|Hint: Hiring System for Regular Staff → PeopleAdmin|
Getting Started with the Recruitment Process
Prior to beginning your recruitment process, conduct a review of the position needs, current staffing structure, budget/funding, qualifications and requirements etc. Hiring Assistants/Managers can review the current vacant position through our NMSU Jobs system (PeopleAdmin) by conducting a search by position. If the position does not meet your needs and changes need to be made to the position description, refer to the Position Management page. Otherwise, here is a checklist to assist you with recruitment and hiring Departmental Recruitment Checklist Exempt & Nonexempt
Request to Post Position
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 the Employment Services staff once the position is approved for posting.
- The minimum posting requirement is 14 days (underutilized positions must be posted for a minimum of 28 days). Your HRS Team Partner will notify you if your position is underutilized.
- For information on how to navigate and utilize the PeopleAdmin system to its fullest capability, please review the PeopleAdmin User Manual.
- Guest Users access may be requested at the time of posting.
Executive Vice President and Provost Office (EVPP) Approval
Employment and Compensation Services will route the following actions for Executive Vice President and Provost Office (EVPP) prior to finalizing:
- Provost Office approval is required prior to posting for the following position types:
- Dean/Assc Dean All Campuses
- Community College Senior Level Administrators (includes Academic Administrators)
- Interim appointments into the above position types
- Provost Office approval is required prior to extending an offer of employment for the following:
- Dean/Assc Dean All Campuses
- Community College Senior Level Administrators (includes Academic Administrators)
- Interim appointments for the above
- Note: all approvals will be obtained electronically through routing of the electronic action.
Advertising the Position
As part of the request to post a vacant position, advertisements for external sources must be submitted as an attachment for central HR Services review. Departments are responsible for funding and placing external advertisements, once approved.
The Provost Office recently purchased a recruitment package from Inside Higher Ed. With this package, NMSU has one year (July 2014 – June 2015) of unlimited recruitment/advertising and a free Diversity Profile. The advertising is available for faculty and staff position. Our link to advertise job postings (after all required approvals has been obtained) is http://careers.insidehighered.com/new-mexico-state-university. Instructions to utilize this service, at no cost to college/divisions or departments can be downloaded here.
This feature, linked to the established Employer page along with our jobs, shows job seekers how and why diversity is valued at the institution. Topics covered are:
- Commitment to Equal Opportunity
- AA/EEO Office and/or Contact Information
- Commitment to Diversity
- Diversity Resources
- Organizations, Clubs and Social Networks
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. There is no specific advertising requirement; however, 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. Generally for exempt positions, regional (Las Cruces, El Paso, Albuquerque etc.), local (Las Cruces, NMSU website, Dept. of Labor etc.) or internal to NMSU (Job Search site).
- Be aware of how language in the advertisement may adversely impact a diverse pool of candidates if the requirements are too restrictive.
- 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
Establishing Selection Committee
In an effort to maintain efficiency and effectiveness of resources at New Mexico State University, HR Services and the Office of Institutional Equity have recommended a standard for establishing a selection committee. Guidelines are available on the Search Committees page.
Initial Review of Applications
Applicants are required to apply online for University vacancies. External application materials should not be accepted. For nonexempt positions, central HRS will screen the applicants and release qualified applicants to the department for review. Departments will directly receive all applications for exempt positions. During the recruitment process, application materials are confidential. Review and screening of exempt positions should begin after the ‘review by date’ or deadline and all applicants submitting by this date must be considered. The employing department 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 HRS Team Partner 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.
Determining the Interview Process
Hiring departments may conduct interviews after the review date or deadline 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. Responses to each question should be documented for further evaluation of the candidates and retained by the department for three (3) years in the Department’s recruitment file in a secure location.
The minimum interview requirements are:
- Non-Exempt – Interview one for every three applicants referred or at least four if twelve ore more applicants are referred.
- Exempt – Interview a minimum of two qualified applicants.
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.
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
After the required reviews are completed, the hiring manager must submit the Hiring Proposal with the requested salary, proposed future start date, and draft offer letter to central HRS to obtain approval to extend the offer. The start date must be a future date allowing for time to process, and it is highly recommended that it coincide with the beginning of a new pay period. Central HRS will conduct a standard review, including but not limited to verification of qualifications, internal inequities, etc. Refer to the PeopleAdmin User Manual for instructions to deselect the remaining candidates.
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
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 approved, the department will need to change the status of finalists to 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 central HRS at (575) 646-8000 or firstname.lastname@example.org.
Recruitment Record Retention
All documents relating to the application process (i.e., interview notes, candidate assessments, reference checks of finalists and online disposition of each candidate) 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).
Regular staff and faculty serving as a temporary faculty member must be hired as supplemental compensation (note cannot exceed a total FTE of 1.50 under policy 4.70). All other circumstances, university wide (including the community colleges), please use position number 918898 for Temporary Staff Supplemental Pay.