| What you, the supervisor, should do |
How you should do it |
| 1 |
Initiate the recruitment process. |
- Talk to the HR contact in your department about funding for the position, the type of position (career, limited career, exception, student to staff, etc.), job description, and related issues.
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| 2 |
Create a set of criteria for the position. |
- Perform a thorough job analysis by determining the duties, responsibilities, and specifications needed. Incorporate the required Knowledge, Skills, and Abilities (KSAs).
- Develop your selection criteria. Ensure that your process is nondiscriminatory. If needed, review additional information about selection criteria.
- Go to Joblink to prepare and submit the job description and any other supplement forms needed to classify the position.
- Note the Position Control number and Job Description number assigned upon logout.
- Ensure that the position has been classified.
- Identify an appropriate payroll title.
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| 3 |
Prepare the online Employment Requisition and Recruitment Plan. |
- Go to JobLink to prepare and submit the online requisition and recruitment plan.
- Paste the position description overview into the requisition. If you wish, modify the description in the recruitment plan.
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| 4 |
Determine the recruitment timeline. |
- Discuss your recruitment plan with the recruiter (and make modifications if necessary). Topics may include where to post the notice, content of the notice, interview format, and screening criteria.
- Establish dates by which you will begin and finish accepting resumes.
- Establish a date to begin interviewing.
- Decide what hiring forms you will need.
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| 5 |
Review the early referral candidates. |
- Give special consideration to any early referral candidates (preferential layoff or special selection candidates).
- Interview the early referral candidates; if one of these individuals meets minimum requirements, hire that person.
- If these candidates do not meet your minimum requirements, disqualify them in writing and send the letter to the HR recruiter.
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| 6 |
Review the resumes. |
- From an e-mail sent by your HR recruiter, link to a Web page with a list of screened candidates. Retrieve resumes from this list.
- Match the candidates’ qualifications against your criteria. Review your criteria to ensure that they are specific, measurable, and job-related.
- Carefully review each candidate’s education, training, and experience, using the online screening grid.
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| 7 |
Prepare for the interview. |
- Choose interviewers.
- Review Questions to Ask During An Interview.
- Prepare key questions to explore past job performance, covering all essential functions. Prepare follow-up questions. Use a variety of approaches to elicit different kinds of information, tailoring questions to open up a topic for conversation or to confirm information.
- Meet with other interviewers to review the questions and their order, and other logistics that will affect the interview process.
Make sure you use the same interview format and setting for every candidate, and that interview appointments are of the same length.
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| 8 |
Conduct the interview. |
- Choose an appropriate environment for the interview and ensure that you will not be interrupted. Think of the interview as a business conversation.
- Welcome the candidate and provide him/her with an overview (“road map”) for the interview.
- Ask your questions and then sit back and listen (ideally, you should talk no more than 20% of the time).
- Paraphrase to clarify and expand on the candidate’s answers.
- Comment on what the candidate says to show interest and to encourage discussion.
- Conclude the interview by thanking the candidate and explaining the “next steps” to the candidate. Ask for permission to call references.
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| 9 |
Check the references of your final candidates. |
- Prepare questions.
- Call references and ask specific questions about the candidate’s background.
- If the position requires it, conduct a background investigation.
For more detailed information, review How to Conduct Reference Checks.
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| 10 |
Use your department's interview matrix to document your decision. |
- Gather all the data from the applications, resumes, interviews, and reference checks.
- Prepare a matrix that lists the selection criteria, and rate the candidates against the criteria.
- Evaluate final candidates against each other after you have rated them against the criteria to identify the best fit in terms of skills, worker characteristics, and organizational fit.
- Review all your notes and write up your decision. Ensure that your decision is nondiscriminatory, complies with laws and policies, and is based on sound judgment.
- Send the interview matrix and resume supplement forms to the HR recruiter.
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| 11 |
Review your decision. |
- Discuss your decision with your HR recruiter.
- Establish an appropriate salary for the candidate with the HR recruiter and your department's HR contact.
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| 12 |
Make the offer. |
- Call the candidate to make an offer (including relocation information, if applicable).
- Confirm the offer and acceptance in writing. Tell the new employee about the Employee Orientation, Resources, and Information Checklist.
- Inform all candidates in writing of the outcome of the interview process.
- Let your HR recruiter know when your offer has been accepted.
- Coordinate with your department's HR contact to ensure that the new hire receives and completes all appropriate paperwork.
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