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Purpose

Procedures for submitting a hiring request for staff positions.

Applicability

For hiring coordinators who will be responsible for submitting hiring requests.

Prerequisites

Hiring Coordinator access is managed via Hiring Coordinator role which can be requested via the Banner Authorization Requests (BAR) system.

Procedure

For the hired applicant, change the applicant's status to Recommended for Hire.

  • For more information on how to change an application status, see the "Changing Applicant Status and Disposition Reason" SOP.
  • Complete the DRA, if necessary. See the "Changing Applicant Status and Disposition Reason" SOP.

Attach the documents required for the hiring request.

  • Go to the Documents tab and select Add Attachment in the Attachments section.
  • Within the Upload Attachment box, select Recommended for Hire from the Attach To drop down. Enter a document title, browse for the required document, and select Save to upload a document.
    • For a competitive hire, required documents include:
      • Justification memo
      • Education documents (transcripts, certifications, license, etc.)
      • Reference checks
      • Interview questions/answers
      • Criminal Conviction Certification (CCC) form
    • For a non-competitive hire, required documents include:
      • Justification memo
      • Criminal Conviction Certification (CCC) form
      • Education documents (transcripts, certifications, license, etc.)


To initiate the hiring request, go to the Statuses tab on the applicant's Applicant Profile. The Recommended for Hire section should be expanded.

  • Complete the Offer Details information with the relevant details regarding the hiring request. Enter the following fields:
    • Start Date: Pre-populated, leave as is (Employment Area will verify and complete)
    • Hiring Manager: Pre-populated, leave as is
    • Location: Defaults to the department from the requisition. Update if necessary
    • Compensation: Defaults to the correct value based on the requisition. Update if necessary
    • Currency: Defaults to US Dollars. Do not update
    • Wage Type: Defaults to Annual. Do not update
    • Salary: Enter monthly or hourly rate.
    • Notes: Enter anticipated start date and any comments for Employment Area
    • Moving Expenses: Enter if applicable
    • Position Number: Enter position # (if you have a vacant position # available) or type "Next" if requesting a new position
    • Index: Enter index number
    • Appointment Percent: Enter appointment percent of assignment (Ex. 100, 87.5)
    • Personnel Date: Leave blank-Employment Area will complete
    • Annual Salary (Contract Only)-enter only if a Contract position
    • Contract Start Date: Leave blank-Employment Area will complete
    • Contract End Date: Leave blank-Employment Area will complete
    • Job End Date: Enter if a temporary assignment
    • Probationary/Trial Period End Date: Leave blank-Employment Area will complete
    • Orientation Date: Leave blank-Employment Area will complete
    • Subject to Overtime: Select yes or no from dropdown list
    • Benefits Eligible Position: Select yes or no from dropdown list
    • Manager Name: Enter Manager (Reports To) Name
    • Manager UNM ID: Enter Manager (Reports To) Banner ID
    • Supervisor Name: Enter supervisor's name
    • Supervisor ID: Enter supervisor's Banner ID
    • Supervisor Phone: Enter supervisor's phone
    • Supervisor Email: Enter supervisor's email
    • Pre-Employment, Post Offer Physical Exam Required: Select yes or no from dropdown list
    • Covered by Collective Bargaining: Select yes or no from dropdown list
    • LoboTime Clock Only User: Click box if applicable
    • Shift: Select from dropdown list
  • Select the Save and Create New Letter button.
  • The draft offer letter will display "NOT AN OFFER LETTER" (Employment Area will complete)
  • Click the Save and Create Offer button.
  • Click on View/Edit Approval to verify your approvals are set up (Hiring Manager & HR Approver)
  • Select the Submit for Approval button to submit the hiring request.