Staff & Management Recruitment Process

Phase 1: Preparation & Approvals

•  Create Job Card: Initiate recruitment request by logging into PageUp and creating a Job Card.
  • Position Description: Create new position description for a newly created job or review position description (PD) and attach it the the job card.
  • Position Number: Must be created by Budget and added to the Job Card.
• Vacancy Announcement: Create or review vacancy announcement.
• Identify Recruitment Sources: In the Job Card choose which recruitment sources should be utilized to advertise the position.  The default (free) posting locations are: CSU Careers, Cal Poly Human Resources Linkedin, Norcan, KMUD. Fees are associated with additional posting location options.
• Obtain Required Approvals: The Job Card goes through approvals before it is posted.
• Identify Search Committee: Determine Search Committee Chair and members.

Phase 2: Job Posting & Recruitment 

• Post Job Ad & Recruitment Period: HR Partner posts the job on the requested recruitment sources.
• Search Committee: Members are notified and Google Group Folder created with pertinent forms.
  • Ensure Search Committee Trainings are completed for each member
    • Avoiding Unconscious Bias in the Hiring Process Workshop: Must be renewed every two years
    • CHRS Committee courses: must be renewed annually
    • Confidentiality Agreement on file
• Charge Meeting & Compile Interview Questions: Hiring Authority schedules a meeting with the Search Committee  to meet before first review date/closing date to review recruitment process, and interview timeline/strategy. Also compile appropriate interview questions based on the vacancy announcement. 

Phase 3: Candidate Review & Interviews

• Candidate Review & Scoring: After first review date or close date of posting the Search Committee reviews applicants and determines who meets minimum requirements and who will be moved forward for interviews.
• Interviews Occur: Search Committee schedules and holds interviews with candidates. Optional 2nd interviews can also occur at this step.
  • Complete Justification Forms: Complete a Justification Form for all candidates that were interviewed.
• Final Recommendation: Hiring Authority reviews justification forms and determines who to move forward to reference checks.
• Reference Checks: HR sends the default reference check questions to the current and former supervisor of the chosen candidate after the ROI Form is completed and received. 

Phase 4: Offer & Hiring Process

• Conditional Offer: Hiring Authority reviews recommended hiring or step range and gives a conditional offer to candidate.
• Background Check & Review: Depending on the position the HR Partner will submit an appropriate background check package with Accurate Background and may also require a LiveScan.
• Final Offer & Acceptance: Once satisfactory results from the background check are received the HR Partner will work on the Formal Offer for the candidate.  
  • After candidate accepts formal offer:
    • The Search Committee Chair notifies all interviewed candidates that the position has been filled via phone or email.
    • The Search Committee has completed their portion of the recruitment and ensures all application materials, documentation of reference checks, committee notes and matrices, etc. are in the Google Group Folder.
• Onboarding Prep: New hire completes necessary paperwork for new position and the Hiring Authority prepares for new hire's first day.