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
    3. Job Description (MS Word format)

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 in MS Word format (you may view previous and comparable 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 (all printed w/funding authorization & unit supervisor signatures) to Project & Policy Analyst who will get AVC/Dean of Students signature and will send to VCSA office for VCSA signature.
    3. Please also send Job Description electronically (MS Word format) to Project & Policy Analyst & indicate the percentage of the job description that has been changed. 
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 (MS Word format)
    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 approved hiring documents to the Hiring Manager with next steps and copy BSO, Unit Supervisor, AVC/Dean of Students, and Associate 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 the 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
  • Review the Hiring Manager Facts Checklist
SEARCH COMMITTEE
  • NOTE: Standard for retaining search files is 5 years
  • 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 (Link to SLL specific offer letter templates are below)

  • 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 the 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)

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