Office of Human Resources

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Information for the University Community

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To view a PowerPoint presentation covering the new recruitment and hiring processes click here

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I. Posting, Referral, and Offer Process Changes:

1. All job postings will have an opening and closing date usually no longer than 30 days or determined by request of the hiring department.

2. Hiring departments not satisfied with applicant quality may request re-posting no earlier than (10) days after a position has closed.

3. Job notices will have a ten (10) day minimum posting to include one weekend for greater recruiting exposure.

4. Human Resources (HR) will forward all qualified applicant resumes by e-mail to the hiring manager/department twice during posting.

5. The first batch of qualified resumes will be sent mid-term of posting and the final batch a day after closing, unless original posting was for less than 10 days; otherwise all qualified resumes will be sent the day after the posting has closed.

6. All resume batches will be sent by e-mail attachment to the hiring supervisor/manager and your trained administrative support person with linked hiring packet and employment forms.

7. Applicants who are called for an onsite interview by the hiring department will complete the application in the hiring department at the point of the interview. (We recommend 30 minutes before the start of the interview)

8. Hiring department administrative support employees will have the option to e-mail application packet forms to applicant(s) before the onsite interview.

9. HR employment personnel will handle all Employment offer Letters (EOL) for positions below director level.

10. All director level positions and above will have template Employment Offer Letter (EOL) linked or attached for the hiring manager to complete and forward to the selected applicant. Please e-mail a copy of the EOL to HR employment personnel.

11. The EOL and Job Description (JD) will be required to be acknowledged and accepted with required applicant signatures. Failure to comply within five (5) working days will result in either withdrawal of the EOL or termination if employed.

12. A minimum criminal background check (information already available in the public domain) will be completed on all applicants and completed by HR employment personnel on the final selected candidate.

13. HR has developed a guide sheet on employment criteria for applicants with criminal records. This guide sheet will be publicized on the HR Employment webpage and HR employment personnel will have the sole responsibility in determining an applicant's employment eligibility.

14. HR has developed a Notification and Authorization to Obtain (NAO) information liability release for (included in the application packet) for employment information gathered during the background and selection process for all applicants.

15. A minimum of three (3) work related references are required to be contacted by the hiring departments. The completed reference check form should be sent by e-mail attachment to HR employment personnel.

16. HR employment personnel will complete verification of an applicant's educational credentials. An applicant can satisfy this requirement by providing copies of all transcripts and diplomas. Otherwise HR employment personnel will verify the applicant's educational credentials using the pre-signed NAO authorization.

17. HR employment personnel have revised the Applicant Hiring Summary (AHS) form that hiring departments can e-mail to HR for faster system data entry. This form must be completed and forwarded to HR employment personnel before any offer of employment is extended.

18. For Temporary positions where the candidate has already been selected, the department will attach a completed application including resume to the Personnel Vacancy for (PVF).

19. The Personnel Vacancy Form (PVF) was revised on 9/1/06; no other changes have been made to the current job position pre-approval requisition and funding confirmation process.

II. Human Resource Systems and E-mail Requirement Changes:

1. Practically every applicant will apply for positions at TWU by sending resumes or credentials to staffjobs@twu.edu.

2. Our computer file storage space on the HR e-mail shared drive will have continuous capacity to receive and hold up to 4000 active resumes.

3. All open and recruited positions will be located on the system file folder called "Employment File" e-mail shared drive (public folder). All hiring department trained administrative support personnel will have access to those received resumes of their department postings by title and vacancy file number.

4. Each active posted position e-mail file folder will have copies of the completed Personnel Vacancy Form (PVF), Interview Guides, Job Description (JD), and the internal and external applicant resumes for hiring department access.

5. HR will not return hard copies of the signed and approved Personnel Vacancy Forms (PVF). An e-mail notification will be sent once the completed PVF has been scanned into the system file folder and accessible to the hiring department.

6. The hiring packet and all employment letter/forms will be located on a shared drive for the trained hiring department administrative support personnel to access.

7. Two (2) sample template rejection letters for interviewed applicants who have had a first and/or a second/multiple interviews have been set up on the shared drive for department administrative support personnel to access and complete.

8. The Houston campus "Employment Office" will be sent a scanner for direct resume input processing into the main HR Employment File.

9. All applicants applying by electronic means will receive automated system generated "thank you" reply e-mail. This e-mail reply will have a complete explanation of the entire changes in TWU recruitment and hiring process from an applicant prospective.

10. We have been advised by ITS, that our current virus protection software can accept a high volume of work attachments and/or (CV) cut/paste electronic e-mails.

III. Position and Employment Advertising Changes:

1. The current TWU Employment Application located on the HR webpage will no longer be accessible to the public.

2. A posting notice will be located on all appropriate employment websites that states-"TWU will only accept resumes/credentials for open advertised positions". No exceptions. For example, TWU will not accept credentials that state, "applying for any clerical position". The applicant must apply for a specific position. The credentials must include the specific job title and/or job code.

3. All employment ads will indicate only resumes/credentials with advertised job titles and/or job codes on the e-mail subject line will be accepted.

4. Again, practically all applicant resumes are to be sent using on of the three dedicated HR employment e-mail addresses. Please forward to HR employment personnel any resumes received by other personnel or departments when the recruiting has originated from the HR department.

5. E-mail is our first advertised preference for receiving applicant resumes, the second is to fax to this dedicated number (940-898-3566), and the last is by US mail. A dedicated HR scanner will be used for all faxed and mailed resumes received.

6. Employment Applications in lieu of electronic resumes/credentials will be accepted only for certain Denton area Facilities and Wellness positions as will be noted on the TWU Employment website.

7. Certain Facilities and Wellness applicants will be required to visit the HR Department and complete an Employment Application onsite.

8. Facilities and/or Wellness hiring supervisors/managers will be asked to visit with HR employment personnel and review all qualified applications received.

9. Employment application copies will be made by HR employment personnel for only those applicants the Facilities and/or Wellness hiring supervisors/managers has selected for interviews.

10. HR has developed front desk information materials for hiring departments. This includes an information letter with FAQ's, and a business employment card that refers applicants to our dedicated webpage for detailed explanation of the applicant hiring process.

11. The Associate Vice President of Human Resources must approve all non-Denton area newspaper and premium external Internet job ads that are to be paid by the HR department.

12. All ad deadlines are to be published and most newspaper employment ads will not have detailed descriptions of the position. We will encourage applicants to visit our HR Employment website for complete job and "how to apply" information. For all major city newspapers, the deadline will be Noon on Wednesday.

13. HR has two (2) top web job boards for higher education: www.higheredjobs.com and www.insidehighered.com.

14. Our current TWU Employment website where current job listings are located has been changed from a download to a webpage document. This move will allow any third party website (like Flipdog.com) free access to our job postings for greater exposure.

IV. Changes in Sourcing and Selection:

1. HR employment personnel will continue to review and eliminate applicants that do not meet the basic minimum requirements as outlined in the Job Description (JD).

2. In rare circumstances, An Hiring Exception Form (HEF) must be completed that requires Vice President level approval for any proposed hiring of applicants who were not qualified or did not meet the minimum requirements as outlined in the Job Description (JD). This applies to all positions, including Temporary.

3. HR employment personnel will also eliminate applicants based on excessive spelling errors (no more than one error), excessive non-job related employment turnover history (for Classified positions-no more than 3 jobs in one year, for Professional & Administrative-no more than 2 jobs in one year), and for incomplete resume/credential data (for example an applicant who did not respond with the required qualifications requested). Hiring department administrative support personnel who wish to review all applicants who applied can do so by accessing the position shared drive e-mail file (public) folder.

4. The required Selective Service background check for male applicants will be completed only on the final candidate at the time of selection.

V. Frequent Asked Questions (FAQ) for the University Community:

Q Why is Human Resources making all the changes to the recruitment and hiring processes?

A To streamline the recruitment process and related services, increase timely responses with applicants and hiring departments by reducing hiring time an average of 30 days. These changes will also reduce paperwork processing and copying work by 90%, and move from a 100% manual process to a 90% electronic (pre-Oracle) recruiting process.

Q How will I access the resumes for my vacant position?

A All open and recruited positions will be located on system file folder called the "Employment File" one the shared drive e-mail (public folder). Certain hiring department personnel will have access to receive and review resumes by your position and vacancy file number.

Q How will these changes benefit my department in the hiring and recruitment process?

A These changes will increase the quality of the applicant pool by increasing the quantity of resumes/credentials received by as much as 100%. We strongly believe the new processes will make applying for all positions at TWU easy and friendly. Also, the changes will increase involvement by developing partnerships with all hiring department employees and at the same time offer optional faculty recruiting services to all academic departments.

Q I thought it was important that all applicants should complete an employment application?

A A completed application is still required for all interviewed applicants; however, instead of all applicants coming to HR to complete an application, only the applicants selected for an interview will complete an application. These applicants can complete an application in the hiring department at the point of the interview (we recommend 30 minutes before the start of the interview). The hiring department administrative support personnel will also have the option to e-mail application packet forms to applicants before the onsite interview. Once the selection decision has been made, please forward all original applications to HR employment personnel.

Q Will my department still need to complete a Personnel Vacancy Form (PVF) in order to open a position?

A Yes, the initial process of completing the PVF and routing for signatures remains the same.

Q Will Human Resources change the way open positions are advertised?

A The HR Employment Department will approve all non-Denton area newspaper and premium external web job board ads paid by the HR department. All ad deadlines will be published and most newspaper employment ads will not have detailed descriptions of the job. We will encourage applicants to visit our Human Resources Employment website for complete job and "how to apply" information. For all major city newspapers, the deadline will be Noon on Wednesday. Human Resources has set up agreements with two (2) of the top general job boards for higher education: www.higheredjobs.com and www.insidehighered.com. Our current TWU Employment website where current job listings are located has been changed from a download document to a webpage so as to allow third party websites (like Flipdog.com) free access to our job openings.

Q Will my department still be responsible for reference checks? What about criminal background checks?

A Yes, the hiring department will be responsible for completing a minimum of three (3) work related references and sending the results to HR via e-mail attachment. The reference check form will be available along with a copy of the PVF, interview guide, job description and resumes/credentials in the public employment folder on the shared drive e-mail. A minimum criminal background check (information already available in the public domain) will be completed on all applicants and completed by HR employment personnel on the final selected candidate. Human Resources developed a guide sheet on employment criteria for applicants with criminal records. This guide sheet will be publicized on the HR Employment webpage and HR employment personnel will have responsibility to determine an applicant’s employment eligibility. HR also developed a Notification and Authorization to Obtain (NAO) information liability release form for employment information gathered during the background and selection process for all applicants.

Q Who makes the official job offer?

A Human Resources employment personnel will handle all Employment Offer Letters (EOL) for positions below director level. All director level positions and above will have a template Employment Offer Letter (EOL) linked or attached for the hiring manager to complete and forward to the selected applicant. All Employment Offer Letters (EOL), Job Descriptions (JD), and Hiring Checklists (HC) will be required to be acknowledged and accepted with required applicant signatures.

Q Now that I’ve filled my vacant position with the most qualified candidate, what happens next?

A On the new employee’s first day of employment, the hiring department is responsible for giving the new employee an Employee Checklist Form (ECF). This form lets the new employee know about the various forms she/he is required to complete for payroll and benefits. It is very important that the new employee be given this form and sent to HR on the first day of employment – no exceptions. Also, the department needs to make sure that the employees attend new employee orientation (NEO). During orientation, the new employee learns about TWU policies, via the staff handbook and benefits. The new employee also has to complete her/his required Equal Employment Opportunity training. Lastly, the hiring department will be responsible for sending rejection letters to applicants interviewed, but not selected. There will be two (2) sample template rejection letters for interviewed applicants that have had a first interview or either a second/multiple interviews that are set up on the shared drive for department administrative support personnel to access.

Q Will these changes affect how I recruit and hire temporary employees?

A All of the changes in recruitment will affect the hiring of temporary employees. For Temporary positions where the candidate has already been selected, the department will attach a completed application including the resume to the Personnel Vacancy form (PVF). Applicants for temporary employment must still meet the minimum qualifications, as outlined in the job description, for all positions for which they apply.

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Office of Human Resources
Employment Home Staff Employment Opportunities Faculty Employment Opportunities Application Information Staff Directory TWU Benefits University Community Information TWU Search & Selection Tools Employment Eligibility Policies Novus Solutions HR Applicant Track System Advertising Requirements/ Posting Information	You are here: TWU Home > Office of Human Resources > Recruitment and Selection Information for the University Community ******************************************************************** To view a PowerPoint presentation covering the new recruitment and hiring processes click here ****************************************************************** I. Posting, Referral, and Offer Process Changes: 1. All job postings will have an opening and closing date usually no longer than 30 days or determined by request of the hiring department. 2. Hiring departments not satisfied with applicant quality may request re-posting no earlier than (10) days after a position has closed. 3. Job notices will have a ten (10) day minimum posting to include one weekend for greater recruiting exposure. 4. Human Resources (HR) will forward all qualified applicant resumes by e-mail to the hiring manager/department twice during posting. 5. The first batch of qualified resumes will be sent mid-term of posting and the final batch a day after closing, unless original posting was for less than 10 days; otherwise all qualified resumes will be sent the day after the posting has closed. 6. All resume batches will be sent by e-mail attachment to the hiring supervisor/manager and your trained administrative support person with linked hiring packet and employment forms. 7. Applicants who are called for an onsite interview by the hiring department will complete the application in the hiring department at the point of the interview. (We recommend 30 minutes before the start of the interview) 8. Hiring department administrative support employees will have the option to e-mail application packet forms to applicant(s) before the onsite interview. 9. HR employment personnel will handle all Employment offer Letters (EOL) for positions below** director level. 10. All director level positions and above will have template Employment Offer Letter (EOL) linked or attached for the hiring manager to complete and forward to the selected applicant. Please e-mail a copy of the EOL to HR employment personnel. 11. The EOL and Job Description (JD) will be required to be acknowledged and accepted with required applicant signatures. Failure to comply within five (5) working days will result in either withdrawal of the EOL or termination if employed. 12. A minimum criminal background check (information already available in the public domain) will be completed on all applicants and completed by HR employment personnel on the final selected candidate. 13. HR has developed a guide sheet on employment criteria for applicants with criminal records. This guide sheet will be publicized on the HR Employment webpage and HR employment personnel will have the sole responsibility in determining an applicant's employment eligibility. 14. HR has developed a Notification and Authorization to Obtain (NAO) information liability release for (included in the application packet) for employment information gathered during the background and selection process for all applicants. 15. A minimum of three (3) work related references are required to be contacted by the hiring departments. The completed reference check form should be sent by e-mail attachment to HR employment personnel. 16. HR employment personnel will complete verification of an applicant's educational credentials. An applicant can satisfy this requirement by providing copies of all transcripts and diplomas. Otherwise HR employment personnel will verify the applicant's educational credentials using the pre-signed NAO authorization. 17. HR employment personnel have revised the Applicant Hiring Summary (AHS) form that hiring departments can e-mail to HR for faster system data entry. This form must be completed and forwarded to HR employment personnel before any offer of employment is extended. 18. For Temporary positions where the candidate has already been selected, the department will attach a completed application including resume to the Personnel Vacancy for (PVF). 19. The Personnel Vacancy Form (PVF) was revised on 9/1/06; no other changes have been made to the current job position pre-approval requisition and funding confirmation process. II. Human Resource Systems and E-mail Requirement Changes: 1. Practically every applicant will apply for positions at TWU by sending resumes or credentials to staffjobs@twu.edu. 2. Our computer file storage space on the HR e-mail shared drive will have continuous capacity to receive and hold up to 4000 active resumes. 3. All open and recruited positions will be located on the system file folder called "Employment File" e-mail shared drive (public folder). All hiring department trained administrative support personnel will have access to those received resumes of their department postings by title and vacancy file number. 4. Each active posted position e-mail file folder will have copies of the completed Personnel Vacancy Form (PVF), Interview Guides, Job Description (JD), and the internal and external applicant resumes for hiring department access. 5. HR will not return hard copies of the signed and approved Personnel Vacancy Forms (PVF). An e-mail notification will be sent once the completed PVF has been scanned into the system file folder and accessible to the hiring department. 6. The hiring packet and all employment letter/forms will be located on a shared drive for the trained hiring department administrative support personnel to access. 7. Two (2) sample template rejection letters for interviewed applicants who have had a first and/or a second/multiple interviews have been set up on the shared drive for department administrative support personnel to access and complete. 8. The Houston campus "Employment Office" will be sent a scanner for direct resume input processing into the main HR Employment File. 9. All applicants applying by electronic means will receive automated system generated "thank you" reply e-mail. This e-mail reply will have a complete explanation of the entire changes in TWU recruitment and hiring process from an applicant prospective. 10. We have been advised by ITS, that our current virus protection software can accept a high volume of work attachments and/or (CV) cut/paste electronic e-mails. III. Position and Employment Advertising Changes: 1. The current TWU Employment Application located on the HR webpage will no longer be accessible to the public. 2. A posting notice will be located on all appropriate employment websites that states-"TWU will only accept resumes/credentials for open advertised positions". No exceptions. For example, TWU will not accept credentials that state, "applying for any clerical position". The applicant must apply for a specific position. The credentials must include the specific job title and/or job code. 3. All employment ads will indicate only resumes/credentials with advertised job titles and/or job codes on the e-mail subject line will be accepted. 4. Again, practically all applicant resumes are to be sent using on of the three dedicated HR employment e-mail addresses. Please forward to HR employment personnel any resumes received by other personnel or departments when the recruiting has originated from the HR department. 5. E-mail is our *first* advertised preference for receiving applicant resumes, the second is to fax to this dedicated number (940-898-3566), and the last is by US mail. A dedicated HR scanner will be used for all faxed and mailed resumes received. 6. Employment Applications in lieu of electronic resumes/credentials will be accepted only for certain Denton area Facilities and Wellness positions as will be noted on the TWU Employment website. 7. Certain Facilities and Wellness applicants will be required to visit the HR Department and complete an Employment Application onsite. 8. Facilities and/or Wellness hiring supervisors/managers will be asked to visit with HR employment personnel and review all qualified applications received. 9. Employment application copies will be made by HR employment personnel for only those applicants the Facilities and/or Wellness hiring supervisors/managers has selected for interviews. 10. HR has developed front desk information materials for hiring departments. This includes an information letter with FAQ's, and a business employment card that refers applicants to our dedicated webpage for detailed explanation of the applicant hiring process. 11. The Associate Vice President of Human Resources must approve all non-Denton area newspaper and premium external Internet job ads that are to be paid by the HR department. 12. All ad deadlines are to be published and most newspaper employment ads will not have detailed descriptions of the position. We will encourage applicants to visit our HR Employment website for complete job and "how to apply" information. For all major city newspapers, the deadline will be Noon on Wednesday. 13. HR has two (2) top web job boards for higher education: www.higheredjobs.com and www.insidehighered.com. 14. Our current TWU Employment website where current job listings are located has been changed from a download to a webpage document. This move will allow any third party website (like Flipdog.com) free access to our job postings for greater exposure. IV. Changes in Sourcing and Selection: 1. HR employment personnel will continue to review and eliminate applicants that do not meet the basic minimum requirements as outlined in the Job Description (JD). 2. In rare circumstances, An Hiring Exception Form (HEF) must be completed that requires Vice President level approval for any proposed hiring of applicants who were not qualified or did not meet the minimum requirements as outlined in the Job Description (JD). This applies to all positions, including Temporary. 3. HR employment personnel will also eliminate applicants based on excessive spelling errors (no more than one error), excessive non-job related employment turnover history (for Classified positions-no more than 3 jobs in one year, for Professional & Administrative-no more than 2 jobs in one year), and for incomplete resume/credential data (for example an applicant who did not respond with the required qualifications requested). Hiring department administrative support personnel who wish to review all applicants who applied can do so by accessing the position shared drive e-mail file (public) folder. 4. The required Selective Service background check for male applicants will be completed only on the final candidate at the time of selection. V. Frequent Asked Questions (FAQ) for the University Community: Q Why is Human Resources making all the changes to the recruitment and hiring processes? A To streamline the recruitment process and related services, increase timely responses with applicants and hiring departments by reducing hiring time an average of 30 days. These changes will also reduce paperwork processing and copying work by 90%, and move from a 100% manual process to a 90% electronic (pre-Oracle) recruiting process. Q How will I access the resumes for my vacant position? A All open and recruited positions will be located on system file folder called the "Employment File" one the shared drive e-mail (public folder). Certain hiring department personnel will have access to receive and review resumes by your position and vacancy file number. Q How will these changes benefit my department in the hiring and recruitment process? A These changes will increase the quality of the applicant pool by increasing the quantity of resumes/credentials received by as much as 100%. We strongly believe the new processes will make applying for all positions at TWU easy and friendly. Also, the changes will increase involvement by developing partnerships with all hiring department employees and at the same time offer optional faculty recruiting services to all academic departments. Q I thought it was important that all applicants should complete an employment application? A A completed application is still required for all interviewed applicants; however, instead of all applicants coming to HR to complete an application, only the applicants selected for an interview will complete an application. These applicants can complete an application in the hiring department at the point of the interview (we recommend 30 minutes before the start of the interview). The hiring department administrative support personnel will also have the option to e-mail application packet forms to applicants before the onsite interview. Once the selection decision has been made, please forward all original applications to HR employment personnel. Q Will my department still need to complete a Personnel Vacancy Form (PVF) in order to open a position? A Yes, the initial process of completing the PVF and routing for signatures remains the same. Q Will Human Resources change the way open positions are advertised? A The HR Employment Department will approve all non-Denton area newspaper and premium external web job board ads paid by the HR department. All ad deadlines will be published and most newspaper employment ads will not have detailed descriptions of the job. We will encourage applicants to visit our Human Resources Employment website for complete job and "how to apply" information. For all major city newspapers, the deadline will be Noon on Wednesday. Human Resources has set up agreements with two (2) of the top general job boards for higher education: www.higheredjobs.com and www.insidehighered.com. Our current TWU Employment website where current job listings are located has been changed from a download document to a webpage so as to allow third party websites (like Flipdog.com) free access to our job openings. Q Will my department still be responsible for reference checks? What about criminal background checks? A Yes, the hiring department will be responsible for completing a minimum of three (3) work related references and sending the results to HR via e-mail attachment. The reference check form will be available along with a copy of the PVF, interview guide, job description and resumes/credentials in the public employment folder on the shared drive e-mail. A minimum criminal background check (information already available in the public domain) will be completed on all applicants and completed by HR employment personnel on the final selected candidate. Human Resources developed a guide sheet on employment criteria for applicants with criminal records. This guide sheet will be publicized on the HR Employment webpage and HR employment personnel will have responsibility to determine an applicant’s employment eligibility. HR also developed a Notification and Authorization to Obtain (NAO) information liability release form for employment information gathered during the background and selection process for all applicants. Q Who makes the official job offer? A Human Resources employment personnel will handle all Employment Offer Letters (EOL) for positions *below* director level. All director level positions and *above* will have a template Employment Offer Letter (EOL) linked or attached for the hiring manager to complete and forward to the selected applicant. All Employment Offer Letters (EOL), Job Descriptions (JD), and Hiring Checklists (HC) will be required to be acknowledged and accepted with required applicant signatures. Q Now that I’ve filled my vacant position with the most qualified candidate, what happens next? A On the new employee’s first day of employment, the hiring department is responsible for giving the new employee an Employee Checklist Form (ECF). This form lets the new employee know about the various forms she/he is required to complete for payroll and benefits. It is very important that the new employee be given this form and sent to HR on the first day of employment – no exceptions. Also, the department needs to make sure that the employees attend new employee orientation (NEO). During orientation, the new employee learns about TWU policies, via the staff handbook and benefits. The new employee also has to complete her/his required Equal Employment Opportunity training. Lastly, the hiring department will be responsible for sending rejection letters to applicants interviewed, but not selected. There will be two (2) sample template rejection letters for interviewed applicants that have had a first interview or either a second/multiple interviews that are set up on the shared drive for department administrative support personnel to access. Q Will these changes affect how I recruit and hire temporary employees? A All of the changes in recruitment will affect the hiring of temporary employees. For Temporary positions where the candidate has already been selected, the department will attach a completed application including the resume to the Personnel Vacancy form (PVF). Applicants for temporary employment must still meet the minimum qualifications, as outlined in the job description, for all positions for which they apply.
	Texas Woman's University Office of Human Resources 1219 Oakland St. P.O. Box 425739 Denton, TX 76204-5739 (940) 898-3555 (940) 898-3566 fax TWU Home \| A-Z Sitemap \| Directory \| Search \| TWU Privacy Policy \| TWU Accessibility Policy This page was last updated on February 12, 2008.