Indiana University

OVPIT/UITS Human Resources

UITS Recruitment Process

From posting to employee's first day at work

  1. Posting the position
    1. As per University policy, review and apply University Guidelines for filling staff and hourly positions to evaluate the need to fill the position. If decision is made to post, secure funding and divisional leadership approval.
    2. Determine if posting internally within department or external posting
    3. Secure campus level approval to post by routing the posting requisition form- IUB or Posting Request form for IUPUI completing all fields on the form.
      1. Be sure to include funding account and subaccount as well as impact on the University of not filling the position.
      2. The Director should approve as Department Head and then Associate Dean/Associate Vice President/Officer or Debby Allmayer should approve as RC Head before forwarding to Lynda Johnson who will send the form as email attachment to obtain posting permission from respective campus level office.
      3. Externally (grant) funded positions do not require completion of the form.
    4. When campus level permission to post is secured, compose posting announcement (description, necessary skills, minimum qualifications, education and experience)
      1. Utilizing current job description on file with UITS HR
      2. Utilizing past posting announcements
    5. Submit posting announcement, end date for posting (if desired--default is two weeks) and salary range to UITSHR team, specifically Lynda Johnson.
    6. UITS HR (Lynda Johnson) will send global organizational email and post with University Human Resources.
    7. At IUB, posting announcements for professional staff are published on a DAILY basis and posting announcements for Support Staff and hourly staff are posted on Fridays. At IUPUI, posting announcements for all position types are posted on a daily basis.
      1. JOBS@IU
      2. UITS HR Joblist http://www.indiana.edu/~uitshr/uitshrjobs.html"
    8. Request sent to University Human Resources to list in local newspaper (optional)
    9. Request to post in other possible venues including Career Builder.com. HigherEdJobs.com, etc) (optional)
    10. OLA system is determined by roles therefore departmental access to applicant tables is limited and secure. Hiring manager should determine/select hiring committee members to be given access to applicant table and send names to UITSHR (Lynda Johnson).

  2. Application Process
    1. For external postings, all applicants (even applicants who already work at IU or within our department) must apply through the online application system at the University OLA website (https://ola.indiana.edu/)
    2. Applicants will be screened at the campus level and qualified applicants will be referred to the to the applicant table after the first full week of listing.
    3. For internal only postings, all applicants must be appointed staff members and will apply directly to hiring manager and UITS HR staff member designated on the posting.Internal applicants must ensure they have created an applicant profile within University OLA system and uploaded a current resume for storage in their account on the University OLA system.

  3. View and Interview Applicants
    1. For internal only postings, skip this section, start screening and interviewing based on applications received via email. Ensure that all applications received via email are shared with UITSHR.
    2. UITS HR (Lynda Johnson) will grant applicant table (per job)access.
    3. Hiring manager and specified hiring committee members use their familiar CAS authentication to log on to University OLA system and select applicant table based on their role.
    4. UITS HR will send initial application thanks to all applicants referred to us for consideration or who have applied to inter
    5. Manager/Hiring committee views/screens the applicants deciding who shall be interviewed. No notification of new applicant referrals so establishing a daily re-check pattern is recommended.
    6. Manager/Hiring committee reviews UITS Hiring practices, found here: http://www.indiana.edu/~uitshr/services/empinfo/hiring_practices.html
    7. Manager/Hiring committee compose interview questions. Assistance for composing interview questions may be found: http://www.indiana.edu/~uitshr/services/empinfo/interviewformats.html
    8. Manager/Hiring committee/Divisional Admin Assistant schedules interviews.

  4. Making the Selection
    1. After completing final interviews, Manager/Hiring committee make final selection
    2. Manager/Hiring committee checks references; verifies credentials; and according to http://www.indiana.edu/%7Euhrs/employment/bkgndchks.htm verifies appropriate work history--"For all appointed staff positions (and hourly positions who handle highly sensitive data or fiscal transactions), hiring departments are required to verify that the selected applicant actually worked in the positions listed on the application, resume, or cover letter or otherwise cited by the applicant that qualify the applicant for the position sought, as well as all employment during the period of at least seven years immediately preceding application at Indiana University."
    3. Manager/Hiring committee completes online applicant table marking numeric applicant rank, interview dates, comments.
    4. Manager submits request to hire including justification and Personnel Change Request form http://www.indiana.edu/~uitshr/services/empinfo/PCRFI.html
      1. To Director for approval then
      2. To UITS HR Coordinator (Toni or Panos)for approval and to Deputy Financial Officer if requesting salary greater than currently approved in the budget
      3. UITS HR office determines whether a background check is required and notifies the the hiring manager. If necessary and not already submitted and stored within University OLA applicant account profile, UITSHR team will work with the hiring manager and successful applicant to complete the appropriate campus level background consent form and processing thereafter(totally different per campus.)
      4. UITS HR determines if the offer amount requested is equitable organizationally and if an in-range increase is required. This would be necessary for professional staff already working for UITS who are moving to a different position within the same rank level within the same division. If this step is necessary, then UITSHR works with the manager to complete this form in-range increase form and route it through departmental and campus level approvals prior to making the oral offer.
    5. After UITSHR, Director (and Fiscal)approvals are obtained, manager makes the verbal offer, if necessary, explains the need for background check and awaits acceptance from applicant.
      1. if applicant declines offer, second runner-up as asked and online applicant table is changed.
      2. Confirmation of verbal offer and start date is given to UITS HR for preparing offer letter and scheduling of new employee orientation.

  5. Recruitment documentation
    1. UITS HR prepares offer letters and encloses it with the required personal forms ED and PSA
    2. UITS HR receives signed offer letter, consent form, profile forms, initiates background check and receives confirmation from background check.
    3. UITS HR sends email or paper sorry letters to external applicants (Manager/Hiring committee notifies all internal applicants)
    4. When offer letter is returned or verbal acceptance received, UITS HR will go to online applicant table and mark applicant "accepted" and complete the Employee Data Form (trigger for campus-wide orientation invitation)
    5. UITS HR welcomes employee via email and schedules departmental employee orientation meeting
    6. Manager acquires and notifies UITS HR about office location, phone number, hardware/software essentials.

  6. UITS New employee Orientation (on or preferably before employee start date)
    1. Payroll paperwork is completed
    2. IU Benefits are previewed and discussed
    3. Attendance tracking and PTO plan/policies discussed
    4. UITS picture badge produced/card key issued
    5. Network id and/or Safeword card given to new employee (optional)

  7. Campus-wide New Employee Orientation (on first or second Monday after hire).
    1. By invitation only
    2. Opportunity for employee to enroll in required/desired benefits limited to within the first 30 calendar days from start date