Recruitment Process for a Classified Staff/Crafts position
Phase 1: Identifying a vacancy and drafting the vacancy announcement
Phase 2: Screening and interview selection by the hiring department, interview selection review
by HRS, interviews, final selection review by HRS, on-boarding process for the new employee
Phase 1:
Pre-Recruitment Information:
Hiring managers should ask:
 What kind of position is this?
o Previously established as a staff, faculty, or professional by HRS Compensation
o If staff, follow procedure below. If faculty or professional, see that specific
procedure.

Is this a new or vacant position?
o If new, have I created the role description?
o If vacant, does the role description need to be revised or does it accurately reflect
the job duties of this position?
Recruitment Authorization form (RAF) for a Classified Staff/Crafts position
The Recruitment Authorization form (RAF) notifies HRS of the position vacancy. In order
to initiate the recruitment process, HRS must receive the RAF and a current role
description for that position. New recruitments are opened by HRS on Fridays. In order
to meet the deadline for new recruitments, HRS must receive the RAF (signed by all
appropriate parties) and current RD (signed by all appropriate parties) by 12:00 noon on
Wednesday. Information required on the RAF form:
o Position number and title
o New or revised (Replacement for: employee name & term date
o Special advertising requests
o Closing date
o Approval signatures
o Job characteristics
Recruitment Options for the hiring department
Intra-Departmental
o Only non-temporary, regular classified employees of the department may apply.
o Posted in the hiring department and/or distributed its employees.
o Open for a minimum of three working days.
Campus-Wide
o Open to non-temporary, regular classified employees of The University of
Montana-Missoula or satellite campuses.
o Open for a minimum of five working days.
o Vacancy announcements are posted on the HRS job board and website and sent
to the hiring department for distribution.
Open to the public
o Anyone may apply.
o Open for a minimum of ten working days.
o Vacancy announcements are posted on the HRS job board and website, sent to
the hiring department and local agencies.
o The position vacancy will be advertised in the Sunday Missoulian unless the
hiring department makes a special advertising request.
Closing Options: Open with a hard closing date or Open Until Filled
The deadline for application submission for recruitments with a hard closing date is 5pm
on the day listed on the vacancy announcement. Post dated materials are not accepted.
Open Until Filled recruitments have a unique process. This type of recruitment has an
initial screening date rather than a hard closing date. In order to meet the initial screening
deadline, interested applicants must submit their materials to HRS by 5pm the business
day before the initial screening date. Materials received after 5pm the business day
before the initial screening date may be considered.
If the hiring department cannot identify a successful candidate from the initial group, they
have the option to screen the materials that were received after the initial screening date.
HRS continues to collect application materials until conditional job offer is made and
accepted by the selected candidate.
Advertising:
HRS will post the finalized vacancy announcement on the HRS staff employment webpage,
HigherEd.com, and on the HRS job boards. A brief position description will also be advertised in
the Missoulian on the first Sunday following the opening of each position. The general
employment ad will list all positions opening for that particular week as HOT Jobs. This
advertising technique was designed to draw attention to the newest opportunities available at UM,
highlight each department’s specific position, and encourage interested parties to go to the HRS
website for more information where they can find the full position description.
Special Advertising Requests
This includes anything other than the initial inclusion on the Hot Jobs ad in the Missoulian. The
hiring department pays for additional and/or more detailed advertising in a publication of their
choice. If interested, the hiring department should contact HRS Recruitment 243-5706 or 2435707. The hiring department provides ad copy, dates, and publication to HRS for review prior to
printing. HRS can also offer suggestions at the department’s request. Popular advertising
options include advertising in the MT Group which includes: Billings, Butte, Hamilton, Helena,
and Missoula. Other cities/states can be requested.
Drafting the Vacancy Announcement (VA)
The Vacancy Announcement is created by HRS using the role description and with feedback from
the hiring department. HRS works with the hiring department to finalize the VA by Thursday
morning and the recruitment opens on Friday morning.
Collecting Application Materials by HRS
HRS will administer the collection of application materials. Following the closing/initial screening
date, HRS will contact the hiring department when the materials are ready for pick up.
Phase 2:
Screening and interview selection by the Hiring Department
The hiring department evaluates candidates based on the criteria listed on the vacancy
announcement. Selection criteria must be applied uniformly to all candidates.
Selection Guidelines
 Use the Applicant Screening tool to evaluate each candidate’s ability to meet the
Minimum Qualifications, Required Knowledge, Skills, and Abilities, and Preferred
Qualifications for the position (as listed on the screening tool).
 Applicants cannot be eliminated based on Preferred Qualifications section in initial
screening step
 Point systems/rankings are not allowed in the selection process
 Prepare a memo indicating reasons for selection and non-selection for interview for each
candidate
Return the following to HRS for Interview Selection review
 All application materials
 Completed screening tool. Please submit one form with the group’s consensus if more
than one person was involved in the screening step.
 Memo indicating reasons for selection/non-selection for each candidate. Please be
specific and use examples so as not to delay the recruitment process. It must be clear
why an applicant was/was not selected for an interview.
Please note: HRS may contact the hiring department for clarification of the material provided
prior to finalizing review of the screening step.
No applicant should be contacted or interviewed until HRS has completed the
review process.
EEO Approval
Human Resource’s role is to consult with the hiring department on their decision. The formal
recruitment process is in place to protect the University and to insure a fair & equitable
recruitment process. HRS may ask the hiring department to interview a protected applicant who
meets the minimum requirements. This is in compliance with Equal Opportunity guidelines and
will not interfere with selecting the best-qualified applicant for the position.
HRS review complete – HRS will contact the hiring department and inform them that the
review is complete and that they can now conduct the interviews.
Interviewing
Hiring departments are asked to share a copy of the questions they plan to ask during the
interview with HRS prior to conducting the sessions. Interviews must be consistent with regard to
questions asked and information given to candidates. Interviews must be conducted in an
accessible location.
Familiarize yourself and the committee with each candidate’s application materials. Applicants
should be considered only on their qualifications and their ability to perform the job duties without
regard to race, sex, marital status, physical disability, religion, national origin sexual orientation,
or veteran status. Refer to Non-Discrimination Policy and Interview Guidelines of the
Americans with Disabilities Act (ADA).
Interview Guidelines
 Start the interview with an overview of the department and expectations of the job.
 Inform each candidate of benefits associated with the job and required Union affiliation.
 Provide each candidate with a copy of the Summary of Benefits Offered document.
 Take interview notes for each candidate and refer to those notes when writing the
reasons for final selection memo.
Conducting Reference Checks
The hiring department must contact at least two references for each finalist. HRS cannot
complete review of final selection documentation is received from at least one reference.
References are asked to describe the candidate’s ability to meet a number of job related
qualities/abilities. Please review and utilize the HRS Reference check guidelines and summary
sheet available on the HRS Recruitment webpage.
Final Selection Review by HRS
The hiring department prepares a memo indicating reasons for final selection and reasons for
non-selection for all candidates interviewed. The hiring department then submits the following to
HRS:
 The final selection memo
 Interview notes/responses and reference check notes for finalists
 All application materials
HRS will review all material. If HRS does not have any questions or concerns with the final
selection, HRS will inform the hiring department that a conditional job offer (based on the
outcome of a Criminal Background Investigation and in some cases, a pre-work physical
screening) can be extended.
If/when the selected candidate accepts the position; the hiring department must contact HRS with
the start date. At this time, HRS will generate the hiring authorization form and send it to the
hiring department for all appropriate signatures. Also after confirming the selected candidate’s
acceptance of the position, the hiring department is responsible to contact all candidates
interviewed of the outcome.
On-boarding process for the new employee
The hiring department is responsible to have the new employee complete all required new
employee personnel paperwork on or before their first day of employment. All documents can be
found at the HRS Hiring Guide for Staff (Bi-weekly).
HRS will send new employee and benefits (if applicable) information to the hiring department and
will invite the new employee to the next scheduled orientation (if applicable). University policy
requires all new employees to attend the Sexual Harassment/Equal Opportunity Employment
Training offered during the session and hiring departments must ensure that their new
employee(s) attend.