Hiring

There are several steps to hiring at the University of Idaho (UI) and within the College of Agricultural and Life Sciences (CALS).  The following is a general outline of the process flow when hiring faculty, exempt or classified employees, either permanent or temporary board appointed.

Step 1:  Complete a Job Analysis

A job analysis involves determination of the job's purpose.  An analysis allows you to observe and interview an individual who is actually performing a job as well as observe and interview their co-workers.  Using task-centered questionnaires, checklists and notes will assist in getting more detailed information.  Here are some helpful questions to get started:

• What are the reasons for the job's existence?
• What are the job duties necessary to perform the job?
• What equipment is used?
• What are the conditions the employee will work with?  (outside in the field, with pesticide, etc.)
• Are the tasks done in multiple or off-site locations?
• What is the required output level?
• What are the expected results?
• What are the necessary physical and mental requirements?
• Is specific training or certification necessary?
• What happens if a task is not performed appropriately?
• What level of responsibility is necessary?
• What happens if the end result is not achieved?
• Are there specific timeframes for completing a task?
• What relationships exist with other positions?
• Is there contact with outside agencies and other personnel?

Step 2:  Develop the Results Oriented Job Description (ROJD)

An ROJD is a valuable tool used in the recruitment process.  Done properly it can attract qualified and interested candidates to a position and will serve as an excellent screening tool.  The ROJD should clearly define the essential functions in a very clear, concise, non-technical language. 

When developing the ROJD you will need to remember to cover the basics:

• Job Title (provide a desired title if you are creating a new ROJD)
• Working Title
• Department or Division
• A brief summary of the Major Function of the position
• Organizational Chart
• Responsibilities broken down into the estimated time spent on each (these should always equal 100%) and into essential and marginal duties
• Minimum Qualifications
• Additional Desired Qualifications

An ROJD is developed in draft form and sent to Administrative Services (CAS) for review.  Do NOT send directly to UI Human Resources.  CAS will ensure that the ROJD gets factored and notify the department when they are able to move to the next step.  The ROJD will need to be refactored if you are working with an ROJD that is more than 6 months old.

**For faculty positions a position description and vacancy announcement is created and approved by the Department Administrator, appropriate Associate Dean and Dean.

Step 3:  Complete the Position Authorization Form (PAF)

For Faculty positions the PAF should have the vacancy announcement and position description attached.  Often a memo of justification to refill or create a new position is included. 

For Classified and Exempt positions the PAF should have the ROJD attached.

All PAFs should be reviewed and signed by the appropriate Associate Dean prior to submission for Dean and Director approval.  CAS will review the paperwork and clarify any questions concerning the position, salary or funding prior to submitting it for Dean and Director approval.   

Once the PAF has been approved by the Dean and Directors a copy of the signed PAF will be sent electronically to the department contact with instruction to proceed with entering the vacancy into the Applicant Tracking System (ATS). 

Step 4:  Enter the Announcement into ATS

The department contact should enter the announcement into ATS to begin the recruitment process.  More information on this process can be found under recruitment. 

The duration for searches in ATS depends on the classification:

• Faculty = 4 weeks
• Lecturer = 2 weeks
• Exempt = 4 weeks
• Classified = 2 weeks

Prior to submitting an announcement for approval in ATS you will need to determine the following:

• Search Committee
• Preliminary Screening Forms
• Intermediate Screening Forms
• Advertising (include location, timeframe and budget)
• Interview Questions

Step 5:  Request to Interview

Once the search has closed and the candidates have been screened to determine the applicants to be interviewed the departmental contact will enter the appropriate comments into ATS and request permission to interview.  Once the request is submitted and has traveled through the appropriate queue's for approval the departmental contact and search chair will be notified via email they have approval to interview.  Once you receive confirmation, you are ready to contact the applicants and schedule interviews. 

Step 6:  Request to Offer

Once the interviews have concluded and the search committee has determined the successful candidate the department contact will enter the appropriate comments into ATS and request approval to offer.  Once the request is submitted and has traveled through the appropriate queue's for approval the departmental contact and search chair will be notified via email they have approval to offer.  Once you receive confirmation for classified and exempt positions, you are ready to contact the applicants and make an offer.  For faculty positions you must seek approval from the Dean to make the appropriate offer.

Step 7:  Letter of Offer

Offer letters should be forwarded to CAS for review prior to sending them to the successful candidate.