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Staffing Tool Kit for the University of Dayton
The purpose for the Staffing
Tool Kit is to provide you and your department guidelines in the recruitment
process. Your adherence to these guidelines will ensure that the University of
Dayton’s recruitment process is consistent and applied uniformly.
Requisition & Posting
Process
- Review (Position
Description) and (Essential Functions Form)
for necessary updates/changes.
- Identify essential functions and required
qualifications for the position
- Submit an approved (Personnel
Requisition Form) for non-faculty positions with a
complete position description & essential functions form to the Department
of
Human Resources.
- The Department of Human Resources will post the
open position on UD’s employment website for 10 working days and local
employment sites (i.e., Greater Dayton Works, Dayton
Urban League and Goodwill Industries). The Staffing Office will work with
the hiring manager for local, regional and national advertising. All ad
copies need to be submitted to the Department of Human Resources by the end of
business Thursday.
Screening of
Application/Interview Process
- The Staffing Office will receive and
forward resumes/applications to the hiring manager for review.
- The Hiring Manager and members of the
search committee as defined on the Personnel Requisition Form will
receive an e-mail containing a link to a Lotus Notes E-Mail Database
where resumes/applications will be sent for review.
- Resumes will be processed as received to
this mailbox and members of the search committee should check this
mailbox periodically for new applicants. Note:
Depending on volume, all resumes may not be posted to the mailbox
by the close date for the position. Every effort will be made to
have all resumes processed within three business days of the closing.
- Resumes received in hard copy format will
be scanned to an Adobe pdf file so that all resumes are forwarded to the
Search Committee electronically. In this case, you may receive an e-mail
containing multiple resumes.
- Resumes of candidates for executive
level positions will be posted to the Board of Trustees' website.
- Once all resumes have been processed to
the mailbox, the Hiring Manager will be provided with an Applicant
Rating Worksheet listing all candidates for the position
with their applicant ID.
- The Hiring Manager will screen
resumes/applications based on qualifications outlined in the position
description and essential function form.
- Before applicants are interviewed:
- Submit the completed (Applicant
Rating Worksheet) to the Office of Affirmative Action for
Affirmative Action and Diversity purposes.
- Once the Office of Affirmative Action
approves the applicant rating sheet, the Hiring Manager may proceed with the
interview process.
- Interview candidates:
- A screening/search committee is recommended
for manager/professional searches. (See information on
Search
Committees). When appropriate, members of the Board of
Trustees should be included on search committees.
- Ask only job-related questions and be
consistent (see “What Not to Ask When Interviewing
Candidates”).
- After the committee and/or Hiring Manager
have selected a candidate for hire, the Hiring Manager will conduct a
reference check of the selected candidate’s previous employers. It is
important to be consistent in conducting all reference checks. See
information on (Background Checks and a list of
Reference Check
questions). This information should be used as guide when
conducting reference checks.
- Once a candidate has been identified for
hire, the hiring manager submits an Employment
Recommendation Form and (Interview Evaluation Form)
for each candidate interviewed to the Office of Affirmative Action. Once the
Office of Affirmative Action approves the Employment Recommendation Form,
the Office will forward the form to the Department of Human Resources. Note:
An implied or formal offer should not be extended until the Employment
Recommendation Form and Interview Evaluation Forms have been reviewed and
approved by the appropriate persons in AA/HR offices.
Offer/Completion of Hiring
Process
-
Once the Employment
Recommendation form has been approved by the Staffing Manager, the Hiring
Manager will be notified to extend an offer of employment to the finalist.
-
When verbally making the
offer of employment to the successful candidate, the hiring manager must
inform the candidate that the offer is contingent upon the
successful results of the background check.
-
After the verbal contingent
offer has been made, the Hiring Manager must submit a Personnel
Action Form and the
Background
Check Release Form to the Department of Human
Resources.
-
Once the PAF is received from
the Hiring Manager, the Staffing Office will conduct any and all applicable
background checks on the final candidate and mail the offer letter to the
candidate confirming the position title, salary and effective employment
date. The candidate must reply to the Staffing Office in writing with
either a Letter of Acceptance or by signing and returning the Offer Letter.
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When the offer is accepted in
writing, all other applicants should be informed that the position has been
filled. The Hiring Manager is responsible for sending the following letters:
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At the date of hire all new
employees need to go to the appropriate Office of Human Resources to complete the
employment process
including first-day paperwork.
If you have questions during
the selection process, please call The Department of Human Resources Staffing
Office at (937) 229-2722 or the Office of Affirmative Action at (937)
229-4211.
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