Overview
The search process for Merit and P&S staff is a collaborative effort designed to identify and match highly qualified professionals with an advertised vacancy. Led by a hiring official or a search chair and search committee, applicant evaluation and selection is guided by the HRS employment team and the Office of Compliance and Equity Management.
Stage 1
Recruitment Stage 2
Evaluation Stage 3
Selection
Step 9: Complete Reference Checks and Work History Verification
Responsibility: Search Chair
Conduct reference checks on the successful applicant, if not already done. For additional information, view:
Step 10: Select Applicant
Responsibility: Hiring Official & Search Chair
Following the interviews, evaluate the applicants and make a selection. When an applicant has been selected, the offer letter should be drafted.
- Use the standard offer letter template to create your draft. Send the draft offer letter for the applicant selected to the HRS Employment Coordinator (electronic version through email preferred). Do not extend a verbal or written offer until approved to do so.
Merit Offer Letter Templates
- Merit External Offer Letter (MS Word)
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Merit Internal Offer Letter (MS Word)
P&S Offer Letter Templates
- P&S External Offer Letter Salary Position (MS Word)
- P&S External Offer Letter Hourly Position (MS Word)
- P&S Internal Offer Letter Salary Position (MS Word)
- P&S Internal Offer Letter Hourly Position (MS Word)
- If you are considering offering moving expense reimbursement for non-local applicant, please view the University Moving Expense Policy 4.10. Include the amount in the offer letter after the offered salary. Suggested language to add is "You will also be reimbursed up to $<amount> for moving expenses pursuant to the UNI policy 4.10 Moving Expenses (https://policies.uni.edu/410). You may also visit https://obo.uni.edu/guide-faculty-and-staff-relocations to view the faculty and staff relocation guide. All moving expense reimbursements are taxable and these taxes will be reflected in your paycheck in the month of or the month following when reimbursement occurs."
- The Relocation Quick Guide can be provided to finalists or the selected candidate if moving expense reimbursement is being offered. Please take note of UNI's preferred moving vendor on the Purchasing Contracts website.
Step 11: Complete Search and Selection Summary in Jobs@UNI
Responsibility: Search Committee Administrator
- Once applicants have completed on-campus interviews, the Search Chair will need to edit the post-interview rating codes for each applicant interviewed. The Search Chair will prompt Jobs@UNI to send the Search Administrator an automated email indicating the Search and Selection Summary can now be completed.
- The Search Administrator completes the Search and Selection Summary in Jobs@UNI to indicate the applicant that has been selected to be hired and submits into workflow for approval. Refer to the Search & Selection Summary support pages for step by step instructions.
Step 12: Compensation and Offer Letter Review
Responsibility: Human Resource Services
Step 13: Final Approval of Offer
Responsibility: Completed in Jobs@UNI
Step 14: Make Verbal Offer and Send Written Offer
Responsibility: Hiring Official
Once the Search & Selection Summary has been approved in Jobs@UNI, a verbal offer may be extended to the selected applicant and follow-up with a written offer letter. Offers must be made by the Hiring Official (Dean, Director, Department Head, or Division Head).
Step 15: Obtain Signed Offer Letter from Applicant and Send to HRS; Create New Hire PAF
Responsibility: Hiring Official
If the applicant accepts the offer and a signed offer letter is received, the hiring department will:
- Forward the signed offer letter to HRS ASAP. HRS will submit the e-link to the applicant to complete the background check, complete the credential verification (for P&S positions), and notify the hiring manager upon completion that the hire is official.
- Search chair sends out e-mail notification in Jobs@UNI to all other applicants letting them know the position has been filled.
- Search chair sends Request to Close Requisition.
- Create a New Hire PAF.
Please Note:Please retain all search materials and notes for three years in a secure location.
Step 16: Send New Hire Email to Employee and New Hire Checklist to Supervisor
Responsibility: Human Resource Services
New hire emails will be sent to the new employee. For additional information, the new employee can also view the New Employees website. The new hire checklist for supervisors will also be sent; however, you can also access it by viewing the Supervisor's Checklist of New Staff handout.
Step 17: Begin Department Orientation and Sign Position Description
Responsibility: Hiring Official
The department should begin orientation and sign the Position Description and return it to HRS.