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Purpose

The creation of a Hiring Request takes place when you are ready to formally make an offer. After a requisition has been posted, individuals have been interviewed, you have verbally offered to someone and are ready to officially recommend him/her for hire and generate his/her offer letter, the Hiring Coordinator will create the Hiring Request. Please note that a verbal offer is the preliminary agreement to begin drafting the formal offer letter and the formal offer letter will outline all final details and terms of the hire.

Applicability

The Hiring Coordinator of the requisition is responsible for generating the Hiring Request as outlined in the Procedure below. The Hiring Request will route to the Hiring Manager and other designated approvers as selected.

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:
      • Staff Justification of Hire memo **Must use template found under Recruiting Resources/Staff Resources**
      • 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)
    • Source: Pre-populated
    • 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
    • Work-Study Type (Student Only) **DO NOT SELECT FOR STAFF**
    • UNM ID (Student Only) **DO NOT SELECT FOR STAFF**
    • Position Number: Enter position # (if you have a vacant position # available) or type "Next" if requesting a new position
    • Index and Account Code: Enter index number & account code
    • Appointment Percent: Enter appointment percent of assignment (Ex. 100, 87.5)
    • Personnel Date: Leave blank-Employment Area will complete
    • 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
    • Term End Date: Enter if a term assignment
    • Probationary/Trial Period End Date: Leave blank-Employment Area will complete
    • Supervisor Name: Enter supervisor's name
    • Supervisor UNM ID: Enter supervisor's Banner ID
    • Supervisor Title: Enter supervisor's title
    • Supervisor Phone: Enter supervisor's phone
    • Supervisor Email: Enter supervisor's email
    • Position "Reports To" Name (Staff Only): Enter name of person the position reports to
    • Position "Reports To" UNM ID (Staff Only) : Enter UNM ID of person the position reports to

    • Moving Expenses (Staff Only): Enter if applicable

    • LoboU (New Employee Orientation) Date (Staff Only): Leave blank-Employment Area will complete
    • Subject to Overtime (Staff Only): Select yes or no from drop down list
    • Benefits Eligible Position (Staff Only): Select yes or no from drop down list
    • Shift (Staff Only): Select from drop down list
    • Pre-Employment, Post Offer Physical Exam Required (Staff Only): Select yes or no from drop down list
    • Covered by Collective Bargaining (Staff Only): Select yes or no from drop down list

 

  • Primary Discipline (Faculty Only)  **DO NOT SELECT FOR STAFF**
  • Academic Title (Faculty Only) **DO NOT SELECT FOR STAFF**
  • Faculty Type (Faculty Only) **DO NOT SELECT FOR STAFF**
  • Rank (Faculty Only) **DO NOT SELECT FOR STAFF**
  • Appointment Status or Track (Faculty Only) **DO NOT SELECT FOR STAFF**
  • Review Type (Faculty Only) **DO NOT SELECT FOR STAFF**
  • Mid-Probationary Review Date (Faculty Only) **DO NOT SELECT FOR STAFF**
  • Tenure Review Date (Faculty Only) **DO NOT SELECT FOR STAFF**
  • Build SAC Only (Faculty Only) **DO NOT SELECT FOR STAFF**
  • SAC Title (Faculty Only) **DO NOT SELECT FOR STAFF**
  • SAC Total Payment (Faculty Only) **DO NOT SELECT FOR STAFF**
  • SAC Contract Start Date (Faculty Only) **DO NOT SELECT FOR STAFF**
  • SAC Contract End Date (Faculty Only) **DO NOT SELECT FOR STAFF**

  • 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, any additional approver(s) needed for your department & HR Approver). If updates/changes are made click 'Save'.
  • Select the Submit for Approval button to submit the hiring request.