福利姬

Human Resources will provide assistance with hiring graduate assistants. Use the steps below when hiring for a graduate assistant position.

An HR Staff Specialist will coordinate with the hiring department to fill faculty and staff positions. Use the steps below to hire for a staff or faculty position.

• Request to Fill a Position

  Review Job Description

  Prior to posting a vacancy, please review the job description to ensure it accurately reflects the position’s duties, essential functions, and the educational and experience requirements.

  Job Descriptions

  Modify Staff Position (Change Existing FTE), if necessary

  If you need to request substantial changes to the job description to an extent that a reclassification may be required, please initiate the modify staff position action in the University’s employment system (PeopleAdmin).

  Request Staff/Executive Staff Posting Replacement, if necessary

  If you do not have substantial changes to request to the job description, initiate a posting replacement action to replace a vacancy for an existing FTE.

  User Guide
• Post and/or Advertise a Position

  Posting

  Once your action has been approved in PeopleAdmin, expect a call from the HR Staffing Specialist. They will review posting options with you prior to posting the position.

  Questions to expect include:

  • Are you willing to accept additional experience as a substitution for the education required?
  • Are you willing to accept additional education as a substitution for the experience required?
  • Are you willing to include related fields for any required education and experience? We will need you to provide the related fields.
  • Would you like to include disqualifying screening questions and ranking criteria?

  Advertising

  All faculty and staff positions are posted on the 福利姬 PeopleAdmin website, with the Texas Workforce Commission, Inside HigherEd and the Higher Education Recruitment Consortium. In addition, faculty and executive staff positions are posted with the Chronicle of Higher Education. You may advertise available positions in other places, upon approval from us. To pay for advertising space (digital or print), consult with Procurement & Business Services.

  If you plan to advertise the vacancy in additional publications, you must include the following.

  • Instructions on where to apply
  • Our EEO/AAP Statement. “福利姬 is an Equal Employment Opportunity/Affirmative Action Employer and Smoke/Drug-Free Workplace. All qualified applicants will receive consideration for employment without regard to race, creed, ancestry, marital status, citizenship, color, religion, sex, national origin, age, veteran status, disability status, sexual orientation, pregnancy, or gender identity or expression. 福利姬 is an "at will" employer. Employees with a contract will have additional terms and conditions. Security sensitive positions at 福利姬 require background checks in accordance with Education Code § 51.215.”
• Screen Applications

  As new applications are received, the hiring manager will use an Applicant Screening and Selection Matrix to objectively compare an applicant’s qualifications to the minimum qualifications in the posting and to other applicants for the position. Review the application/resume for the candidate’s education and experience, then compare each to the requirements under the “Education & Experience Requirements” section of the posting. A minimum of three applicants are must be selected to interview.

  Calculating Experience

  • If a candidate indicates they have worked part time at a job, and the number of hours worked is 20 or more per week, count the total time of employment.
  • If the candidate worked part-time less than 20 hours per week or have not indicated the number of hours worked per week, count the total time of employment and divide it by 2.
  • If you are accepting additional education in lieu of required experience or additional experience in lieu of required education, the following equivalency rules apply.

  Degree Equivalency

  DegreeExperience

  Associate's	2 years
  Bachelor's	4 years
  Master's	6 years

  College Hours Equivalency

  HoursExperience

  30 undergraduate	1 years
  60 undergraduate	2 years
  90 undergraduate	3 years
  120 undergraduate	4 years
  18 graduate	5 years
  36 graduate	6 years

  Interview Selection

  If an applicant meets the minimum requirements and you would like to interview them, change the workflow status of the applicant in PeopleAdmin to “Recommend for Interview.”

  If the applicant does not meet minimum requirements or you do not wish to interview them, please send an email with the requisition number and list of applicant names to HR in order for appropriate communication to be sent to the applicants.

  Veteran's Preference

  If you select seven or fewer applicants for an interview, one qualified veteran’s preference applicant from the pool must be interviewed. A qualified veteran’s preference applicant is any applicant that meets the qualifications for the job as stated in the job posting and who self-identify as being eligible for Veteran’s Preference on the application. If you select more than six applicants for an interview, at least 20% of the number interviewed must be qualified veteran’s preference applicants. If there are no veteran’s preference applicants in the qualified applicant pool, there is no requirement to interview a veteran.

• Interview

  Once you are ready to interview, send an email to HR with the list of candidates you would like to interview. If higher qualification screening was conducted, provide the specific criteria that was used. HR will review each candidate recommended for interview to verify they meet the minimum requirements. You will receive notification of when to proceed with scheduling your interviews.

  Scheduling

  Please allow candidates 24-48 hours of notice for the interview and inform them of the following:

  • Title of position
  • Location of interview (physical address, building, office number)
  • Parking instructions
  • Contact name and call back number
  • Interview logistics

  Matrix & Questions

  Hiring manager must prepare interview matrix and questions that cover objective, job related criteria and provide information on the applicants’ knowledge and competencies to perform the job. You may use our matrix template or create your own. You will need to create job specific questions.

  • Plan to open the interview with rapport鈥恇uilding questions that will put the candidate at ease. Ask the candidate to take 2-3 minutes to share an overview of their education, skills, and reason for applying.
  • Analyze the work-related qualities that are important for someone to possess in the position and design questions that will help determine whether a candidate has those qualities (e.g. working within short deadlines, multi鈥恡asking, constant change of direction, etc.).
  • Instead of giving hypothetical situations, ask how the candidate actually handled a similar work situation in the past.
  • Avoid asking close鈥恊nded questions that only require a “yes”, “no”, or one-word answer.
  • Do not include any questions related to race, creed, ancestry, marital status, citizenship, color, religion, gender, national origin, age, veteran status, disability status, sexual orientation, gender identity, marital status, child care, health issues, etc.

  Matrix Template

  Conducting

  Introduce yourself (and committee, if applicable) at the start of each interview. Explain how the interview will be conducted. The same questions should be asked of all candidates. All interviewers should complete an interview matrix for each candidate which includes interview questions and answers. Allow the candidate time to ask questions. For best results, use the 80/20 rule – applicant talks 80% of the time and interviewer talks 20%.

• Check References

  Before sending information about your selected finalist to HR, you will need to conduct reference checks.

  Who are the references you may contact?

  • References provided by the applicant on the application
  • Supervisors listed in the employment history section of the application – Remember to first notify the candidate before contacting their current supervisor to give the candidate an opportunity to notify their supervisor
  • Previous 福利姬 supervisors, if applicable

  General Instructions

  Introduce yourself to the reference, provide the nature of the call and have a set of questions for the reference.

  Questions

  • How long have you known X and in what capacity?
  • Describe the candidate’s overall work performance in terms of skills, qualities and contributions to your organization.
  • What are X’s professional strengths and areas for development?
  • What are X’s unique professional qualities?
  • How would you compare the performance of X with that of others who have held the same job?
  • Please describe overall work/performance in terms of attitude, dependability and trustworthiness.
  • Is X someone you would hire (again)?
  • Why did X leave your organization?
  • Is there any additional information that you feel we should know in considering (x) for employment?
• Select Best Candidate

  When finalizing your selection you must consider the veterans or former foster youth employment preferences. If you have two or more top applicants who are equally qualified and suited for the position, but one is eligible for an employment preference, you must choose the applicant who is eligible for the employment preference.

  After reference checks are completed, send the following information about the selected finalist to HR:

  • Candidate’s name
  • Requested hiring salary
  • All interview matrices
  • Hiring Evaluation Checklist
  • Indication that reference checks were completed

  Hiring Evaluation Checklist

• Make an Offer

  Offers can only be extended after Human Resources has given approval and should be offered in the monthly amount. Upon acceptance of the offer, discuss and come to agreement on start date for candidate. This date can be any date that both candidate and hiring department agree upon.

  Contingent on Background Check

  If the background check results have not yet been received, the offer will need to be conditional and contingent upon a successful background check.

  Accepting a Counter Offer

  If the candidate counters on the offer and hiring department is able to increase amount, contact Human Resources. Human Resources must approve any change in salary offer before candidate is notified.

• Submit Electronic Personnel Action Form (EPAF)

  Upon approval from HR, the contact person listed in PeopleAdmin will be sent the details to generate an EPAF.

  Departmental administrative staff are responsible for

  1. Submitting faculty EPAFs through Banner
  2. Submitting grant-funded EPAFs through Banner & adding ORA to the approval queue
  3. Submitting university funded staff positions to the Employee Services Center

  Employee Services Center
• Background Checks

  Once Human Resources receives a selected candidate, they will start a background check. The candidate will start the background check process by following the steps provided by our background check provider via email.

  For staff positions, the Staffing Specialist will inform the candidate that they are a finalist for the position and retrieve pertinent information for their ID creation before the background check process may begin.

• Prepare for First Day of Work

  Human Resources will coordinate the completion of onboarding documents through the candidate's university email.

  Getting Started