Step - 1 - Initiating Recruitment:

       

Create a Position Description and Recruitment Request. Obtain all necessary signatures on both forms.  Include the PeopleSoft position number on the Recruitment Request.  If a new one is needed, contact Joe Andrews in the Budget Office at x53813. 

Submit forms to HR for review no later than Wednesday at noon to meet publishing deadlines

 

HR will list the job announcement on the CSUEB Career Opportunities web site, and will list the same in the Career Opportunities Bulletin for a minimum of two weeks.  This bulletin is faxed and mailed to various off-campus locations, including other academic institutions, agencies, and organizations.  Your position will be advertised on the Northern California HERC web site and the CSU Chancellor's web site.  Departments throughout CSUEB may print a copy of the Employment Opportunities Bulletin from the following web address:  https://abaweb.csueastbay.edu/hr/hrapps/empsummary.cfm.  The Internal Employment Opportunities Bulletin is distributed via electronic mass mail for all campus departments.  The Internal Employment Opportunities Bulletin for Unit 4 positions are also mailed to all other CSU campuses.  For information on additional advertisement, contact HR at x53634.

 

Step - 2 - Screening Criteria:

       

• Select a search committee and whenever possible, choose a committee that is diverse in gender and ethnicity.  Committee members should generally be from the same occupational field and in higher level positions and/or individuals from the campus community who have knowledge of the position and/or who will work regularly with the incumbent.  Recruitment for a Unit 4 position must have at least one Unit 4 employee on the search committee.
• The Search Committee Chair (or designated member on the committee) must read the Recruitment Guidelines and notify your HR Recruiter upon completion.  If a person serves on multiple committees, he/she will only need to review this presentation once.
• Develop screening criteria (application and interview) and ratings scales and submit to HR for approval.  Develop specific criteria based on the job description and posting.  Screening Criteria Sample.
• Develop skills assessment (optional) that include rating scales and and answer key and submit to HR for approval.  Writing and Excel Assessment Sample.
• Screen applications and rate per the established criteria.  Use the Application Screening Grid to document the relative strengths and limitations of applicants. 
• Select applicants to interview based on top scores using the Application Screening Summary form.  Only applicants who meet the minimum qualifications may be interviewed.
• Submit applications and all supporting documentation of application screening results to HR, noting which candidates will be interviewed.  HR will assess results.
• Contact candidates to schedule interviews after your screening results are approved by HR

 

Step - 3 - Interviewing and Selecting:

• Conduct interviews based on approved interview questions.  Please refer to the Interview Guidelines.
• Complete interview rating sheet.  Have each committee member complete an Interview Rating Sheet for each candidate.
• Administer skills assessment (optional).  Skills assessments must be approved by HR.
• Conduct second interviews (optional).  Refer names of final candidate(s) in an unbiased manner to the department head or supervisor.
• Rank candidates and sort by high score using the Interview Results Summary form
• Conduct reference check(s) on finalist(s) using the CSUEB Reference Check Outline 
• Complete the Appointment Recommendation Form and obtain necessary signatures.
• Submit the Appointment Recommendation Form and all supporting documentation to HR for review before making an offer of employment

 

Step - 4 - Making an Offer:

 

• HR will send an "OK to Hire" email with the approved salary level to the person listed as the contact on the Recruitment Request.
• Make offer of employment to finalist after you receive the OK to Hire email.  Any salary requests above the approved salary level must be discussed with your HR Recruiter.
• Reply to the OK to Hire email noting whether the finalist accepted or declined the offer.
• Prepare eSAF to hire after the offer of employment is accepted.  The earliest the hire date can be is the day after the offer of employment is accepted.
• Have new employee sign-in with HR and Payroll on the first day of employment.
• HR send notices to all other applicants who were not selected.
• HR sends a formal appointment letter to the employee outlining the conditions of employment.

 

Information:

Recruitments are posted until filled or with a specified closing (end) date.

 

Postings Open Until Filled:
Will remain posted and applications will be accepted until the position is filled.

 

Postings with closing dates: 
Closing dates are always on Friday.  The Wednesday before your position is scheduled to close, HR will call and inform the contact person on the Recruitment Request of the number of applications currently received.  The department may decide to close the position as scheduled or extend the closing date one week.  A member of the search committee may come to HR to review the applications to assist in deciding whether to close or extend the posting.  If no one is able to confirm to HR to close the position, the posting will automatically be extended one week. 

 

The Recruitment Guidelines were created to provide valuable information to recruiting departments and their search committees.  The Guidelines cover topics such as:

• What are the legally protected areas that we cannot ask candidates about during the interview?
• What can we do if the top candidate declines the offer of employment?
• What do we, the hiring department, need to do when our new employee starts?
• You may refer to this PowerPoint presentation as many times as needed. 

 

Forms and Resources

Templates

Recruitment Request   Job Description   Interview Guidelines - to assist you during the interview process   Recruitment Guidelines - PowerPoint presentation with information that will assist you during the recruitment process

Application Screening Grid - use to log scores during application screening (one per search committee member)   Screening Criteria Sample - use as a guideline to create your own screening criteria   Application Screening Summary - use to total all scores from screening grids   Interview Rating Sheet - use to note candidates' answers and scores during interview   Interview Results Summary - use to log and total all interview scores   Coming Soon --Written and Excel Assessment Sample - use as a guideline to create your own skills assessment

 

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