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Non-exempt and Exempt Recruiting Process – Working Document

Dept. Head

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

Other contact information:

Michelle Stenberg – Coordinator, Office Services (Administrative Offices) 1-3972
Jo Bessler- Organizational Development Librarian 1-6680

* In instances where there are two possible people on a project, responsibility for the tasks should
be clarified.

 

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