate an offer letter and forward to successful candidate
Notify Hiring Official of candidate’s decision
Notify non-selected “interviewed” candidates of job status
Update system to prepare successful candidate for hire
Final Reporting
Search Chair /
Committee and
HPM
 Search File Close-out: upload or send to HRES any remaining documents from the search process to
be kept in HR for three years
 Recruitment Expense Report: complete and forward to HRES
Onboard the New Hire
Hiring Official
or Designee
 Orient the new employee
Checklist – Full-time/Part-time Contract Professional and Staff Positions
(Last edited 10/15/2014 12:53:48 PM)
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