Hiring, Employment Actions and Workforce Planning

How to Hire

Step 1. Before you Begin

• Obtain written approval from your Division’s Vice President and the Budget Office. Please review the Job posting approval process for more information.
• Review the Employee Type guide
• Prepare an individualized Job Description from the Job Description template
• Prepare a unique Job Posting Advertisement from the Job Posting template

Step 2. Recruitment Strategy

• Upload the Job Description, Job Advertisement, and the written approval from your Division’s Vice President and the Budget Office to Job Posting and Position Management Request Form
• Work with your HR Generalist for best practices on:
  • Open and close dates for posting
  • Posting the salary range
  • Best places to post the job
  • Choosing Search Committee members. All members are required to complete Search Committee training every 3 years. 

Step 3. The Candidate Pool

• Access the Recruitment and Search Toolkit for:
  • iSolved / ApplicantPro guides
  • Guide to interview questions
  • Interview ratings and creating a matrix
  • Provide timely communication to all applicants

Step 4. Your Selection

• Conduct reference checks.
• Extend the verbal offer. Agree on the salary and start date. Reminder - the offer is contingent on a satisfactory background check.

Step 5. Offer Accepted & Processing

After receiving acceptance of verbal job offer:

Hiring Manager

• Tell the candidate they will receive an email from Human Resources with the offer letter to sign, onboarding information including the background check and I-9 steps to process.
• If Faculty request transcripts to be sent to the Provost Office.
• Complete the New Hire Notice, ensuring all fields are accurate and complete, with the following reminders:
  • The Job Posting Number and Position Number were provided to you at the time the Job Posting request was made
  • Enter the full name of the department/school (codes not acceptable)
  • If campus information is not known at this time, the default is to enter the supervisor’s campus information
  • Annual salary = exempt/salaried roles; Hourly rate = hourly/non-exempt roles
• Upload completed New Hire Notice to Offer Letter Request form
• Indicate if the Candidate requires a written Offer Letter. If not, attach the written agreement.
• Submit the Offer Letter Request for processing
• Close out ApplicantPro / iSolved
• Collect all interview questions, notes and materials and email to hr@stedwards.edu

Human Resources

Set up the candidate to receive an email to complete:

• The Background Check
• Form I-9, Section 1, from E-Verify+

Sends an email to the new hire, cc'ing Hiring Manager, including:

• Offer Letter
• New Hire Documents and Resources including the Payroll Payment Option Form and W-4

Candidate

The candidate/new-hire must complete the:

• Background Check information
• Form I-9 Section 1
• Sign and return the Offer Letter
• Complete the New Hire Documents
• Schedules an appointment with HR to complete Section 2 of the I-9 Form

Human Resources

• Collects the completed New Hire Documents
• Receives the Background Check results and updates the hiring manager on status. If cleared, submit the New Hire Notice to Payroll Operations to process.

Payroll Operations

• Processes the New Hire Notice into the Banner system.
• Sends an email to new employee with their new St. Ed's email and ID number.
• An automated email is sent to supervisor with new employee's St. Ed's email and ID number.

Human Resources

• Sets up new employee's Vector account and assigns training courses.
• Invites the new employee to the next New Employee Orientation.

Hiring Manager

• Requests New Employee Access and other equipment needed for new hire.
• Prepares for New Employee's First Day
• Orient the new employee on their first day using the NEO Checklist. Return the signed checklist and and signed job description to hr@stedwards.edu once completed

Please review the roles and responsibilities onboarding & Offer letter request process for more detail.

*View all Supervisor Resources here 

Employment Actions

This section provide guidance on various employee actions and the appropriate forms to use.

Which Employee Action Notice (EAN) do I use?

Employee Hire Notice (Staff): Used for all staff new hires and re-hires.

• New Hire: Employee hired has not previously worked for the university.
• Re-Hire: Employee hired has previously work for the university.

Job Change Notice:

• Promotion: Same Department job change to a higher classified position.
• Demotion: Same Department job change to a lower classified position.
• Lateral Move: Same Department job change to a similarly classified position.
• Transfer: Change to another Department regardless of classification.
• Reclassification: Change in job classification due to position evaluation.

Job Detail Change Notice: The position number and classification remain the same.

• Change in Pay: Modify an employee’s hourly rate (non-exempt) or monthly salary (exempt).
• Change in source of funds: Modify funding source (FOAPAL) – be sure to check with the Organization Manager first.
• Change in Hours Worked: Reduce or increase an employee’s weekly number of hours expected to work. This change may impact benefits eligibility.
• Supervisor Change: Modify an employee’s immediate supervisor.
  • Multiple Employee Supervisor Changes: Used for staff or faculty supervisor changes for multiple employees when there is no other change to an employee’s job.
• Job Title Change: In collaboration with HR, update working title.
• Extend Appointment: Modify an employee’s already pre-determined last work date.
• Change in recurring appointment: Modify work period or non-work period dates, or deferred pay.
• Separation Notice: Used for any staff or faculty separation of employment.
• Supplemental Payment Notice: Used for additional payments for active staff or faculty.

Workforce Planning

Employee Type - St. Edward’s University offers a variety of options for employment, review all classifications to best meet the business needs of the university.

Employee/Non-Employee Classification Policy

Job Description Template

Job Ad Template

Job Description Standards - examples to use on job descriptions.

Job Levels - a guide to assist in determining the level of knowledge, skills and abilities for positions and job titles.

Minimum Qualifications - a guide for job posting requirements on experience and education.

Travel for Non-Exempt Compensation - Day

Travel for Non-Exempt Compensation - Overnight