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Delta State University
Posting Procedures and Hiring Process for Staff Positions
Listed below are instructions for posting a position and completing paperwork to get your new staff member on payroll. Please read through these steps along with the Recruitment Budget Guidelines before beginning your recruitment process. If you have any questions, please contact Human Resources at 4035.
In order to comply with DSU policy all candidates must formally apply for the position for which they are being considered. Applicants will not be considered without an online application. To formally apply, the applicant must submit application materials to the Office of Human Resources online employment application site: https://deltastate.peopleadmin.com. They can also access the site at Jobs@DSU.
- Departments are responsible for creating the Position Approval Request by posting their position through the DSU Online PeopleAdmin Employment Site. This is done by the Hiring Manager accessing and posting their position using the guidelines stated in the PeopleAdmin User Guide.
- The Hiring Manager Site can be accessed on the Human Resources home page or at: https://deltastate.peopleadmin.com/hr.
- The PeopleAdmin User Guide for posting positions can be accessed at: http://www.deltastate.edu/pages/168.asp?q=Userguide&site=default_collection.
- Training for the PeopleAdmin system will be held quarterly for new hiring managers. Human Resources can be contacted for a scheduled time if needed.
- Positions must be posted for a minimum of 5 calendar days. Job postings that do not include closing dates, may close at any time of the day once the minimum posting period is met and by mutual agreement between Human Resources and the hiring department. DSU’s online application portal allows 24/7 access to DSU jobs.
- If the position is closed and the hiring department determines that more applications are needed, the department can contact Human Resources asking to reopen the position.
- If the department/division has received a sufficient amount of qualified applicants, they may begin the interview process. A minimum of three (3) applicants should be interviewed either by phone, video conferencing, or in person. If the applicant pool is less than three qualified applicants, then all applicants should be interviewed.
- Some staff searches may qualify for funds to be used from the Human Resources recruitment budget for the interview process. Please contact Human Resources prior to inviting any candidates to see if the position qualifies.
- Campus interviews must include meetings with the search committee and/or the appropriate hiring supervisor. After the interviews are complete and a hiring decision has been made, the department/division will notify the department head/VP of their selection for approval.
- The hiring supervisor is to contact/email the Director of Human Resources with a recommended candidate, salary, and email address. This is done after checking references and obtaining department’s financial approval.
- After obtaining Human Resources’ approval, the supervisor will then contact the successful candidate to extend an informal offer of University employment.
- Once the informal offer of employment has been accepted, Human Resources will contact the successful candidate to initiate a background screening. Background Screen Authorization will be done on all new hires. The individual may not start employment, volunteer to work, or attend any job-related trainings until HR receives the background screening report. Human Resources staff will coordinate the background check with an approved third-party vendor qualified to perform such work. In some cases the department may be responsible for the costs associated with conducting background checks.
- Human Resources will notify the supervisor once an acceptable background check is received. The supervisor will then initiate the Hiring Proposal in PeopleAdmin with the prospective employee’s start date, salary, title, and contract length (i.e. 9, 10, or 12 months).
- Once the Hiring Proposal and background screening is approved, an official letter of offer will be generated and mailed from the Human Resources’ Department to the successful candidate. The successful candidate cannot work, volunteer, or attend any job-related trainings before the hire date that was approved in the hiring proposal
- Human Resources will notify the hiring supervisor when the offer letter is returned.
- Notification by letters/emails will also be sent by department to those who were interviewed/not hired notifying them that the position has been filled.
- Emails to applicants who were not interviewed will be automatically generated by the PeopleAdmin system when the position is filled.
- Some positions may require official transcript(s) to be provided prior to starting employment.
- EAF for the new employee should be completed by the department within two (2) days following notification of receipt of the completed offer letter.
- Each new employee is required to complete the Employment Packet. All new employees are to visit with the Human Resources Department on or before their first day of employment to receive a benefit packet and to complete the required I-9 form. An orientation appointment will be scheduled on this day.
Keep in mind the Form I-9 must be submitted to the Office of Human Resources on or before the employee’s date of hire to ensure Human Resources will have ample time to complete the E-Verify process within 3 days of the employee’s date of hire.