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Hiring Checklist (for existing positions)

  • Submit Position Posting Request Form and Essential Job Functions Form via email to your employment consultant via your department administrator. Forms are available on our website www.hra.iupui.edu under the button “HR Forms.”

    • Confirmation of Posting should be received via email immediately after the position has been posted to our website. This confirmation will include the department name, department password, position number and position title. It will also provide instructions on viewing the applications on line.
       

  • Review Applications. Log on to the on line application system, select your open position and click on the links under the applicants’ names to review their materials. Use the department comment box to make notes and document rejection reasons. You may also use the applicant ranking box if you like.
     

  • Interview

    • PA Positions – Once you decide on whom you would like to interview, click in the interview box next to the names, enter rejection reasons in the other comment boxes, and save. Send an email to your employment consultant requesting to interview. Wait for HRA and Affirmative Action approval via email.

    • Biweekly positions – You may begin interviewing from the online applicant list at any time. Click the interview box next to those individuals you did interview. Use the department comment box for notes and rejection reasons.
       

  • Check References. Select your top one or two individuals and conduct reference checks.
     

  • Select Candidate. Click the offer box next to the candidate’s name. In the department comment box, enter the proposed salary. Don’t forget to enter rejection reasons for all of those not selected. (Some departments require an offer request to be approved first by the department administrator. Please follow the procedures specified by your unit.) Email your consultant with a request to offer. Indicate the position number in the subject line. Contact your consultant to discuss any questions or concerns; resolve any salary issues; and verify candidate’s application on line.
     

  • Wait for HR (and Affirmative Action Office if PA) Conditional Approval to Offer.
     

  • Make the Conditional Offer. Be sure to include the following language “this offer is contingent on the university’s verification of credentials and other information required by state law and IU policies, including the completion of a criminal history check.” Have your candidate visit our consent form website (https://www.hra.iupui.edu/hireright.asp) and submit the on line form.

Salary Offer Considerations:

  • What do positions with similar functions and salary grades in my department make?

  • What do positions with similar functions and salary grades across campus make? (HRA can help answer this question)

  • What is the length of university service of similar positions that are highly paid?

  • What is the performance level of similar positions that are highly paid?

  • Does the applicant have exceptional experience and/or education that warrant a higher starting salary then those in similar positions that already work here?

  • If I offer a higher starting salary then existing staff what morale and employee relations challenges will result?

  • If so, what or who might this cost the department in terms of internal in-equity I’ve just created?

  • Wait for final approval from HR. This will indicate that the criminal history check is complete and that there were no problems.
     

  • Schedule Health Evaluation/Drug Screen and TB Tests (Required by all School of Medicine staff and School of Dentistry staff.) Do this by contacting Student & Employee Health at phone # 274-1934.
     

  • Verify past employment and any licenses/certifications required. Several forms have been created for this purpose, but any kind of documentation is ok. Dates and titles of past employment for the last 7 years must be verified by the department. In addition, if certifications and/or licenses are required for this position, the department must verify these as well. The easiest way to do this is to get a copy of the document. HR will continue to verify any degrees earned that are required.
     

  • Accepting the Position – Either contact your employment consultant when your candidate has accepted the offer, or, if you have completed rejection reasons on all other candidates, click on the accept button from the on line screen.
     

  • Complete the E-doc. Use either a new hire e-doc or a transfer e-doc if the candidate is already employed at IU. Complete and submit the following supporting documents.

    • Appointment Authorization Form (health screen)

    • Personal Data Form (from HR Forms – ED)

    • Employment Verification Form (I-9)

    • Required personal tax forms (W-4 and IN tax withholding)

    • Authority for Direct Deposit of Wages
       

  • School of Medicine employees should schedule Compliance Training by calling 278-4891 or via http://comply.medicine.iu.edu/

What you can expect from Your Employment Consultant: What Your Employment Consultant will expect from you:
  • Review of EJFF upon arrival and verification of all facts including incumbent, position number, rank, job duties and qualifications.
  • Contact you regarding the type of candidate you’ll be looking for to fill this position; the urgency or importance of this position; problems you’ve encountered in the past.
  • Post your position to the website as quickly as possible after receipt of the posting request.
  • Review incoming applications to your position daily.
  • Be available for questions about the On Line Application system, screening resumes, interviewing questions, selection processes, and interview and offer approvals.
  • Spend some time thinking about the types of characteristics and experiences you’ll need in this position and discuss those with me.
  • Review new applications to your position 2-3 times per week.
  • Use comment section in on line screen for rejection reasons.
  • Use interview check boxes in on line screen for those candidates you actually interviewed.
  • Call me to discuss issues or questions you may have involving any stage of the recruitment process.
  • Contact me prior to conducting interviews (for PA openings).
  • Contact me prior to making an offer (for all openings).
  • Offer ideas on special recruiting problems if they arise.