Changing applicant statuses, salary and Equal Opportunity approvals, offering the position to the applicant

Initial Hiring Review: When a final candidate has been identified a hiring review must be completed prior to extending an offer of employment Before a hiring review may be started the applicant statuses have to be changed and the proposed salary information entered into People Admin

Changing applicant statuses: Log into People Admin at: Select ‘Active Postings’ Find the correct position number Click ‘View’ under job title. The page defaults to the applicants tab Applicant statuses may be changed individually or all at once

Active postings:

Changing applicant statuses: Individually- click on the ‘Change Status’ link for the desired candidate Multiple- select the appropriate boxes in the far right column or select ‘All’ to check all of the applicants. Then choose ‘Change Multiple Applicants Status’

Individually changing an applicant’s status:

Changing multiple applicant statuses:

Selections for status changes: Select ‘Not Interviewed’ for candidates not chosen for an interview. Next choose the reason he/she was not interviewed from the drop down box to the right For candidates who are interviewed but NOT hired, select ‘Interviewed-Not Hired’ from the drop down box, then select the appropriate reason why he/she was not hired

Selections for status changes: If an applicant could not be reached for an interview, did not show up for an interview, or declined an interview, select the corresponding status If an applicant asks to be withdrawn from consideration, select the status of ‘Applicant Withdrew Application’ For the candidate proposed for hire, change his/her status to ‘HR/EOP begin Hiring Review’

Status changes on People Admin:

Saving status changes: After the statuses have been changed, select ‘Continue to Confirm Page’ Review the status changes to make sure the correct status was chosen for each candidate If all of the statuses are correct, select ‘Save Status Changes’ When the applicant page returns, there should be only one active candidate left, the rest of the applicants should have become inactive

Salary information tab: As part of the initial hiring review, the salary information tab must be completed After verifying that only one applicant remains active, select the tab labeled ‘salary information’ at the top of the page

Salary information tab in People Admin:

Salary information tab: Complete the salary information tab. Include the proposed salary and whether the candidate is a current employee or new hire by selecting the appropriate radial button Verify that the proposed starting salary is within the salary range that was posted (in the posting details tab) For SP positions, list the percentage the salary is above the minimum for the classification or the current employee’s salary Include the index number for the background check. Background checks cannot be initiated without this number.

Saving changes to salary information tab: After the status changes and the salary tab are complete, scroll to the bottom of the page and select ‘View Posting Summary’ At the posting summary page, the radial button will default to ‘Save’ Select ‘Continue’ and ‘Confirm’ on the following page

Saving changes on People Admin:

Salary tips for SP positions- new hires: If the proposed salary is over 20% above the minimum for the classification’s pay grade, a Request for Above the Minimum Guidelines letter (i.e. justification memo) should be completed The justification memo should be signed by the department, approved by the appropriate Vice President/Dean and submitted to the Employment office for review before the proposed salary can be approved Classification & Compensation will review the justification memo for equity within the department and the University; and the Director of Human Resources will either approve/deny the above minimum request

Salary tips for SP positions- current employees: If the intended candidate is a current employee and he/she is being offered a position in a higher pay grade (promotion), he/she is eligible for up to 15% over their current salary or 20% above the minimum salary of the new pay grade, whichever is greater. If the hiring department would like to pay the employee an amount higher than these guidelines, a Request to Appoint at a Salary above Guidelines letter (justification memo) must be submitted to Employment with the appropriate signatures for approval. Salary requests for above minimum guidelines may take up to seven business days to complete once the justification memo is received

Example of justification memo: Date TO:Director, Human Resources THROUGH:President or Appropriate Vice President THROUGH:Dean/Director FROM:Departmental/College Hiring Authority SUBJECT:Request to Appoint at a Salary above Guidelines Department Name has requested the appointment of Employee Name as a Position Title, Position No , in department dept # at a salary above salary guidelines. The minimum qualifications for the class are a high school diploma and four years of appropriate experience. Applicant Name has a bachelor’s degree and more than 12 years or related experience. Please add any documented recruitment issues or additional justification to support your request. Based on Applicant Name’s education and experience, I am/ we are recommending that an appointment of $ proposed salary, approximately XX% above the guidelines, would be appropriate. Please indicate your decision below. ___________________________APPROVED ( ) DISAPPROVED ( ) Dean/Director or designee ___________________________APPROVED ( ) DISAPPROVED ( ) President or Appropriate Vice President or designee ___________________________APPROVED ( ) DISAPPROVED ( ) Director, Human Resources

Contact employment department for hiring review: When the applicant statuses have been changed, the salary information tab is complete and the justification memo is signed and submitted to Employment (if applicable) the applicant is ready for a hiring review Send an to the Employment office requesting a hiring review of the final candidate. Include the position number and the final candidate’s name. ***NOTE: Please remember to send an requesting the hiring review. There is not an automatic that is generated when changing applicant statuses to notify Employment of the awaiting applicant***

Hiring review: During the hiring review the proposed salary will be reviewed to ensure it is within the posted range and the pay grade In addition, the Office of Equal Opportunity Programs will review the selection process and approve the final candidate ***NOTE--- Do not offer the position to the candidate until you receive notification that the hiring review has been approved***

Hiring review: An from the Employment department will be sent to the hiring authority regarding the salary and EOP’s approval of the final candidate If there is a problem with the proposed salary, an Employment Representative will contact the hiring department to discuss available options

Offering position to candidate: When the hiring review is approved the hiring authority may contact the final candidate and offer the position contingent upon a background check (if one is required) During this conversation, the hiring authority may also confirm the starting salary with the final candidate and notify the applicant that an Employment Representative will be contacting him/her regarding the background check

Offering position to candidate: After speaking with the candidate, the Employment department regarding whether the applicant accepted/declined the position and the agreed upon starting salary A background check must be completed on all new hires and any current employee that is transferring to a new division within the University Returning employees may be subject to a background check dependant upon their break of service See the Background Check power point for more information on the next steps in the hiring process