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USF Staff Hiring Procedures

Table of Contents 

    1. Determine if the Position needs Compensation Review and Approval - Procedure
    2. Create a Job Description - Procedure
      1. Determine Job Requirements - Procedure
    3. Obtain a Position Number - Procedure
    4. Determine a Salary Grade - Procedure
    1. Create a Job Posting - Procedure
    2. Advertising a Job Posting - Procedure
    3. Approval Queue - Procedure
    4. Internal Postings - Procedure
    1. Identify a Selection /Search Committee - Procedure
    2. Develop an Applicant Pool - Procedure
    3. Review Job Applicants - Procedure
    4. Conduct Job Interviews - Procedure
    5. Interview Techniques - Procedure
    6. Tips to Remember While Interviewing a Candidate - Procedure
    7. Three Points Concerning Legal Aspects of Interviewing - Procedure
    8. Travel Associated with the Job Interview - Procedure
    9. Notify Candidates Not Offered an Interview - Procedure
    10. Selection Process - Procedure
    1. Verbal Offer - Procedure
    2. Create Offer Form - Procedure     
    1. Announcing Personnel Moves - Procedure  
    1. Promoting an Employee - Procedure
1. If the open position is new, then a new job description needs to be written.  The hiring department writes the job description.  The Human Resources Department (HR) is available to assist with writing new job descriptions.  See Create a Job Description.   
2. If this is an existing position that has not been reviewed in the past two years, then the job description needs to be sent to Compensation for review and approval.  
3. If this is an existing position that has been reviewed in the past two years, but needs updates/changes to the job description, then the updated job description needs to be sent to Compensation for review and approval.
Job Descriptions consist of the following: Classification Title, Job Title, Job Summary, Job Responsibilities, Minimum Requirements, and Additional Knowledge Skills and Abilities.  Use the Job Description Form to create or update a job description.
Once drafted, all job descriptions are to be sent to the Compensation Department for review, salary grading, and compensation range.  
Having a clear understanding of the position’s responsibilities and required skills will help to identify what is required for an individual to be successful in the job.  The hiring department, in conjunction with HR determines the following:
Job Summary:  What are the primary functions of and reason for the job? The summary should clearly and concisely address the scope and complexity of the position and its impact to the department and the University.
Job Responsibilities:  What specific knowledge, skills and experience are needed to perform the work?  Should the applicant have had certain training or on the job experience?
Minimum Qualifications:  What is required and preferred for the position? What educational level is needed for the position? The qualifications should include the number of years of experience needed in the expected fields of expertise, and the necessary core competencies. 
Additional Knowledge, Skills, and Abilities:  What work habits and behaviors are important to the position?
Positions within the Office and Professional Employees International Union (OPE) have specific job descriptions, requirements, and salary ranges.  These are available at e on the HR website.
Once the job description is approved by Compensation, the hiring department needs to obtain a position number from Payroll if the position is new and no position number exists.  Please email the following items to etimesheets@usfca.edu to obtain a new position number: job title, eclass, department, and FOAP. Payroll creates a Position Number in the Banner system and provides it to the hiring department.
If the position already exists but was updated and reviewed, the same position should be used.
Once the job description is approved by Compensation and a position number is assigned, the hiring department can create a job posting in PeopleAdmin.
New positions or those not reviewed by HR in the last two years require a salary grade review.  Compensation reviews the Job Description form, works with the hiring department, and determines the appropriate salary grade level and range.  A salary grade review is required prior to posting a job.
Once the job description is reviewed and graded, the hiring department is notified by Compensation via email.  The Posting Manager may now create a job posting in PeopleAdmin.  Once sent through the approval process, HR will review and post the position.
All open positions are posted on the USF Jobs site, including Union positions. 
A Job Posting is created in PeopleAdmin by the hiring department.  The following information is needed to create a job posting.  This information is necessary to the eventual hiring of a new employee and to ensure they have timely email, OneCard, and ITS systems access.  When creating a Job Posting, have the following information available:
  • Internal and External job position – check both boxes, Internal and Staff
  • Job Title (if an Internal posting, then indicate INTERNAL ONLY at end of job title.For example, “Program Assistant V, Chemistry (Internal Applicants Only)”
  • Position Number
  • New position or replacement?
  • If a replacement, name of individual being replaced
  • Employee Class
  • Union type
  • Job Type (Full-Time, Part-Time, Adjunct, or Temporary)
  • Full-Time Equivalent
  • FOAP
  • Home Organization
  • Check Distribution
  • P-Organization (P-Org)
  • Posting Manager
  • Hiring Manager
  • Budget Manager
  • Supervisor
  • Supervisor’s Title (used for the Offer Letter)
  • EPAF Originator
  • eTimesheet Approver
  • Comments (enter name, role, and CWID of those individuals not found in the drop down menus)
  • Salary type (Non-Exempt/Hourly or Exempt/Salary)
  • Salary/Salary Range
  • Campus Location
  • Work Environment
  • Travel
  • Job Summary
  • Job Responsibilities
  • Minimum Qualifications
  • Additional Knowledge, Skills, and Abilities
  • Special Instructions to Applicant
  • Job Posting Date
  • Job Closing Date
  • Post Until Filled
  • Would you like to post this job to an additional site or sites?
  • If you select, “Yes,” please check the box (es) to the right to indicate your preference(s)
  • Additional sites
  • Supplemental questions
  • Applicant documents required (resume, cover letter, transcripts, work sample, etc.)
  • Search Committee, Guest User names, and email addresses
  • Organizational Chart
When creating the job posting, indicate where to post/advertise, in addition to the usfjobs.com.
If posting to additional websites, click “Yes” Under Posting Options.  HR provides a pre-paid posting bundle that includes the following advertising sites: HERC, Inside Higher Ed, AJCU, Higher Ed Jobs, Dons Careers, Academic Keys, LGBT in Higher Ed, Hispanics in Higher Ed, Blacks in Higher Ed, Asians in Higher Ed, and Veterans in Higher Ed.
If posting to additional places, please list the locations in the text box.
Posting jobs to a social network needs prior approval by HR. Contact HR to post to USF’s LinkedIn account or USF’s Facebook page.  Currently, posting to Twitter is not permitted. 
HR covers the cost for all advertising up to $2,000 per job posting. The hiring department’s budget is responsible for advertising costs that exceed $2,000. 
Once the job posting is complete, the Posting Manager starts the approval queue and forwards it to the Dean/Director. The Dean/Director moves it to the VP, the VP to Budget, and then to HR for final review and posting to www.usfjobs.com.
How Long to Post 
To insure only applications from internal applicants (those currently working at USF), when creating the job posting, make sure to select the box for “Internal Application.”  The job title must also indicate that it is for internal applicants only, for example, “Program Assistant V, Chemistry (Internal Applicants Only).”  
Recruitment Firms
The hiring department is responsible for identifying a search committee.  Search committee members should be selected based on their understanding of the duties and requirements of the position in addition to the objectivity and/or perspective they bring to the selection process.  Search committee members may include:
Department members who understand the knowledge, skills and attributes needed to do the job
An employee outside the hiring department who has knowledge of the business and the position
A member of HR Department
In selecting your search committee, discuss their availability over the entire proposed search period, noting any extended absences that might delay the search.
USF’s goal is to fill positions with the best available applicants, in a timely manner.   
Applicants may include:
Internal employees
External applicants
To recruit external applicants, consider:
Employee referrals
Professional associations/organizations
Internet job sites
Other universities
Businesses in the specific industry
Job fairs
Social media
Organizations who are “downsizing”
The hiring manager or search committee is to review submitted applications against the selection criteria and develop a list of applicants to interview.  All qualified internal applicants must be interviewed.
Each hiring department is to review their applicants in PeopleAdmin, make decisions on whom to interview, and ultimately make a hiring decision.  Viewing applicant resumes, cover letters, submitted documents, and updating their status in PeopleAdmin, is the most efficient way to track applicants as they apply to a posted job.
Update Applicant Status in PeopleAdmin: 
To move an applicant to the Interviewed step, check the box next to the applicant’s name and move in the workflow to “Interviewed” through the Actions button.  Multiple applicants can be selected and moved at the same time. 
All applicants interviewed, must complete an online application via usfjobs.com.  During the interview, the search committee assesses the relative skills, knowledge and experience of each candidate against the selection criteria communicated in the job posting.  Interview questions should be prepared ahead of time and documented in writing and should include a mix of skill based and behavioral based questions.  A conference room or other private meeting room should be reserved ahead of time for the interview.  All candidates must be asked the same set of interview questions.  The results of the interview questions should be tracked using an Interview Rating Sheet, one for each candidate.  For additional help preparing for an interview, please contact HR.
Hiring decisions can directly affect the University and the function of the department.  Because of this, hiring decisions should be based on a well-structured and thought out interviewing process.  HR is available to help with this preparation.
Explain the ‘agenda’ for the interview.  A typical agenda is (1) Introduce yourself, your role in the department, and your relationship to the open position, (2) Ask questions about education and experience, (3) Ask Behavioral questions, (4) Ask the candidate if they have any questions, and (4) Conclude the interview and thank the candidate for their time and interest in the position.
A candidate’s current or past behavior is the best predictor of future job performance.
Ask open-ended questions.  For example, tell me about __, what..., when…, who…, give me an example of…, think of a situation when…  Feel free to ask follow-up questions to open-ended questions.
Make sure to ask the same questions of each candidate.
Takes notes on responses.  Make sure to document responses, and not your perceptions.  
Tolerate silences (allow the candidate to think before responding – do not lead their responses).
Some questions cannot legally be asked in the interview process.  If needed, contact HR for a list of questions that cannot be asked to candidates.
Ensure that all questions are job-related.
Set a time limit for the interview and stay within the limit.
Every question must relate back to the job.
Never ask a question of a candidate that you would not ask to all candidates.
A question must not call attention to the fact that a person is a member of a protected group by law (you cannot discriminate on the basis of race, national or ethnic origin, color, religion, age, sex, sexual orientation, marital status, family status, disability, or a conviction for which a person has been pardoned).
A candidate’s travel and lodging expenses, due to an USF interview, are reimbursable to the candidate.  The hiring department may provide assistance and coordination with the Travel and Entertainment Policy.
Both internal and external candidates who did not make the shortlist for the interview and who will not be reconsidered at any point during the selection process are to be notified promptly, via email from PeopleAdmin.
At the conclusion of the interview process, the selection committee should reach a consensus decision.  When making a hiring decision, the selection committee should consider the following:
Competencies and technical skills of the candidate.  
Performance from previous evaluations and/or references from the candidate’s current manager, colleagues, customers, etc.
If a candidate is not selected, the committee should re-evaluate the hiring strategy.
The first part of the offer process is a verbal offer for both internal and external candidates.
Verbal offers may be made only after all candidates have received consideration. 
Each hiring department reviews their candidates, conducts reference checks, makes the hiring decisions, and makes verbal offers.  The hiring manager formulates the verbal job offer for the selected candidate. 
For internal hires, start dates are normally two weeks from the date the offer is accepted.  To determine a date, the hiring manager should balance his or her needs with the employee’s and current manager’s needs.  For external hires, start dates vary and may need to be negotiated with the candidate to accommodate both the candidate and University’s needs. Please keep in mind the Offer Form Submission Requirements; 30-10-5.
Verbal offers may be extended for the following employment categories:
Non-Exempt (hourly) or Exempt (salary)
Full-time or Part-time 
Adjunct Faculty
Stipend (for a set project and time period)
Be prepared to discuss the details of the offer, including:
Job Title
Compensation (Non-exempt/hourly or exempt/salary)
Desired start date
Reporting relationships (direct and dotted-line)
Relocation (if applicable)
Once a candidate accepts the position, it is important to keep the decision confidential until the hiring manger personally notifies all of the candidates who were involved in the interview process.
If the selected candidate declines the offer, the selection committee should determine another qualified candidate to hire.  If no candidate be available, the committee should re-evaluate the hiring strategy.
Employment Visas
Relocation or Moving Reimbursement
To create an Offer Form, the hiring department moves the candidate from “Interviewed” to “Offer Pending-Complete Offer Form” through the Actions button.  The hiring department then clicks on candidate’s name to open their application and clicks on the “Start Staff Offer Form” button to start the Offer Form.  When creating a Job Posting, have the following information available:
eTimesheet Approver
Starting Salary or Hourly Rate
Start Date
End Date (if applicable)
Desk/Office Location
Notes to HR (List additional Staff New Hire Notification email recipients here)
The hiring department creates an Offer Form and routes it to HR.  HR receives an email that an Offer Form is complete, uses the information to draft an Offer Letter, and routes the draft Offer Letter back to the hiring department for final review and approval.  
At the same time, HR enters the new hire employee into Banner.  This triggers notifications to ITS, OneCard, Payroll, and HR.  Once the Offer Letter is approved, HR sends the final Offer Letter to the new employee via email. The information on and timing of the Offer Form is crucial to the timely set-up of a new employee to ensure they have an email account, One Card, and USF systems access.  
Offer Form Submission Requirements; 30-10-5
Offer Letters
Notify Non-Selected Candidates 
In addition, for new hires and promotions, the hiring department may issue an announcement, to include:
  • The person’s full name (nickname or preferred first name okay) 
  • Title
  • Effective start date
  • Department 
  • Reporting relationship
  • Prior experience (brief)


A. Promoting an Employee - Procedure

1. Send the job description to HR Compensation for review, approval, and salary range assignment. Job descriptions that have been reviewed within 2 years do not need to complete this step.

2. Contact the Director of Employment in HR for approval by providing job title, salary, and Compensation's approval.

3. Request a promotion letter from an HR Specialist.

Prehire Onboarding 
Tracking Tools 
New Hire Paperwork
New Hire EPAF
Office of Human Resources Contact Information
Office Phone: (415) 422-6707     Email: USFJobs@usfca.edu
USF Jobs: www.usfjobs.com
PeopleAdmin: www.usfjobs.com/hr