How to Hire Staff

Talk to the Human Resources (HR) contact in your department about:

• Funding for the position
• Type of position; career, limited career, exception, student to staff, etc.
• Job descriptions
• Other related issues you might want to address

• Perform a thorough job analysis:
  • Determine the duties, responsibilities, and specifications needed
  • Incorporate the required Knowledge, Skills, and Abilities (KSAs).
• Develop your selection criteria.
  • Ensure that your process is nondiscriminatory.
  • Review additional information about selection criteria, if needed.
• Prepare and submit the job description and any other supplement forms needed to classify the position.
• Be sure to note the Job Description number assigned when you log out.
• Ensure that the position has been classified.
• Identify an appropriate payroll title.

• Prepare and submit an online requisition and recruitment plan.
• Paste the position description overview into the requisition. If you wish, modify the description in the recruitment plan.

• 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
  • Screening criteria using the Resume Screening Worksheet (Word File)
• Set the dates when you will begin and finish accepting resumes.
• Set a date to begin interviewing.
• Decide what other hiring forms you will need.

• Give special consideration to any early referral candidates, including 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 minimum requirements, disqualify them in writing and send the letter to the HR recruiter.

• An e-mail sent by your HR recruiter will link to a Web page with a list of screened candidates. Click on the candidates' names to 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 worksheet.

• 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.
  • Tailor 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.

It is best if you use the same interview format and setting for each candidate.

• Choose an appropriate environment for the interview. Ensure that you will not be interrupted. Think of the interview as a business conversation.
• Welcome and provide the candidate with an overview for the interview.
• Ask job-related questions based on their unique experience provided in the resume.
• 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 what happens next. Ask for permission to call references.

• Prepare questions.
• Call references and ask specific questions about the candidate's background and information discussed in the interview.
• If the position requires it, conduct a background check.

For more detailed information, review How to Conduct Reference Checks.

• Gather all the data from the applications, resumes, interviews, and reference checks.
• Prepare a Selection Report Form (Word file) (Excel) listing the selection criteria and rate the candidates against that criteria.
• After you have rated each candidate against the criteria, evaluate final candidates against each other to identify the best candidate 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.
• Fax the signed Selection Report Form and online resume to the HR recruiter at (858) 822-0547.
• Wait for HR approval before making any offer of employment.

• After you receive HR approval, call the candidate to make an offer. Include 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.