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Non-exempt and Exempt Recruiting Process – Working Document
Dept. Head |
Discusses position responsibilities, level, urgency of need, and
reassignment or recruitment strategies with Associate Director |
| Assoc. Dir | If approved
for recruitment, sets parameters for position description and search based
on library budget and priorities |
| Supervisor | Submit completed
Position Funding Verification
Form (click here
for instructions) and current/proposed Position
Description to Associate Director (Any major changes
on Position Descriptions should be highlighted for AD. Lisa Felix can provide
old job posting for reference if available) |
| Assoc. Dir. | Directs position
description for classification review to Jo Bessler (ODL) |
| ODL | Works with
AD and HR to set or confirm classification, notifies AD |
| Assoc. Dir. | Submits packet
with approved position funding verification form, position description, job
posting approval, and job posting to Lisa for routing |
| Adm Office |
Lisa gives PFV to Kelly Koski for signature/approval |
| Adm Office | Kelly returns
PFV to Lisa Felix, puts PFV and PD in search file |
| Adm Office | Lisa sends ULON
announcing open Library position |
| Adm Office | Lisa posts job
posting on bulletin board downstairs |
| Adm Office | Lisa faxes posting
to branch libraries |
| Adm Office | Kristi posts
job on Library
web page |
| Adm Office | Lisa faxes Position
Funding Verification, and e-mails job posting to HR |
| Super/DH* |
Determine interview strategy |
| Supervisor | Review/develop
search strategy (HR can assist) |
| Main HR | Posts position
internally
within ND (if approved) |
| Main HR | Posts position
externally
(if approved , both ND external and/or other
identified advertising) |
| Main HR | Performs initial
application
screening |
| Main HR | Forwards qualified
applicants to supervisors as soon as they come in |
| Supervisor |
Supervisors review applicants |
| Supervisor | Decide on candidates
to interview |
| Supervisor | Call and schedule
interviews |
| Supervisor | Schedules interview
room if necessary |
| Supervisor | Create interview
agenda if needed |
| Adm Office | Creates information
packets if needed (HR can assist) |
| Supervisor | Perform
interviews |
| Supervisor | Keep candidates
informed |
| Supervisor | Narrow candidates
down to top two or three |
| Super/DH* | Conduct second
round of interviews if necessary |
| Library HR | Perform reference
checks on final candidates (HR can assist) |
| Sup/LHR* | Solicit feedback |
| DH | Consult with
AD about candidate offer |
| AD/ODL* |
AD will work with ODL to establish salary |
| DH | Offer position
to candidate (contingent upon pre-employment checks) |
| Super/AD* | Work on offer
negotiation if necessary |
| Supervisor | Inform Lisa
Felix of hire |
| Sup/Adm* | E-mails/contacts
HR with filled position, name, start date, and salary information,
and list of rejected candidates. |
| Main HR | Performs drug
test, criminal records check, and sex offense check |
| Main HR | After tests
clear, informs remaining candidates of position being filled (typically do
mailing) |
| HR/Sup* | Informs interviewed
candidates who did not get the position |
| Supervisor | Contacts in-house
interviewed candidates by phone that didn’t get position |
| Supervisor |
Fill out Status Form Initiation Request and
return to Lisa Felix |
| Adm Office | Lisa Felix
creates Status Form based on Status Form Initiation Request Form |
| Adm Office | Lisa sends
Status Form to Human Resources and files copy in personnel file |
| Adm Office | Lisa gives
any information to Michelle for Ultratime processing |
| Main HR | Arrange for
meeting with Mary Buday for paperwork
and ID card
(if New hire is local, try to set up meeting at least two working days prior
to start) |
| Main HR | Arrange for
campus orientation |
| Main HR | Submit information
for NET ID (formerly AFS) |
| Sup/Adm* | Arrange for
Library orientation and worksite preparation |
| Supervisor | Submit ULON
announcing hire |
| Adm Office |
Follow up with HR to ensure that employment tests have been run |
| Adm Office | Follow up to
ensure Status Form is in HR |
| Adm Office | Follow up to
ensure that Tax paperwork has been completed |
| Adm Office | Follow up to
ensure that new hire has been scheduled for orientation |
| Adm Office | Follow up to
ensure that computer/NET ID is set up |
| Adm Office | Follow up to
ensure that employee has ID and parking pass |
| Adm Office | Create employee
file for administrative offices, following the office files policy |
| Adm Office | Places search
information into Search Binders |
| Adm Office | Enters search
information into Recruiting Database |
| Supervisor | Ensure that
Lisa has all information for files |
| Sup/Adm | Once search
is completed shred all remaining applications |
Other contact information: * In instances where there are two possible people
on a project, responsibility for the tasks should
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