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Recruitment Process for Staff Positions

 Click HERE for a printable version of this page.

 

The recruiting and hiring process has many steps and can be very confusing. Listed below are step-by-step instructions from requesting to fill a position to 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 they are being considered for.  To formally apply, the applicant must submit application materials to the Office of Human Resources and be listed on the Recruitment Form as an applicant. If you have an application that is submitted directly to you in hard copy or via email, please forward it to Kent Wyatt Hall 247 or to ckreikemeier@deltastate.edu for processing. An application that has been processed by Human Resources will be time and date stamped with a number hand written above it.

1.     Complete the Requisition for Employee form located on the Human Resource Forms webpage.  This form includes a job description form that must be completed in detail as well as a page to indicate where you would like to request the position to be advertised. Attaching a prewritten job description is not acceptable, the job description template must be completed or the form will be returned to the department. The Position Request Form must also be completed. All positions are required to be reviewed by cabinet. Use this form to explain why the position must be filled. Submit completed and signed forms to the Office of Human Resources.

 

2.      Human Resources will notify you if the position is declined. If the position is approved it will be posted on the Delta State website and submitted for advertising to requested publications. (The Office of Human Resources reserves the right to the final decision on where a position is advertised.)

 

3.      After the application deadline has passed, Human Resources will make copies of the applications received and forward them to the appropriate department head for distribution to the search committee.

 

4.     The hiring department will review the applications to determine if 1) the applications they received are potential candidates, and 2) whether or not they need more applications to make a hiring decision.  If it is determined that more applications are needed, the department will send an email to ckreikemeier@deltastate.edu  with a copy to the appropriate department head/VP, asking to reopen the position for specific amount of time and re-advertise if applicable. Once the email has been sent, steps 4, 5, and 6 will be repeated.

 

5.      If the department/division has received a sufficient amount of qualified applicants, they will begin the interview process.

 

6.      Once interview candidates are determined, the appropriate department head shall be notified for approval.  The department head will respond to the department/division with copy to Human Resources. The department/division should notify all remaining applicants that they were not selected either via U.S. Mail or via email.  For sample notification letters click HERE.

 

7.      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.

 

8.      Campus interviews must include meetings with the search committee and the department head. After the interviews are complete and a hiring decision has been made, the department/division will notify the department head of their selection for approval.  Once approval is given, the hiring department/division will create a letter of offer for the successful candidate as well as send notification letters/emails to those who were not selected notifying them that the position has been filled.  For sample rejection letters, please click HERE.  All offer letters must be approved by the department head/VP and Human Resources before sending them to the selected candidate.

 

9.     Once the offer letter is signed, the department should send the following items back to the Office of Human Resources:

 

·         Original, Signed Offer Letter

·         Completed Recruitment Form (all signatures are required)

·         Copies of all reference check materials

·         Copies of all documents/notes taken or filled out during interview process

·         Completed EAF (Employment Action Form) to initiate payroll for your new employee

 

 

10.  Each new employee is required to complete the Temporary Employment Packet as soon as possible after their date of hire. Click HERE for a copy of the Temporary Employment Packet.

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.