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Classified Staff Recruitment, Selection and Hiring Process

  1. Review the team's need and funding for a position. 

  2. Review and update or create a Position Description (PD).  As a starting point, see the Human Resources' Classified Staff Titles, Job Descriptions & Pay Grades.  Most Libraries staff's existing PDs are filed at Z:\Teams\Shared\POSDESC\your team's folder and classification (if available).  To create a new position description use the Position Description Template (04/09*).  Save this position description at Z:\Teams\Shared\POSDESC\your team's folder and classification. (*Note the 04/09 version includes the new standard phrasing for diversity.)
    • Plan on creating a competency model in conjunction with the position description.  A Tutorial has been developed to help you create this. If this is your first time in creating a competency-based description, contact Michael Ray to give you assistance. Several Competency Models have been created as prototypes for each of the Library Associate series (Associate, Associate Sr., Operations Supervisor, Analyst). 

  3. Submit a Cabinet Agenda Item to seek and obtain approval from Library Cabinet to fill this vacancy.

  4. Complete a Recruitment Request Form. If you don't know all the selection team members yet, just indicate those you know.  Send the completed Recruitment Request Form as an e-mail attachment to lawrencee@u.library.arizona.edu for classified staff positions. Attach the PD to the email with the recruitment request form.
  5. Start building the Selection Team by viewing the Selection Team Composition Guidelines (03/04).

  6. HROE reviews the position description, suggests supplemental questions, and completes UA Career Track posting and other advertising.

  7. Attend Selection Team Briefing on selection, Affirmative Action/EEO guidelines, best practices for selection, interviewing and reference checking.
  8. Use the Search & Selection Process Documentation Checklist (072908) and Search Process Tracking Logs (020608) to follow and document the process.  Answer the questions on the checklist and fill in the logs as instructed.

  9. Develop a Criteria Matrix based on competency descriptions by which to rate applicants. Turn it in to HROE for review.
  10. As the posting closes or first review date is passed, applicants are prescreened by HROE for minimum qualifications. 

  11. Once the criteria matrix is approved, the selection team is provided access to candidates via UA CareerTrack. 
    • Use the Guest User logon provided by HROE. 
    • See the UA Career Track Guest User Training Guide.
    • Contact HROE if you need a hands-on demonstration.
    • Notify HROE of any access problems or issues with candidate materials.

  12. Selection Team Process:  Review all prescreened-in applicant materials against the criteria matrix.  Record decision-making and applicants to cut.  Turn in all first cut materials to HROE.  HROE completes rejection notifications via CareerTrack email.

  13. Prepare to interview applicants.
  14. Interview applicants.  Record applicants gender/ethnicity.  Record applicants responses to interview questions.  Record decision-making and applicants cut from search.
    • Interview by phone, if desired
    • Interview in person; complete visual identification of gender and ethnicity of each interviewee and record "best guess."
    • Review Joining the Library packet during the interview using “Talking Points” Outline.
    • If candidates give allstaff presentations, provide staff with Candidate Feedback Forms to fill out.  Collect and turn these into HROE with other search documentation for the interview step.

  15. Discuss interviews and make further deselections.  Complete interviewing tracking logs and turn in to HROE with appropriate search file materials.

  16. Check references.
    • Develop reference questions based on competency description.
    • Contact three (good) current and previous, direct supervisors for external candidates and 2 (good) supervisors for internal candidates.
    • Record reference information on each applicant for each referee.
    • Discuss references and make final decisions.  Record decision-making process and applicants cut from search.

  17. Select candidate(s) for offer.
    • Complete tracking logs and collect all remaining search documentation and turn in to HROE.  Please include criteria that support your decision for final selection.
    • For classified positions, HROE reviews search materials, meets with selection team chair and discusses search process. Tentative start date is set.
    • Once HROE approves final selection, search chair makes verbal offer and candidate accepts.  HROE is notified of outcome as soon as possible.

  18. Once offer is accepted, HROE initiates background checks and checks academic credentials check, if applicable. Standard:  Central HR completes name-based criminal background and Dept. Motor Vehicles (DMV) checks and notifies HROE once completed.  If warranted by the nature of the position, fingerprint based criminal background checks can be done. See UA Policy on Pre-Employment Screening.
    • HROE notifies chair and applicant of status once background checks are completed.
    • HROE confirms start date and connects with new hire to complete hiring forms. 
    • Regret/thank you letters are sent by HROE to remaining applicants.

  19. Recruitment Survey sent to Selection Committee members.

  20. Letters of offer & welcome are sent.
    • Those new employees relocating offered assistance by Above & Beyond Relocation Services. In fact, if you email the candidate's name, email adress, phone number and visit dates to referrals@aboveandbeyondrelo.com or call 877-921-0007 ext. 800, Above and Beyond can begin to customize and make helpful referrals. Or provide the link to the candidate:  http://www.aboveandbeyondrelo.com.
    • HROE coordinates new hire completion of hiring paperwork by or on first day of work with HROE.

  21. New hire completes hiring paperwork, which is then forwarded to central HR, Systems Control and accountant.

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