Workforce Management Organization
Employment Department
Staff Hiring Process and Guidelines
2016
Staff Hiring Freeze
 Effective 11/1/15, was initiated to support the need to
reduce expenses and optimize organizational structure
 Positions exempt from the Hiring Freeze:
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Faculty, student and graduate assistant positions
Positions funded at 50% or greater by 5-ledger funds
Positions already designated as mission critical to university investments or
initiatives
 All reclassifications and promotion requests unrelated to VSP
terminations will be suspended until July 1, 2016.
 If a resignation or termination is deemed critical to operations, the
department head may request an exception by completing and
submitting a ‘Hiring Freeze Exception Form.’
 Click HERE for the form.
 The approved form should be attached to the vacancy in HCM.
Hiring Process for Staff
To Get Started
The recruitment process is performed in HCM/Oracle Tulane Manager iRecruitment. You
will first need access to Tulane Manager iRecruitment through Gibson Online.
HOW TO GET ACCESS TO TULANE MANAGER IRECRUITMENT:
Complete the HCM Request Form – Link Below
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http://tulane.edu/wfmo/forms/a-z.cfm
Select, “HRIS HCM Account Access Request Form”
Sign-in using your Tulane username/password
Under the first section titled "Order Things," select "Accounts"
Scroll down to HCM Functional Accounts
Enter the person’s name who is responsible for Financial Accounts in your department
Under the bottom section on that page titled "HCM," select the box Manager
iRecruitment
o You will then be prompted to input your Org. Number
o Once you have done so, select the icon on the right side of the screen "Order Now"
Job Description/Compensation
 Once you have access to HCM Tulane Manager
iRecruitment, you can then create a vacancy to post your
position.
 You will need a current Job Description for this process.
 You may work with the WFMO Compensation team to
review and revise the job description to ensure it
accurately reflects the job.
 The Compensation team will also work with you on
staffing plans and salary/pay information.
WFMO Compensation Team
 Cheryl Bush, Director
 clbush@tulane.edu
 504-247-1715
 Eva Morris, Assistant Director
 emorris1@tulane.edu
 504-247-1714
 Katherine (Katie) Davis, Compensation Analyst
 kdavis5@tulane.edu
 504-247-1754
Vacancy is Posted
 With an updated Job description, the next step is to
create a vacancy in Manager iRecruitment. The
minimum posting period is two weeks.
 Jobs are posted on Tulane.edu/jobs and NOLA.com
 Candidates may be interviewed during the posting
period.
 Vacancies can be reposted for 1-2 week periods.
 Vacancies older than 180 days will be closed. If the need
for the position still exists, a new vacancy can be created.
Review Applicants
o You will be able to view the applicants on the vacancy through
Manager iRecruitment.
o Be sure to review Job Description.
o Departments must verify that all applicants meet the minimum
qualifications on the job description BEFORE interviewing. If you
are not sure if a candidate meets the qualifications, please consult
the Employment team.
o Minimum qualifications:
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Education
Years of experience
The University cannot hire a candidate who does not meet the
minimum qualifications. No exceptions.
Work Experience
o Previous related work experience is often required
for consideration of staff employment.
o Previous full-time employment experience will be
considered, as long as such experience meets the
minimum requirements stated in the job posting.
o Previous part-time experience or former
employment as a student worker, intern, or
volunteer will not be considered or counted toward
satisfying work experience required. [This may be
reviewed on a case-by-case basis.]
Preferred Qualifications
o A great tool to use in identifying the right
candidate.
o Candidates do not have to meet all preferred
qualifications to be considered or hired, but
MUST meet the minimum qualifications.
o Provides insight into the qualifications important
for long-term success.
Interviewing – What NOT to Ask
DON’T Ask Candidates About:
 Nationality, birthplace, national origin
 Foreign languages spoken UNLESS required by job
 Disability
 Criminal record
 Marital status
 Gender
 Age
Interviewing – What to Ask
You may ask:
• If she/he can work the specified work schedule for the
job.
• About any professional or education training as required
for the job.
• Her/his ability to perform the
required job functions.
Limit interview to job related conversation only.
The Hiring Decision- Do
 Look for red flags on the application or resume
 Conduct a behavioral interview
o “Tell me about a time you . . .”
 Ask for business references, not personal references.
These may be checked after the interview has been
conducted.
 Learn from past hires
o
Ex. Previous employee termed in introductory period because they didn’t
have specific skills necessary for the position. In future interviews,
probe to confirm the candidate possesses necessary skills.
The Hiring Decision- Do NOT
 Do NOT rush through the process
 Do NOT hire friends or family
 Do NOT skip reference checks – especially
for existing employees or potential rehires
The Offer
 Once a top candidate is identified, an Offer can be created in
Manager iRecruitment.
 Offers MAY NOT be extended until an offer is submitted and
approved in Manager iRecruitment.
 The Offer (salary or hourly amount) MUST be within the
Compensation Guidelines as stated on the Vacancy notes from
the Compensation department.
 You will be notified by WFMO Employment when the Offer is
approved.
 You may then extend a Verbal Offer.
The Verbal Offer
 The Verbal Offer is contingent upon the successful
completion of a background check.
 A candidate should not be advised of a potential start
date, or advised to give notice to a current employer until
the background check has been cleared.
 You will receive notification from WFMO Employment
when the background check clears.
 You may then confirm a start date with the candidate.
Onboarding Documents
 Once the start date is confirmed, the New Hire will
receive an email from Employment@tulane.edu
with a link to complete onboarding documents
online.
 The Offer letter is a part of the onboarding
documents. Staff do not receive contracts and
should not be issued an offer letter outside of the
online onboarding documents.
Staff Orientation
 All Staff new hires attend Orientation, which is held every Friday morning
from 8:45 am – 1 pm at Workforce Management, 200 Broadway, Suite 220.
 New Hires need to bring supporting I-9 documents to Orientation for proof
of their eligibility to work in the United States. The most common
documents presented are:
• passports - OR• a photo ID with a Social Security card –OR• a photo ID with a birth certificate.
New Hires will receive a complete list of other document options.
 Supporting I-9 documents MUST be original and unexpired. This is a
Federal regulation.
 New Hires cannot attend Orientation if they do not have the appropriate
documents.
New Employee’s First Day
 The Hiring Manager will receive an email notification to confirm that the
new hire’s record has successfully loaded into the Oracle EBS system. The
Labor Distribution Schedule will need to be entered.
 The Hiring Manager will also receive the new employee’s Tulane user ID
and temporary password via email.

If this is not received on the Monday after Orientation, please contact Technical Services.
 Once the New Hire notification is received, the new employee can obtain
his/her Splash card.
 Hiring Managers should plan the New Employee’s first week to include an
introduction to the department and systems they will be using.
 Please be intentional in planning a warm welcome for new team members!
WFMO Employment Team
Please contact us anytime for assistance!
Name
Title
Area
Email
Phone
Kelly Bankston
Assistant Director
All
kbanksto@tulane.edu
247-1746
Nick Douglas
Employment Consultant
Faculty Offers, Special
Projects
ndouglas@tulane.edu
247-1726
Nikki Payton
Sr. Employment
Coordinator
Staff Offers
npayton@tulane.edu
247-1721
Coty Perossier
Employment
Coordinator
Faculty/Staff Vacancies;
Temporary Agency Orders;
Background checks
cperossi@tulane.edu
247-1743
Luis Behrhorst
Student Employment
Manager
Community Tutor Program;
Student Hiring
lbehror@tulane.edu
865-5149
Daisy Espiritu
Student Employment
Coordinator
Student Hiring
daisye@tulane.edu
314-2219
APPENDIX
Education Equivalencies
Minimum Requirements
Equivalent Requirements
High school diploma or equivalent (i.e. GED)
Not Applicable
Associate’s degree or … (include verbiage to the right)
High school diploma and 3 years of directly related work
experience (formula: 1.5 x 2-year college degree)
Bachelor’s degree in a non-specific field of study or …
(include verbiage to the right)
High school diploma/equivalent and 6 years of directly related
work experience (formula: 1.5 x 4-year college degree)
Bachelor’s degree in a specific or specialized field of
study, as required to perform the job (Example: A
Bachelor’s degree in Architecture is required for an
Architect.)
Not Applicable
Master’s degree in a non-specific field of study
or … (include verbiage to the right)
Bachelor’s degree and 3 years of directly related work
experience (formula: 1.5 x average 2-year master’s degree)
Master’s degree in a specific or specialized field of
study, as required to perform the job (Example: A
Master’s degree in Social Work is required for an
incumbent to hold the title of MSW.)
Not Applicable
Jobs at or above the level of Associate Vice President,
Associate Dean, and Executive Director
Not Applicable
Terminal degree (Example: Ph.D., J.D., M.D., etc.)
Not Applicable
Staff Hiring Process Overview
Create the Vacancy in HCM Manager iRecruitment
Vacancy Routes for Approvals
Vacancy is Posted
Applicants Apply
Review Candidates
Interview Process
Create the Offer in iRecruitment
Offer Routes for Approvals
Extend Verbal Offer
Employment Orders the Background Check
Confirm Start Date
Onboarding
New Hire completes Online Documents in TALX
Orientation/I9 Process
HIRED
Payroll
Email, TU ID
SAMPLE Job Description: Research Nurse
Employee Name:
Department Name: Epidemiology
Reports To (Supervisor’s Name and
Title):
Position Location /Address:
Position Shift /Work Schedule:
Monday – Friday; 7:30am – 3:30 pm
Study recruitment clinical sites in New Orleans
Fair Labor Standards Act Status: Exempt
Approved by: Eva Morris
Date: 10-14-14
POSITION SUMMARY:
Coordinates research projects, clinical trials, and performs duties as required by the protocol. Responsible for recruiting,
screening and enrolling patients in study protocols (including obtaining informed consent and incentive accountability).
REQUIRED EDUCATION AND EXPERIENCE: (Note: Only the following two criteria—one education
and one experience—will be used for screening qualified applicants.)
• Registered nurse/RN Licensure to practice in the State of Louisiana required at the date of hire
• 3 years' experience in clinical trials.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES TYPICALLY NEEDED TO PERFORM THIS JOB
SUCCESSFULLY:(Note: The following criteria will not be used in screening qualified applicants but may
be considered in the final decision-selection process of candidates interviewed.)
• Excellent oral and written communication skills
• Ability to use MS Office software
• Familiarity with standard electronic office machines
PREFERRED QUALIFICATIONS:
Bachelor's degree in Nursing (BSN)