Staff Hiring Checklist
_____ If filling a previously occupied position, do you have a written letter of resignation
_____Complete Student Affairs Update form for staff vacancy
_____If you have a written resignation, was that resignation accepted in writing.
_____If filling a new position, do you have an up to date Position Information
Questionnaire
_____Review job factor to determine if any changes or modifications need to be made
to the position – easier to change an vacant position
_____Request approval from Vice President or Associate Vice President for Student
Affairs to proceed with the search process
_____Make contact with Student Affairs Equal Opportunity representative to review
divisional hiring expectations
_____Enter position requisition into the HR Recruiting Solutions System
_____Form Search committee if necessary – enter info into Recruiting Solutions
_____Evaluate need to advertise on professional websites i.e. – Student Affairs.com,
NASPA, SACSA, ACPA or other professional sites. These are usually lower in cost and
reach a more targeted audience.
_____Send note to HR representative, currently Stacey Gardner, letting her know you
have submitted a requisition to make sure it is processed in a timely manner.
_____Positions open and close on Sundays and run for two weeks unless you request
a longer open period
_____ To make sure position runs on Sunday you must have the requisition in and
approved by HR the previous Monday at 12 noon
_____Once the position is closed print applications, cover letters and resumes from
Recruiting Solutions Systems
_____ Consider sending emails to everyone in the candidate pool thanking them for
applying and giving them a general time line for your process
_____Review selection criteria with search committee if appropriate
_____Review applications for minimum requirements
_____Interview top candidates
_____Check references on top candidate(s)
_____Request final approval from Vice President or Associate Vice President for
Student Affairs on preferred candidate and salary in advance of entering data in to
Recruiting Solutions or making an offer
_____Complete data entry into Recruiting Solutions for all candidates and preferred
candidate
_____Wait for HR approval on start date, salary and ability to make offer
_____Make written offer to preferred candidate including start date and salary –
pending Background Check – ask candidate to accept offer in writing
Initiate Background Check
_____Notify preferred candidate of orientation dates and expectations – parking, dress,
commitment etc.
_____ Call staff that were interviewed and not selected and let them kow you have
selected another candidate
_____ Send email to candidate pool letting them know you have selected another
candidate and the position is closed
_____Complete Student Affairs Staff Update Form for new staff
_____Complete Job Factors for news staff on Performance Appraisal form and have
staff sign off