Completed

#

Action

Person/Group

Responsible

1

Complete a Personnel Vacancy Form (PVF).  

Obtain all necessary signatures before routing the PVF to the Office of Human Resources (HR).

* Remember to include an updated job description.

Hiring Manager

2

In HR, the PVF and updated job description will go to the Manager of Compensation & Classification to review the replacement or new position, as well has reviewing the salary and job description.

Manager of Compensation and Classification

3

PVF then goes to the Manager of Recruitment & Selection for Job Code number and advertisement.  Full-time positions will be posted on the TWU website for 10 days.  Denton positions will be listed in the Denton Record Chronicle on Sundays.

Manager of  Recruitment and Selection

4

If the Hiring Department wants the position advertised in other resources, they should contact the Manager of Recruitment & Selection for guidance.  Advertisements must be approved by the Manager of Recruitment & Selection in HR prior to advertising.

Hiring Manager

5

Copies of the completed PVF and job description will be sent to the Hiring Manager via intercampus mail.  Employment application forms and hiring forms will be sent to the Hiring Manager via email.

Manager of  Recruitment and Selection

6

Develop a list of interview questions. Submit these questions to the Manager of Recruitment & Selection before the interviewing process begins.

Hiring Manager

7

Determine criteria for selection and point values to be assigned in the Staff Applicant Selection Matrix before the interviewing process begins.

Hiring Manager

8

Review all qualified resumes in the Staffjobs file and identify qualified applicants

Hiring Manager

9

Interview selected candidates.  Applicants who are

called for an onsite interview by the Hiring

Department must complete the employment application packet while at the Hiring Department (we recommend 30 minutes before the start of the interview).  Hiring Department administrative support employees will have the option to e-mail application packets forms to applicant(s) before the onsite interview.  Internal candidates will complete the blue employment application form for promotions and transfers.   

Hiring Manager and other selected department staff/ supervisor(s) who may be working with the candidate

10

Applications and the accompanying forms should be checked for completeness and signatures.

Hiring Manager or support employee

11

NOTE:  Certain Facilities and Wellness Center positions for which “applications only” are accepted will be clearly designated on the website or in the job vacancy notebooks located in the HR lobby.  Applications must be submitted in person in the Office of Human Resources located at 1219 Oakland, Denton, TX.  Copies of qualified applications will be forwarded to the Hiring Manager. 

Office of Human Resources

12

Complete the Staff Applicant Selection Matrix, including all candidates who were interviewed.   

Hiring Manager

13

Once the interviewing process is complete, select the most qualified candidate and begin the reference checking.  Use the Reference Check Form and the employment history located on the back of the application as guides.  A minimum of three (3) work related references must be contacted by the Hiring Departments.  Exceptions may be made with internal candidates applying for promotion or transfer.   

Hiring Manager or support employee

14

When a final candidate has been determined and

acceptable references obtained, send the following

documents to the Manager of Recruitment &

Selection:

a)       the original employment applications for everyone who interviewed for the position (in-house applicants complete the “blue application” for promotions & transfers);

b)       a copy of the interview questions;

c)       three (3) employment references;

d)       completed Application Summary form;

e)       completed Staff Matrix form;

f)         Exception Form (if applicable).

Hiring Manager

15

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

personnel will complete verification of an applicant’s educational credentials when applicable.  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. 

Manager of Recruitment and Selection or support employee

16

Once employment personnel receives all of the

documents in step #13 and the background check

is completed with acceptable results, the Manager

of Recruitment and Selection will contact the

candidate and the employment offer will be

extended.

Manager of Recruitment and Selection

17

Once an applicant has accepted a position,

HR will notify the department of the

acceptance, the start date, and the date the

candidate has been scheduled for New Employee

Orientation. 

Manager of Recruitment and Selection

18

Applicants who where interviewed but not selected should receive a rejection letter, using the sample rejection letters provided by HR.

Hiring Manager or support employee

19

The HR employment personnel will handle all

Employment Offer Letters (EOL) for positions

below director level. 

All director level positions and above will have

template Employment Offer Letter (EOL) that HR

will forward to the Hiring Manager upon request.

The Hiring Manager will complete the letter and

forward it to the selected applicant.  A copy of the

EOL must be sent to the Manager of Recruitment

& Selection for the hiring file.  The EOL, Job

Description (JD), and Hiring Checklist (HC) will be

required to be acknowledged and accepted with

required applicant signatures.

Manager of Recruitment and Selection

Dean

20

Initiate a Personnel Transaction Form.

Hiring Manager

21

HR has developed a new Employee Checklist

Form (ECF) that assists you and the new

employee with joining TWU and the Orientation

process.  The hiring department must give this

form to all new employees (GTA, Temporary, Staff,

and Faculty) who have been extended an offer of

employment - on their first day of employment. 

There can be no exceptions.  This provides you

and your department with an additional protection

layer if the new hire employee does not complete

hiring, benefits, and payroll paperwork.

Hiring Manager or support employee