|Hint: Hiring System for Regular Faculty → PeopleAdmin|
Getting Started with the Recruitment Process
New positions are requested through the Office of the Provost http://provost.nmsu.edu/faculty-and-staff-resources/new-faculty-position-request-form/). Upon notification that position is available, department can initiate the posting action. If the department has an existing vacancy, the posting action can be initiated with approval from the Dean/CC President.
The recruitment process in PeopleAdmin is an inclusive automated system, which has combined the following processes:
- Posting Details – this is a template, which when completed, creates the job description/posting announcement applicants will see at the NMSU website.
- Applicant Documents – these are the documents that the applicant will provide as part of their application process. These documents may be required or optional. These will generally include, but are not limited to: Cover Letter/Letter of Interest, CV/Resume, Reference Contact List, Transcripts, etc.
- Supplemental Questions – this feature allows the Search Committee to ask specific questions of the applicant, which can be required or optional and can attach point values to answers or disqualify candidates, removing them from the qualified pool.
- Ranking Criteria – this feature allows the Search Committee to establish applicant evaluation questions, which are then utilized by each Search Committee member in evaluating applications, interview answers, etc.
- Search Committee – this feature identifies and connects Search Committee members to the electronic process. The user designation allows search committee members access to the applicants and the recruitment process for review and ranking.
- Letters of Reference – this feature establishes the number of references required and has an electronic reference letter collection process feature.
- Underutilization (Affirmative Action Plan Compliance) – this feature establishes the underutilization status of the position.
Prior to beginning your recruitment process, you should:
- Position Number – determine the appropriate position number. This is the unique position number assigned to the position you intend to post. It should be vacant or will be vacant prior to completing the recruitment process.
- Type of Position (NBAPOSN in Banner) – have ready or know information related to your positions tenure status, rank, appointment base (academic or annual), FTE, Budget and ECLS (see Faculty Recruitment Postings)
- Underutilization (Affirmative Action Plan Compliance) – utilizing the college/department Affirmative Action Plan Underutilization Goals report, determine if and under which categories the position is underutilization. You will be required to enter the number underutilized for each category (gender and minority).
- Search Committee Members – Search Committee members should be identified at the beginning of the recruitment process. They must be assigned to the user group Search Committee Member and/or Search Committee Chair (for those individuals who will chair the search committee). The Security form can be found at http://bfweb2.nmsu.edu/AFForms/forms/ICT-Electronic-Personnel-Security.pdf. For additional information, visit Planning and Recruiting in the Search Committee Advisory Guidelines.
- Search Committee Advisory Guidelines – the Search Committee Chair and members should become familiar with the Search Committee Advisory Guidelines. These guidelines assist Search Committees in remaining compliant with university policies, procedures and our Affirmative Action Plan.
- Schedule Search Committee Orientation – each Search Committee Member is required to attend a Search Committee Orientation within a year of serving on a committee. Requests can be made by completing and submitting the Search Committee Orientation Request Form to the Center for Learning and Professional Development.
- Recruitment and Hiring Process Checklist
Planning and Recruiting
Requests to post vacant positions are submitted utilizing the Departmental Login for PeopleAdmin at http://jobs.nmsu.edu/hr. Vacant positions are posted on the NMSU Jobs system through your Dean/CC President’s Office once the position is approved for posting.
- Applications must be collected electronically through the PeopleAdmin system. This is to remain compliant under our Affirmative Action Plan.
- The minimum posting requirement is 14 days (underutilized positions must be posted for a minimum of 28 days). HRS recommends a minimum 30 day posting period as a standard.
- For information on how to navigate and utilize the PeopleAdmin system to its fullest capability, please review Navigating PeopleAdmin 7 User Manual.
Advertising the Position
As part of the request to post a vacant position, advertisements for external sources must be submitted as an attachment for Dean/CC President review. Departments are responsible for funding and placing external advertisements, once approved.
Advertising beyond the NMSU job posting site (which applicants view at http://jobs.nmsu.edu/) should target audiences with a goal of obtaining a diverse qualified applicant pool. Searches for tenure or tenure track positions are required to be national and need to be advertised in journals, professional listservs and other outlets that have a national audience appropriate to market pool for vacancy. Your goal should be to make a good faith effort in obtaining a qualified applicant pool by placing advertisements in media sources that target applicants with the functional-specific areas for your position. If your position has been identified as Underutilized, it is recommended that you consult with the Office of Institutional Equity. At a minimum the department is required to advertise in at least one (OIE recommends two) additional diverse media sources targeting the underutilized audience.
Be aware of how language in the advertisement may adversely impact a diverse pool of candidates
- Requirements are too restrictive can significantly reduce the applicant pool. Establish minimum requirements (i.e. education and experience) using objective measures.
- Make sure that your minimum requirements and preferences are supported by bona fide job specific reasons.
- Avoid using culturally sensitive language or language that implies a preference for one culture over others.
- All advertising must include: department name, position title, requisition number, and link to full posting.
- Resources: Sample Ads | Recruitment Publication Resources
Preparing for the Selection Process
Evaluating and Responding to Pool
Applicants are required to apply online for University vacancies. During the recruitment process, application materials are confidential. Review and screening of faculty positions should begin after the close posting date. The employing departments assigned Search Committee Members must determine which of those qualified individuals can best meet the university and department’s needs, while at the same time documenting the reasons for not selecting all other candidates. Use caution when deselecting candidates, because an automated email notification is sent immediately upon deselection. If an error is made in deselecting a candidate, contact your HR Liaison to discuss options. The deselection can be reversed, but the email notification cannot.
Preparing Interview Questions
Advanced preparation of interview questions provides a uniform basis for evaluating candidates. Prepare open-ended questions that will assist in evaluating the knowledge, skills and abilities required for a new employee to be successful on the job. Inappropriate questions that relate to an applicant’s personal life or protected class status cannot be asked.
Preparing for On-site Visits
Hiring departments may conduct interviews after the close posting date of the position. Telephone interviews and/or face-to-face interviews provide viable information about the applicant’s knowledge, skills and abilities to perform the essential functions of the job. As a standard practice, it is recommended that interviews be conducted in a consistent setting. The interview will also provide valuable information to the applicant about the department, university/community college and the local area. In structured interviews, the same questions are asked of each candidate. The evaluation/ranking process for interviews can be established in PeopleAdmin, providing a system process for Search Committee Members to evaluate and rank each candidate. If the process is external to PeopleAdmin, the documentation (responses to each question) must be documented and retained by the department for three (3) years in the Department’s recruitment file in a secure location. In addition, a scanned copy of these documents must be attached as a supplemental document at the Hiring Proposal stage within PeopleAdmin.
Candidate Assessments/Evaluating Candidates
The purpose of candidate assessments is to assist in making an objective and informed decision about which applicant will best provide the knowledge skills and abilities to be successful on the job.
A chart or matrix can be devised listing all interviewed candidates and listing, on the other axis, criteria for successful performance in the position such as experience, education, key skills, knowledge, abilities, presentation in interview, etc. This approach helps the interviewer organize and display a variety of pertinent information for consideration in making the final selection decision.
The Selection Process
Conducting Reference Checks
As a standard practice, central HRS recommends conducting the reference checks on your finalist prior to interviewing. It is good practice to notify your finalists of your intent. The online application has the candidate release form built in and applicants are required to agree in order to apply for the position. Hiring departments can minimize the risk of hiring an employee who will not be able to succeed in the new job by contacting previous supervisors to ask about job performance. Reference information provided by the applicant is an essential step in cross-referencing information received. You should only conduct reference checks on finalists for the position. Many companies will only confirm employment dates and positions held. You have a better chance of getting the information you need if you are able to contact previous supervisors directly.
References will often feel more comfortable confirming information provided rather than being asked a general question about job performance. If you are unable to obtain sufficient references, the next step would be to contact the candidate and let him/her know that without references, you cannot pursue his/her candidacy further.
Suggested Referencing Questions: Questions should not be asked of any reference that cannot legally be asked of the applicant.
Preparing for and Conducting Interviews
The interview gives you an opportunity to further evaluate the applicant’s job-related knowledge, skills, and abilities. This interview also provides the ability to gather additional information about critical points on the application or to resolve any inconsistencies or contradictions that were noted.
Responsibilities as an interviewer are:
- To interview applicants and select employees on the basis of job-related qualifications
- To record the steps taken in the hiring process
- To project a professional and positive impression of NMSU on prospective candidates for employment
- To be consistent and treat all applicants equal when conducting the interviews
- Be cautious of informal conversations or inappropriate questions
Making the Offer – Finishing the Search Process
After the required reviews are completed, the hiring department must submit the PeopleAdmin Hiring Proposal with the requested salary and draft offer letter to the Dean/CC President (Approving Authority) to obtain approval to extend the offer (in some instances the Dean or CC President may choose to extend the offer). If the requested salary exceeds the budgeted amount, the attached “Faculty Recruitment Postings” Budget Office process, must be completed. The start date must be a future date allowing for time to process, and is generally coincided with the beginning of a semester for academic faculty. The Dean/CC President will conduct a standard review, including but not limited to verification of qualifications, internal inequities, and underutilized status of the position, etc. If the position is underutilized, the Dean/CC President must following the “Underutilized Process” (will be provided soon by OIE). Refer to the PeopleAdmin User Guide for instructions to deselect the remaining candidates.
Sample Letters of Offer
Once all approvals are received, central HRS will approve the Hiring Proposal and an automated notification is sent to the Hiring Manager. At this time the Hiring Manager may make a verbal offer to the candidate. Once the candidate has accepted the verbal offer, the Hiring Manager should follow up with a written offer letter to the selected candidate. All offers of employment are contingent on a successful background check.
Once the candidate has accepted the offer, the Hiring Department will complete the Hiring Confirmation and submit it to HRS. The candidate will receive an electronic notification initiated by central HRS to complete the Background Check Release (Background Check Process Flow). The Hiring Department will be notified when background check results are received.
Position Filled-Next Steps – After the Search
Onboarding New Hire
Forms and documents to assist you in this process can be found on the New Employee webpage.
Onboarding Checklist: A checklist has been designed to guide departments with orientation of new employee to the university.
Disposition of Applicants/Following up with Candidates
After the Hiring Confirmation has been completed, the department will need to change the status of finalists, which will electronically notify them that the position has been filled. This information is used to record and summarize recruitment activities for the Equal Employment Opportunity and Affirmative Action Program reporting requirements.
The online application system will generate an electronic response to all applicants that a final selection has been made. Non-selected applicants who request specific information or access to selection documents should be referred to the Dean/CC President’s Office.
Recruitment Record Retention
All documents generated externally from the PeopleAdmin process relating to the application process (i.e., interview notes, candidate assessments, reference checks of finalists and online disposition of each candidate) scanned and attached as a supplemental document to the Hiring Proposal and in addition must be maintained by the department for three (3) years. Departments should be aware that these documents may be released to the public under the New Mexico Inspection of Public Records Act (NMIPRA).