Fiscal Affairs

John Bale, M.Acc., Associate Dean

Recruitment of Unclassified Staff

The job posting is an online process. Only those individuals trained to use the PeopleAdmin Online Employment System may create a job posting. Contact the Wright State University Human Resources (937-775-2120 or human_resources@wright.edu) for training information.

When recruiting unclassified staff, follow the guidelines in these steps:

  1. Request to Recruit Staff Position
  2. Search Committee
  3. Advertisement
  4. Interviews
  5. Request for Contract/Request to Offer Position
  6. Background Check
  7. Letter of Offer
  8. Candidate Response to Offer
  9. Completion of Recruitment

Request to Recruit Staff Position

If the position is funded by general funds (namely fund 190002), the department must complete the Strategic Hire Request Form and submit it to the Office of Fiscal Affairs for approval. The approved form will be forwarded to the provost's office (the department will be copied on the forwarding email). After the provost's office returns the form (PDF version) to the department, the form should be attached to the PeopleAdmin position posting.

Search Committee

The department creates a search committee, which may consist of faculty, staff, students, and residents.

The search committee must be identified and receive compliance training prior to the department submitting the PeopleAdmin posting. After the search committee completes the compliance training, the approved training certificate should be attached to the posting. The originator should also document the training in the comments section.

Note: Read the "Setting Up the Search" and "Search Committee Composition" sections of the WSU Recruitment Handbook found on the Affirmative Action Programs website.

Advertisement

The department will

create the advertisement for the position

  • The advertisement must state that all applicants must apply online at "http://jobs.wright.edu."
  • The advertisement should have a first considered date of at least 30 days from the posting date.
  • The advertisement should state "open until filled" if the department wants to keep the posting open for an extended search period.
  • The advertisement must state that "Wright State University is an Affirmative Action/Equal Opportunity Employer."

attach the advertisement at the Document tab under "Document," "Ad Copy"

wait for Affirmative Action Programs to assign an Affirmative Action Position number

  • Affirmative Action will send the Precis Part I to the department.

submit the approved advertisement to the appropriate journals after receiving acknowledgement that the job posting is approved on PeopleAdmin

advertise in all appropriate publications and keep a listing of all agencies and institutions contacted about the position

  • A search for staff may be national in scope.
  • The "Recruitment Resources" section of the WSU Recruitment Handbook found on the Affirmative Action Programs Web site provides resources for recruiting women or minorities.
  • The department should keep photo copies of the advertisements as they appear in journals.

Interviews

Reviewing Applications

The search committee's duties are to

  1. accept applications until the deadline
  2. screen the applications in compliance with Affirmative Action policies
  3. select the candidates for interview. First visits are normally limited to three candidates.
Screening Applications

The department must

list each applicant on the screening chart (provided by Affirmative Action Programs) and complete information for each.

update PeopleAdmin record for each applicant by selecting the appropriate workflow action in the "Take Action On Job Application" box.

Requesting Interview (Affirmative Action Precis Part I)

The department must

complete the Recruitment and Selection Precis, Part I (model forms may be viewed at http://www.wright.edu/admin/affirm/forms.html)

submit the Precis Part I to the Affirmative Action Programs office (coordinate with the office for preference of fax or PDF file). Include the following items:

  • screening chart
  • photo copies of the advertisement as it appears in journals
  • mailing lists of departments and medical schools that were sent notices of the open position
  • curriculum vitae of candidates who are selected for interview
  • notification if a visa will be required for a candidate

wait for the approval letter from the Affirmative Action Programs Office and a Precis Part II form

  • The committee should not interview any applicants until Affirmative Action Programs office has approved Part I.

update workflow actions in PeopleAdmin for applicants being interviewed.

Conducting Interviews

The search committee will

invite the candidates approved in Precis Part I for interview

  • The committee should be consistent with all candidates by using the same basic itinerary for each candidate and using the same general questions.

interview the candidates

make a recommendation to the chair

Request for Contract/Request to Offer Position

The department must

complete Precis Part II (a model form may be viewed at http://www.wright.edu/admin/affirm/forms.html)

send (fax of PDF file) Precis Part II to the Office of Fiscal Affairs

  • The committee must document the criteria and rationale used for selecting the recommended candidate(s).
  • The appropriate associate dean will approve and return the Precis Part II to the hiring department and will forward a copy to the Office of Fiscal Affairs.
  • The hiring department will send the signed Precis Part II to the Affirmative Affairs Program office.

Background Check

After receiving approval for Precis Part II, the department must

make a verbal and conditional offer contingent upon a successful background check

Upon acceptance of the verbal offer, the department must

notify the candidate that HireRight (background check vendor) will send an e-mail with login instructions to access the screening application

send the candidate's name to Meltem Kokaly, meltem.kokaly@wright.edu, and Phil Parrill, phil.parrill@wright.edu, to initiate the background check

Human Resources will notify the hiring manager of the results. Note: Background checks take one to three business days.

The department may proceed with the letter of offer after receiving the results.

Letter of Offer

The department must

wait for the approval letter for Precis Part II from Affirmative Action and a Status of Position Offered form

  • A model of the Status of Position Offered form may be viewed at http://www.wright.edu/admin/affirm/forms.html.
  • An offer for a staff position CAN NOT be made to candidates prior to
    • the closing date contained in the specific position advertisements
    • Affirmative Action approval

prepare a letter of offer

send the offer letter to the appointee

Candidate Response to Offer

If the offer is accepted, the department sends the following to the Office of Fiscal Affairs:

  • original offer letter
  • completed Status of Position Offered form
  • current CV
  • Personnel Action Form (PAF available on-line)

If the offer is declined, the department completes the Status of Position Offered form and submits it to the Affirmative Action Programs office.

The department may proceed with an offer to a second candidate only after completing a new Precis Part II and following the procedures listed above (beginning with "Interviews"). If no other offers will be made, the department should inform the Affirmative Action Programs office of its plans, whether it plans not to fill the position, reopen the search, etc.

Note: Once the position is filled or the department has decided not to fill the position, the department should keep documentation of the search for three years.

Completion of Recruitment

The department must complete the recruiting process by updating the workflow actions for all applicants.

 


Updated December 2012 (jb)