Business Services Office, Student Life & Leadership, UC Irvine

Hiring

Section 1

SLL Hiring Process

*NOTE: much of this information is available on the Portal (http://portal.uci.edu) under Work/Life > Staff > Hiring)

THINGS TO PREPARE / QUESTIONS TO ANSWER

    • Job Title Code (4-digit number)
    • Classification/Payroll Title (i.e., SAO II, Admin Spec, MSP, etc.)
    • Salary ($ annual/hourly)
    • SLL Department Code: 582000
    • Coordinating Point: 01
    • Appointment Type (Contract; Limited Appointment; Temporary; or Career Employee?)
    • Funding Account (KFS & Legacy Account #)
    • Who is the Hiring Manager? (person coordinating the recruitment - may be different from the supervisor)
    • Spouse or Near Relative?

HIRING PAPERWORK

Recruitment Request Forms (these forms must be signed by the Hiring Manager, AVC/Dean of Students and VC Student Affairs)

    1. Request for Personnel Action & Cover Letter
    2. Student Affairs Staff Recruitment and Position Renewal Form

REVIEW THE ZOT PORTAL "HOW TO: Recruit Staff"

Section 2

CHECKLIST FOR HIRING MANAGERS (for CAREER EMPLOYEES)

  • Obtain resignation letter (if career employee)
  • Contact BSO re: employee last day and give copy of resignation letter
  • Notify AVC/Dean of Students and copy BSO Manager in writing (email) 
  • Ask yourself: Where are your funds coming from to pay this position? What is your timeline? (This will help determine if you can fill with Limited Appointment; Contract; Temporary; or Permanent/Career search)
  • Create or review job description (you may view previous and comprable job descriptions in the Job Description Library)
  • Complete forms:
    1. Request for Personnel Action & Cover Letter 
    2. Student Affairs Staff Recruitment and Position Renewal Form 
      **Submit forms and job description to Project & Policy Analyst who will get AVC/Dean of Students signature and will put a copy in BSO mailbox before getting VCSA signature.
RECRUITMENT REQUEST APPROVAL
  • Project & Policy Analyst will submit to VCSA (Director of Student Affairs HR) for final approval from the VC Student Affairs
  • Items to be submitted for VCSA review:
    1. Job Description
    2. Request for Personnel Action & Cover Letter 
    3. Student Affairs Staff Recruitment and Position Renewal Form 

*Once approved, VCSA Office will scan signed paperwork and send to Project & Policy Analyst. Project and Policy Analyst will send to Hiring Manager, BSO and AVC/Dean of Students.

CLASSIFICATION
  • BSO will submit the Job Description to HR (QuickReq) to be classified
  • HR Classification reviewer responds between 1 - 2 weeks with classification (APPROVED or RETURNED for changes)
  • BSO to submit changes (if any) in HR (QuickReq) system
  • Once Approved, Hiring Manager will get another email (from QuickReq Alert) that Requisition has been approved and is assigned:
    • Requisition Number 
    • Working Title 
  • When final changes are made, the position will be posted on the HR website

Section 3

POSITION POSTED ON HR WEBSITE
  • HR Recruiter will email Hiring Manager with instructions for iGreenTree Hiring Manager (online access to candidate applications – Mac users: use Firefox browser)
  • Instructions for the Hiring Manager—Give HR Recruiter UCINetIDs for:
    • Administrative Access: Hiring Manager and Search Committee Chair
    • Read-Only Access: Committee members, Hiring Manager's supervisor
SEARCH COMMITTEE
  • Select members
  • Chair
  • Develop criteria
  • Timeline
    • ZotPortal: How to Screen and Interview Prospective Staff
    • Review resumes
    • Phone Interviews
    • On-campus Interviews (sample questions available in the fileshare: SLL_STAFF > SLL_Office > SLL Hiring > SLL Candidate Interview Questions)
    • Reference checks
    • Matrix- Rank and rate each applicant
  • Close search: Notify HR Recruiter to close search when you are confident in a strong candidate pool 
    • Update iGreenTree Hiring Manager
      • Code everyone ("Not Interviewed/Others Stronger," etc.)
  • Application Review & Interview Preparation
    • Phone/Online Interview
    • On-campus interview
      • Interview Questions
  • Agenda/Schedule of the day
  • Reference Checks
OFFER

ZotPortal: Sample Employment Letters

  • Before you make an offer, you must clear it with the AVC/Dean of Students
    • Items to discuss:
      • Spouse or Near Relative?
      • Internal or external hire? 
      • Salary (if internal, what is the % increase from previous position?)
        • If more than 24.4%, salary must be approved by Associate Chancellor for HR through Chancellor Approval Form. Work with BSO Manager to fill out this form if applicable
        • BSO Manager sends this form to Project and Policy Analyst and AVC/Dean of Students for signature and to attach a cover letter)
        • BSO Manager will receive the signed documentation and will share with AVC/Dean of Students
        • If lateral, the employee may not negotiate salary. (See Compensation Procedure 30)
  • Negotiation (some positions may not be negotiable--please speak with AVC/Dean of Students)
  • Offer Letter (written by Hiring Manager) (use SLL Offer Letter Template)
    • Points included:
      • Working title
      • Start date
      • Name of supervisor
      • Salary (hourly/annual)
      • Benefits (full, partial)
      • CC: Supervisor; AVC/Dean of Students; Student Affairs HR; BSO Manager
  • Sign by the AVC/Dean of Students
  • Email announcement to SLL/campus

Section 4

TIPS FOR iGREENTREE HIRING MANAGER

  • Search employees to see other positions they have applied for
  • Add administrate or view only access for committee members
  • Code applicants during the process instead of waiting until the search has concluded