General Instructions for UEC Recruitment, Background Checks and Onboarding
Positions that MUST be posted:
All benefited positions.
All non-student, hourly positions without benefits.
Positions that DO NOT need to be posted: (see non-recruited positions below)
- All student positions;
- Interim classifications & Emergency appointments(HR approval required);
- "One time payments" and
- Grant positions that name a specific person (key personnel only).
- Additional Compensation/Overload of CSU Faculty or State Staff Personnel
Positions Requiring Recruitment
Background checks are required prior to final offer of employment, to include criminal history checks and must be completed for all recruited positions. Positions deemed as “sensitive” may require additional background checks, such as sexual offender database search, credit checks, DMV pulls, etc. To be determined on case by case basis.
STEP I Job Description/Posting and Pay Range Development
Hiring Managers work with UEC Human Resources (“HR”) to create, establish or update a job description/posting and appropriate pay range. Must include requirements for background checks and designation of sensitive position (if appropriate).
Upon determining need to hire and prior to any offers of employment, Hiring Manager must contact and work with HR to determine if position is considered sensitive.
Complete the Sensitive Position Determination form and submit to HR along with job posting.
Hiring Manager will be notified if position is sensitive by email and copy of the determination form will be provided.
Submit to HR electronic copy of final Job Posting and fully executed Position Vacancy Request (“PVR”) form (authorizing associated costs of posting)
Submit to HR an Authorization to Advertise form (optional) if authorizing off-site job postings and related expenses, other than those required on the PVR.
STEP II Posting
HR will arrange for posting of the position within seven (7) days of receipt of PVR and final approval of job posting.
Position will need to be posted a minimum of two (2) weeks prior to reviewing any qualified applications.
During this time, search committee members will be identified in accordance with UEC practices and interview questions developed and agreed to by HR and Hiring Manager.
STEP III Interviewing
HR will check for qualified applicants upon request of Hiring Manager
HR will release qualified applications to the search committee for consideration
Hiring Manager will provide list of preferably three (3) or more candidates and interview details to HR. HR will schedule interviews based on Hiring Manager’s determination of committee availability. A minimum of (3) business days are required to schedule interviews with candidates.
STEP IV Candidate Selection and Background Check
Hiring Manager notifies HR of selected candidate(s) via email and submits completion of a Personnel Transaction Report "PTR" form authorizing the hire. The finalized Sensitive Position Determination Form needs to be attached to the PTR. HR compares the PTR form to PVR for confirmation of all pertinent details.
HR contacts the candidate with the conditional job offer and facilitates any negotiations with recommendations to and final approval from Hiring Manager. Once conditional offer is accepted, HR will obtain candidates authorization to conduct background check (uses third party vendor). Candidate generally provided 3-5 days to authorize.
Background check initiated. Can take up to 10 days to complete. This may or may not include additional checks, such as Live Scan, based on requirements of sensitive positions.
HR determines if cleared to hire or if adverse action and appeal process needs to be completed.
STEP V Employment Offer
HR notifies Hiring Manager when cleared to hire and obtains preferred start date.
HR contacts the candidate with the final job offer and confirms date of hire.
HR provides new hire with first day requirements for onboarding.
HR notifies Hiring Manager of acceptance and arranges for Hiring Manager to contact new hire for general information regarding their first day.
STEP VI Onboarding
On or before their first day of work, New Hire will arrive in-person to HR to complete all new hire forms and provide proper documentation to prove eligibility to work in the United States.
If a benefited position, New Hire will be introduced to HR Benefits Analyst who will schedule orientation and benefits orientations with them at a later date.
HR will notify Hiring Manager that everything is complete and that employee is authorized to begin work.
Non-Recruited Positions (Determination of “Sensitive” position status by HR is required prior to selecting any employees or candidates for employment)
- Background checks, including criminal history checks, must be completed for all “sensitive” positions. However a conditional offer of employment must be completed prior to conducting any background checks. And background checks must be completed prior to conducting any work. Sensitive positions may require additional background checks, such as sexual offender database search, credit checks, DMV pulls, etc. To be determined on case by case basis. Positions include:
- Interim Classifications
- Emergency appointments (Requires HR advanced approval)
- “One time Payments”
- "Key Personnel” specifically named in a Sponsored Program Award, Grant or Contract
- The following classifications, may still be required to undergo a criminal history check or other components of the full background check, when required to do so by law, such as when working with minors:
- All Student positions
- Additional Compensation/Overload of CSU Faculty or State Staff Personnel
STEP I Determining position status as sensitive or not-sensitive
Upon determining need to hire and prior to any offers of employment, Hiring Manager must contact and work with HR to determine if position is considered sensitive.
Complete the Sensitive Position Determination form and submit to UEC HR for final determination. Determination will take approximately 3 days for receipt of completed form.
Hiring Manager will be notified by email and copy of the determination form will be provided
If non-sensitive, Hiring Manager can proceed with job offer and onboarding instructions
Skip to step 4: Onboarding
STEP II For sensitive positions - Candidate Selection and Background Check
Hiring Manager makes conditional offer of employment. Once candidate accepts, Hiring Manager notifies HR of selected candidate(s) via pre-formulated email form
HR contacts candidate for authorization to conduct background check (uses third party vendor). Candidate generally provided 3-5 days to authorize.
Background check initiated. Can take up to 10 days to complete. This may or may not include additional checks, such as Live Scan, based on requirements of sensitive positions.
HR determines if cleared to hire or if adverse action and appeal process needs to be completed.
STEP III Employment Offer
HR notifies Hiring Manager when cleared to hire.
HR gives Hiring Manager go-ahead to make final offer of employment and instructions on what candidate will need to complete on-boarding process. (Note: all components of background check must be completed successfully before final offer of employment can be made)
Hiring Manger makes offer to candidate and provides onboarding instructions.
Hiring Manger completes Personnel Transaction Report “PTR” form and submits it to HR at least four (4) days prior to start date. The finalized Sensitive Position Determination Form needs to be attached to the PTR.
HR receives the PTR from Hiring Manager and confirms all pertinent details are correct.
STEP IV Onboarding
On or before their first day of work, New Hire will arrive in-person to HR to complete all new hire forms and provide proper documentation to prove eligibility to work in the United States.
HR will notify Hiring Manager when everything is completed and that new hire is authorized to begin work.
Note: Volunteer Appointment
To appoint a volunteer, please contact UEC Human Resources to obtain a Volunteer/Intern Appointment Information packet, which is to be signed by the volunteer and supervisor. Volunteers are covered for workers' compensation and must submit a monthly
Volunteer/Intern Time Record form
to the UEC Payroll office. Please contact UEC Human Resources at (909) 537-7589 for further information.