The Hiring Manager must complete the Exempt Personnel Job Request
Form. This form requires you to provide some specific information
regarding the position so that the Position Announcement can be
drafted. A job description also needs to be attached to the request. Please
return both an electronic copy and hard copy of position information to the
Human Resources Office so that the Position Announcement can be
drafted. If you have a copy of a position announcement which was
previously used to announce the vacancy, you are welcome to re-submit
the copy along with any desired changes. The announcement should
include a brief summary of the position, requirements; i.e. degree,
experience, skills, and instructions as to whom and where the application
should be sent. Please note that the Budget section of the form does
not have to be completed based on the Request to review a
Personnel Action approval which you have already. The form is
available online at
http://www.spsu.edu/pandp/Exempt_Job_Request_Form.pdf.
The Hiring Manager must complete the Affirmative Action Form A. This
form must be approved by the Affirmative Action Officer before the
announcement can be posted. The Affirmative Action Officer will send a
copy of the approved form to HR and our office will proceed with the
posting and officially announcing the vacancy. The form is available on
line at http://www.spsu.edu/pandp/pp802~05a.htm
Unless you request or specify otherwise, our office will collect the
applicant information and send all materials to you on the anticipated
application screen start date (from the Job Request form). If HR collects
the applicant information, we will submit the required Affirmative Action
Form B to the Affirmative Action Officer for approval. Otherwise the
individual collecting the application materials will need to ensure the Form
B is completed and submitted to the Affirmative Action Officer. The form
must be completed BEFORE any applications can be officially reviewed or
considered. The form is available on line at
http://www.spsu.edu/pandp/pp802~05b.htm Once the Form B has been
approved, you or an appointed search committee chair person will need to
make arrangements for the materials to be reviewed by the search
committee.
Once the committee has reviewed the materials and desirable candidates
have been identified, the Affirmative Action Form C must be completed
and approved BEFORE any individuals can be offered an interview. The
Affirmative Action Form C is available on-line at
http://www.spsu.edu/pandp/pp802~05c.htm . Once Form C has been
approved, you or a designated representative can contact the approved
individuals regarding interviews.
Once interviews have been conducted and a desirable candidate has
been identified, the Affirmative Action Form D must be completed
BEFORE an offer can be extended. The Affirmative Action Form D is
available on-line at http://www.spsu.edu/pandp/pp802~05d.htm . Once
Form D has been approved, the candidate may be contacted to extend a
verbal offer and to determine an agreeable start date. The final candidate
will need to complete the required background forms. The final candidate
can complete the forms in the Human Resources Office or the forms can
be accessed from http://www.spsu.edu/hr/forms.html. The background
check process takes 3-5 business days to complete. Employment on
the final candidate is contingent upon the clearance of the
background check.
Send a copy of the approved Form D to HR along with information on the
salary and start date. Unless otherwise requested, Human Resources will
generate and mail an official offer letter to the desired candidate. Also
return all resumes, committee notes and any other position materials to
Human Resources for our files.
Once the offer letter has been signed and returned, all other applicants will
be notified that the position has closed.
Human Resources will forward a copy of the signed offer letter for your
files. If the offer letter is not generated from or returned to HR, the original
will need to be forwarded to HR for placement in the individuals personnel
file. An EIF should then be generated and sent through the normal EIF
approval process. A copy of the signed offer letter should be attached.
As always, please do not hesitate to contact our office should you have
any questions or concerns.