STAFF RECRUITMENT HIRE PROCESS CHECKLIST
Steps to a Successful Search with Career Zone
PC#___________BR#____________POSITION TITLE: _______________________
ITEM#
PROCESS (WHAT)
PRE-HIRE
PROCESS (Who)
1
Completed?
POSTING A POSITION
HM
HM
A.
i. Replacement
Position-NO TITLE
CHANGE
A.
ii. Replacement
Position-TITLE
CHANGE
HM
HM
HM
B. INCREMENTAL
POSITION
C. REPLACEMENT/
INCREMENTAL
D. Assembles diverse
search/interview
committee (if applicable
within college/division)
2.
STEPS(How to do it)
HR
RECRUITMENT
ASSISTANT
Create requisition in Career Zone (log
in at: http://careers.rit.edu/managers;
use Firefox or Chrome for system-(for
________
first time system user OR you do not have
responsibility to set up a new requisition, contact
Lizanne at 5-6261 for assistance)
Prior to entering into career zone –
Work with your HRSM regarding title
change-for detailed instruction go to:
https://www.rit.edu/fa/humanresourc
es/policies/procedures/positioncontro
l.html.
For complete process go to:
https://www.rit.edu/fa/humanresourc
es/new_incremental_position
For Steps B & C-Create requisition into
Career Zone for on-line approvals
Email staffrec@rit.edu to add names
of committee members to requisition if
not on the original req setup.
Approves requisition and Positions are posted to the following
posts to RIT Talent
sites:
Gateways
https://www.rit.edu/fa/humanresourc
es/sites/rit.edu.fa.humanresources/file
s/forms/STAFF%20EXTERNAL%20AD
VERTISING%20SITES%20Jan2015%20
.pdf. (Note-it is recommended that positions
________
________
______
________
_________
posted for internals only are posted at least 5
calendar days; external/internal posted at least for
10-14 calendar days-based on the date of initial
posting)
o
3.
HM/SC CHAIR
July 2015
1
Interview Plan
Additional advertising: HM
determines if any additional
advertising is needed on career specific
sites-if YES-send posting description to
staffrec@rit.edu to review for RIT
compliant language before posting.
Hiring Department responsible for
additional advertising costs
Contact your STAFF RECRUITER to
facilitate a plan for candidate interviews.
_________
ITEM#
4
SELECTION &
HIRE PROCESS
(WHO)
HM/SC CHAIR
PROCESS (WHAT)
A. CAREER ZONE
TRAINING
STEPS(How to do it)
i.
ii.
HM/SC CHAIR
B. CANDIDATE
REVIEW
PROCESS-Partner
with your recruiter
during this process
i.
ii.
iii.
Completed?
Email staffrec@rit.edu to
request applicant review
________
training in CZ for HM and/or
search committee members
Advises committee members all
notes regarding interviews
must be turned in at end of
search and sent to HR to comply
with Records Retention Policy
C.22
Review all candidates in CZ
Sort candidate type –
________
Internal/External. Bring
internal candidates to top of list
Contact the internal candidate
via phone or email with the
result of the review of their
application * (contact recruiter if
unsure of how to handle)
HM/SC CHAIR
5
HM/SC CHAIR
C. DISPOSITION OF
CANDIDATES
(UPDATE
STATUS)
A. INTERVIEW
PROCESS
B. REMOVE
6
7
HM/SC Chair OR
Staff Recruiter
HM/SC Chair
July 2015
2
POSITION FROM
CAREER ZONE
PHONE INTERVIEWS
During initial review of candidate pool,
disposition candidates who do not meet _________
the minimum qualifications of the
position */ **
i.
Review all candidates who meet
the minimum qualifications of
the position and determine
candidates for phone interview
ii.
Contact recruiter to discuss
candidates selected
iii.
Internal candidates-during the
selection process (pre-finalist
or finalist)-REVIEW last 3
performance appraisals with
recruiter
Sends email to staffrec@rit.edu to
remove external posting from CZ
Dependent on interview plan, contact
candidates for phone interviews
i.
Updates candidate status to “phone
interview” once interviews
have been scheduled **
ii. Dispositions all other candidates
not being considered **
_________
________
_______
________
ITEM#
8
SELECTION &
HIRE PROCESS
(WHO)
HM/SC Chair
PROCESS (WHAT)
ONSITE
INTERVIEWS
9
HM/College/
Division
A. Determine Hire
10
HM/College/
Division
B. PRIOR TO
11
HM/College/
Division
12
VERBAL OFFER
C. Dependent on
college/division
internal business
practices
D. VERBAL OFFER
HM/College/
Division
13
14
HM/College/
Division
E. CANDIDATE
REQUEST FOR
ACCOMODATIONS
HM/College/
Division
F. CANDIDATE
DECLINES OFFER
July 2015
3
STEPS(How to do it)
i.
Completed?
Reviews interview notes with
Staff Recruiter. Determines
candidates for onsite
interviews and who will
participate from
college/department in this
phase, if any.
ii. Uses email template in career
zone to send confirmation
of onsite interview*
_____
Confers with others involved in
selection process to receive input to
determine hire
i. Works with college/division
budget person, HRSM and
Staff Recruiter with regards
to salary determination.
HRSM must approve final
salary before offer can be
made to the candidate.
ii. If applicable, works with HR
_______
Compliance Manager if any
questions regarding
immigration status
Generates the pre-offer form for approval
(not required by all areas) *
Makes verbal offer to candidate
contingent on criminal background
check/Sends background check email
from career zone(external new hires
only) *
A candidate may submit a request for
accommodations as a condition of
employment. The email is sent by the
candidate to careers@rit.edu, and the
request is forwarded to staff
recruiter/Hiring Manager and HR
Compliance Manager for review and
determination. HR Compliance manager
will contact candidate with result of
accommodation request
If the candidate declines the offer, contact
recruiter to discuss alternate candidate for
hire. (go to step# 10)
_______
_____
_______
_______
__________
ITEM#
15
SELECTION &
HIRE PROCESS
(WHO)
HR STAFF
ASSISTANT
PROCESS (WHAT)
STEPS(How to do it)
COMPLETED
BACKGROUND CHECK
FORM RECEIVED FROM
CANDIDATE
Runs background check/MVR(if
applicable)
ii. If clear-sends clearance email to
HM
iii. If not clear, outreaches to HM,
adverse action process is
started. HM must hold
position 60 days (per
federal law) to allow
candidate response to
report.
Completed?
i.
__________
.
16
HM/College/
Department
17
HM
18
HM
19
HM/Admin
Support
20
HR Recruitment
Assistant
July 2015
4
A. GENERATES NEW
HIRE OR
INTERNAL
TRANSFER/
PROMOTION
OFFER LETTER
B. Unsuccessful
Applicants
C. Interview notes
Generates on line New
Hire EAF
Assembles new hire
packet(both internal and
external hires)
i.
Sends written offer letter to
candidate (link to
templates:
https://www.rit.edu/fa/hu
manresources/content/pro
cessing-staff-hires-andoffers) Note-offer letter is
required for both internal
and external hires
ii. Sends copy of offer letter to
staff recruiter for
employment file
i. Staff Recruiter provides
guidance in contacting
unsuccessful candidates
ii. Dispositions those candidates
once contacted in CZ **
Gather all interview notes from
search/interview team and send to
Office of Staff Recruitment, Room 1132
Eastman
In CZ, generates new hire EAF. Inserts
department specific approvers based
on business case in college/division
Reviews EAF for additional terms and
conditions; reviews offer letter against
EAF to ensure dates are the same; takes
to HR Assistant for entry into Oracle
_________
_______
______
_____
_______
ITEM#
POST-HIRE
PROCESS
(WHO)
21
HM
22
HM
23
HM
PROCESS (WHAT)
STEPS(How to do it)
Completed?
Dispositions all remaining
candidates in Career Zone if not
done already **
Forwards all interview notes to staff
recruiter for records retention (1st
Floor Eastman-Room 1132)
Goes to HR Onboarding site for
information on what is needed for
new hire:
https://www.rit.edu/fa/humanreso
urces/content/onboarding
________
_______
Terminology:
CZ
Career Zone
HM
Hiring Manager
SC Chair
Search Committee Chair
HR Staff Asst. Background Check Process-attn. Brittany Zorn 5 Floor Eastman Hall Fax: 585-475-7170
th
Email: hr@rit.edu
HR Recruitment Asst.
Lizanne Zamites-lxzpsn@rit.edu
Staff Recruiter-Recruiter Areas:
Kathy Carcaci: 5-6964
kjc4979@rit.edu
Student Affairs
Development
President’s Office
GIS/CIMS
Provost
VP Research
Government & Community Relations
EMCS
5-6261
Christiana Ortiz: 5-5329
cospsn@rit.edu
F&A
CAST
CIAS
GCCIS
KGCOE
NTID
CLA
COS
SCB
IHST



Link to the full process can be found on the HR Website at:
https://www.rit.edu/fa/humanresources/content/recruitment-and-staffing-resources-managers#overlaycontext=
*Link to Career Zone Applicant Review Quick Start Guide:
https://www.rit.edu/fa/humanresources/system/files/Applicant_Management.pdf
**Link to Career Zone Guide for Updating Applicant Disposition:
https://www.rit.edu/fa/humanresources/system/files/RIT%20CZ%20User%20Guide-Disposition%20Guide.pdf
July 2015
5