Hire Process Interview Exchange

2012

Review Creation of Job Description

If creating a new job description:

Determine the need

Complete Position Description Form (http://www.umb.edu/hr/forms_instructions/forms/)

• Outline the responsibilities of the position

• Forward completed description to both HR Business Partner and HR

Staffing and Compensation Manager

The position will then be

• Evaluated

• Graded

• Assigned a salary range

Receive a new position evaluation memo from Human

Resource or updated salary memo from Human Resources

Review Creation of Job Description

If filling an existing position:

Review existing job description

Document and forward along any changes to HR

Business Partner and HR Staffing and Compensation

Manager

Changes could impact title, grade and/or salary of the

position

Receive an updated position evaluation memo from

Human Resources

Position Release and Recruitment Form

Complete Position Release and Recruitment Form (http://www.umb.edu/hr/forms_instructions/forms/)

Send the following to the Department Hiring Coordinator

for review and approval

• Completed Position Release and Recruitment Form

• Finalized job description and salary/grade position evaluation memo

Additional signatures may be required depending on

source of funds

• State and trust fund: approved by Vacancy Review Committee (VRC)

• Grant funded: approved by Office of Research & Sponsored Programs

(ORSP)

Posting Information

Human Resources will post all positions on Interview

Exchange

• Professional positions: minimum of seven (7) working days

• Classified positions: minimum ten (10) calendar days

Contact Human Resources Recruitment Coordinator for

external advertising

All advertising costs are the responsibility of the hiring

department

Account information must be provided before ad

placement is finalized

Pre-Interview Process

Department Hiring Coordinator:

• Identifies search committee chair and search committee members

• Develops recruitment strategy and interview questions

Sends to the Office of Diversity and Inclusion (ODI)

for review and approval

Search Committee members will be given access to

online applicants once the posting has closed

Interview Process

Search Committee members

• Access applicants through Interview Exchange

• Selects first round candidates and submits list to ODI

for approval

• Selects finalists and submits list to ODI for approval

Offer Process

Search Committee identifies candidate for appointment

Search Committee Chair/Hiring Coordinator completes

▸ ODI Hiring Report

▸ ODI Selection Data Form

Hiring Coordinator/Search Committee Chair submits above forms,

along with selected candidate’s resume, to ODI

After ODI review and approval, forms are submitted to Staffing and

Compensation Manager for final review and approval of salary

Human Resources Recruitment Coordinator notifies hiring

coordinator/search committee chair of approval

Offer Process

Offer made:

• Professional Staff positions: offer made by hiring manager or designee

• Classified Staff positions: offer made by Human Resources

• Faculty positions: offer made by the Dean in conjunction with the Office of

the Provost

Hiring Department completes

• Personnel Action Form and related documents

Step By Step Process When Not Utilizing

Interview Exchange

Step by Step Hiring Process Not Utilizing

Interview Exchange

I. Pre-interview Process:

1. Department Head determines need for the position and

meets with the Staffing and Compensation Manager (HR) to

discuss job description, position grading, etc.

2. Department Head identifies a Search Committee and Search

Committee Chair.

3. Search Committee Chair develops a recruitment strategy

and search requirements, develops interview questions,

and completes section A-C of the Position Recruitment

Form, all of which is submitted to the Office of Diversity and

Inclusion for approval.

Step by Step Hiring Process Not Utilizing

Interview Exchange

I. Pre-interview Process Continued:

4. Once approved by ODI the paperwork is forwarded to

Department Head for completion of Section D (Department

Approvals)

5. Once Section D is completed Department Head submits

Position Recruitment form to the Vacancy Review

Committee or the Office of Research and Sponsored

Programs for approval.

6. Once approved by VRC or ORSP the paperwork is

forwarded to the Recruitment Coordinator (HR) for posting.

Step by Step Hiring Process Not Utilizing

Interview Exchange

I. Interview Process (Interview Exchange users skip to Step 3)

1. Search committee receives resumes and directs all applicants to

ODI site to complete the online Self ID Form.

(http://www.umb.edu/odi/entry/self_identification_form/)

2. Search committee completes flow log of applicant pool and

provides copy to ODI.

(http://www.umb.edu/odi/search/)

3. Search committee selects first round of interviewees and submits

the list to ODI for approval.

4. Search committee selects finalists and submits list to ODI for

approval.

Step by Step Hiring Process Not Utilizing

Interview Exchange

I. Interview Process continued:

5. Search committee identifies candidate for appointment and

completes Affirmative Action Hiring Report and Data Form. Both

are submitted to department head for approval, along with a copy

of the candidate’s resume.

6. Department Head submits paperwork to ODI for approval.

7. Once approved by ODI paperwork is forwarded to Recruitment

Coordinator (HR).

8. Recruitment Coordinator offers the position to the designated

candidate.

QUESTIONS?

Contact

▸ HR Questions

• Margaret Peterson Pinkham: Business Partner; 7-7289

(m.petersonpinkham@umb.edu)

• Kim Burke: Recruitment Coordinator; 7-5175

(kim.burke@umb.edu)

• Kara Rudnick: Staffing and Compensation Manager; 7-5148

(kara.rudnick@umb.edu)

▸ ODI Questions

• Juan Nunez: Chief Diversity Officer; 7-4818

(juan.nunez@umb.edu)

• Ana Torres: Special Assistant to Chief Diversity Officer; 7-4827

(ana.torres@umb.edu)

Visit us online:

http://www.umb.edu/hr

http://www.umb.edu/odi