New Hire Guidelines
PROCESS
Plant Operations New Hire Guidelines
PURPOSE
Explain the hiring process and to provide a proactive approach to hiring new employees so they have as much as
possible setup prior to their work assignment.
GUIDELINES
Vacant Position Stage
1. Position becomes vacant
2. Department head assesses area need
a. Area needs existing job
i. Support staff posts position in Online Job System (OJS)
ii. Plant Operations Human Resources (PO HR) approves
iii. Central HR posts, advertises & processes applicants
b. Area needs new job title
i. Department head (hiring manager) works with PO HR for new Job Description
ii. PO HR reclassifies position to requested change
iii. Support staff notified by PO HR when finalized
iv. Support staff posts position in OJS
v. PO HR approves
vi. Central HR posts, advertises & processes applicants
c. Area needs multiple of the same job description hired & posted (new titles included)
i. Support staff works with PO HR & Central HR to have multiple postings of the same title
but only one posting open for applicants. This means one pool of applicants to choose
from.
ii. One position is posted & others are place on hold
Interviewing Stage
1) Support staff give applications from OJS to hiring manager
2) Hiring manager reviews & chooses interviewees (Must interview a minimum of 3 candidates for each
posting)
3) Support staff sets interviews for hiring manager
4) After interview, hiring manager lets support staff know if applicant is a strong candidate
5) Support staff has strong candidates fill out Criminal History Record Investigation (CHRI) & Motor Vehicle
Request (MVR)
6) Support staff forwards CHRI & MVR to PO HR
7) PO HR sends CHRI & DMV requests to appropriate departments for processing
8) When requests are returned to PO HR, support staff is notified
9) Finalist selected
10) Hiring Manager fills out Compliance Checklist & sends to support staff
11) Support staff process Request for Offer (RFO) and attaches compliance checklist
12) PO HR provides Central HR with additional information necessary for RFO processing
When RFO is approved by Central HR then proceed to Offer stage.
Plant Operations New Hire Guidelines
Page 1 of 3
New Hire Guidelines
Offer stage
Support staff contacts finalist and sets appointment with hiring manager for offer. Also provides Central HR
website with list of acceptable I-9 documents (http://www.uh.edu/hr/HRFORMS/authorization_request.pdf ) and
direct deposit documents (deposit slip) that finalist must bring to the appointment.
Prospective employee is offered the position; the following paperwork is presented to them:
a) *Offer Letter - Start Date must be minimum 5 business days from Offer Letter date – original paperwork
sent to PO HR
b) *Personal Data Sheets – original paperwork to PO HR
c) Veteran Service Report (if required– original paperwork to PO HR)
d) W-11 (if required– original paperwork to PO HR)
e) Essential Personnel Memo
f) P-Card application (if required for job duties– original paperwork to PO HR)
g) PeopleSoft Application ( as necessary for job duties – original paperwork to PO HR)
h) *I-9 & Direct Deposit papers to file at Central HR, including map to Central HR
i) Provide instructions to sign up for accounts payable & AP direct deposit
* The items with stars MUST be finished to hire applicant.
st
For out of town new hires ONLY. I-9 & direct deposit can be done on 1 day of employment. They cannot attend
ROAR on their first day of employment, which will have to be attended the next Monday. They will not be receive
an employee ID card or parking tag until I-9 & direct deposit completed.
Processing stage
Support staff processes Electronic Personnel Action Request (ePAR) & fills out the following:
a) Cougarnet setup
b) P Drive access
c) Telecomm setup (phone for desk if needed)
d) Long Distance code (If needed)
e) FME access (if needed for job duties)
f) PO HR sets up New Hire Orientation (ROAR), including sending info to new employee
g) PO HR forward approval for ROAR to support staff
g) Every Monday PO HR sends email to Cydney Rax for Plant Ops updates, Sheree Pearce for Cougarnet &
PO Business Services for FME Identity.
Orientation
a) New employee attends New Hire Orientation
b) New employee participates in Dept. Orientation
st
1 Monday of employment
st
1 Tuesday of employment
Student (Non-College Work Study) employee hiring
1. Position is/becomes vacant
2. Confirm with Department Head & Plant Ops HR DBA for budget to fill
3. Acquire applications - Two options
a. Post on http://www.career.uh.edu – student application website
b. Word of mouth or department appropriate representative for student referrals
Plant Operations New Hire Guidelines
Page 2 of 3
New Hire Guidelines
4. Hiring Manager interviews students & makes choice (student positions do not require Background
checks)
5. Hiring Manger offers position to student
a. Offer Letter – must include salary, start date (three days in the future minimum), proper title, phrase
“position does not provide tuition assistance or reimbursement” and if required an end date.
6. Support staff for department types ePAR to hire student. (If student is foreign national send to Plant Ops
HR Coord.)
7. Plant Ops HR Coord provides first time sheet.
Student (College Work Study) employee hiring
1.
2.
3.
4.
5.
6.
7.
8.
Position is/becomes vacant
Confirm with Department Head & Plant Ops HR DBA for budget to fill
Get authorization form COMPLETELY processed through Financial Aid Department
Hiring Manager interviews students & makes choice (student positions do not require Background
checks)
Hiring Manager offers position to student
a. Offer Letter – must include salary, start date (three days in the future minimum), proper title, phrase
“position does not provide tuition assistance or reimbursement” and if required an end date.
Support staff for department processes ePAR to hire student. (If student is foreign national send to Plant
Ops HR Coord.)
Plant Ops HR Coord provides first time sheet.
Support staff will track students’ hours to insure balance does NOT exceed authorized amount.
Plant Operations New Hire Guidelines
Page 3 of 3