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HOW TO: Recruit Staff

Summary: A step-by-step guide to recruiting a new employee

These instructions apply only to hiring staff employees. Please be sure you check references and consult with your recruiter before making a job offer

What you, the supervisor, should doHow to do it
1 Initiate the recruitment process
  1. Determine if there is a vacancy to be filled.
  2. Determine whether to recall, recruit, restructure or re-organize.
  3. Determine the type of position you need - career, limited appointment, contract or temporary(floater).
  4. Obtain appropriate funding (if necessary).
2Determine if this is a replacement or a new position
  1. If it is new, proceed to step 3 (Create a set of criteria...).
  2. For a replacement: review the existing job description and identify changes.
  3. Ensure all appropriate updates have been made to the job description.
3 Create a set of criteria for the position
  1. Perform a thorough job analysis by determining the duties, responsibilities and specifications needed. Specify the required skills, knowledge and abilities (SKAs) for the position.
  2. From the SKAs develop your selection criteria.
  3. Complete a job description or update the current one.
  4. Ensure the job description has been appropriately classified and suggest a title.
4Submit recruitment reqest for review
  1. Review the Hiring Freeze Operational Summary for background and instructions on how to submit a recruitment review request.
  2. Complete the Recruitment Request Form.
  3. Submit the job description and Recruitment Request form to your Vice Chancellor or Dean to begin the review process.
  4. Your Vice Chancellor or Dean or the EVC/P's office will update you on the status of your request.

Please contact your Vice Chancellor or Dean for more information on how the recruitment request review process may affect your staff recruitments.

5 Enter your requisition in Quick Requisition
  1. If your recruitment request has been approved by your Vice Chancellor or Dean or the EVC/P's office, go to Quick Requisition to prepare and submit the requisition.
  2. If the job description is new or a replacement with changes, Quick Requisition will automatically submit the job description to your HR Compensation Analyst or Department Classifier for classification.
  3. Quick Requisition will automatically submit your requisition to budget for final approval.
  4. Once classification budget approvals are completed (if necessary), Quick Requisition will automatically send the requisition to your Recruiter for posting on the UCI Jobs website.
  5. Your vacancy will be advertised on the UCI Jobs website within 1 business day of receipt by your Recruiter.
6 Determine recruitment strategies
  1. Call your Recruiter to discuss a recruitment plan/strategy for your particular position. This includes discussion about advertisement in web-based sources and other media.
  2. Establish an interview committee and timeline for your process.


Next section: Screening and Interviewing

Need an expert? Contact your Recruiter in Human Resources, (949) 824-5210.

Notice: University policies, procedures and applicable collective bargaining agreements shall supersede information in this document or elsewhere on this site.

Author: Steven Johnson  Last published: 06/05/2009