Once you decide who is most qualified for the job, there are many steps you need to take to get the applicant hired and settled into the workplace. The following checklists and instructions explain what you or your HR contact need to do to complete the hiring process.
Note: If you are interested in trimming down the number of standard employee processes that a hiring manager needs to complete for new employees, we strongly recommend that your new employee's first day of employment begin at New Employee Welcome and Orientation. Conducted by Human Resources (HR), this orientation is a one-stop-shop that provides your new employees with a comprehensive introduction to employment and benefits at The University of Texas at Austin and provides them with the opportunity to complete many items on the New Employee Checklist. Register your new employee to begin their first day of employment at New Employee Orientation.
1. What to Do as Soon as You Decide Whom to Hire
- Write an offer letter to make an offer of hire
- Have an HR Contact or Delegate for your department create a background check request in the online Background Check Administration (BCA) system and notify the applicant to authorize the check electronically. If you prefer to give the applicant a paper form, you will ask the finalist to complete a Criminal Background Check Form.
- Inform the new hire that they must bring original, acceptable documents to show identity and eligibility to work in the United States. The new hire must meet with an HR Contact or Delegate in your department to complete an electronic I-9 and E-Verify. The employee must complete Section 1 of the electronic I-9 on or before the first day of work. See I-9 Resources for more information.
- Give the new hire a link to the New Employee Checklist
- Complete the recruiting summary or assign the person to the position in Human Resource Management System (HRMS). If another person in your department handles assignments, you'll use the online Staff Transaction Request (EID required) to request creation of the new assignment.
- If the applicant doesn't live locally, you may want to complete the relocation services request
- If the applicant you want to hire is disabled and self-discloses any accommodations they will need, work with Strategic Workforce Solutions and Office for Inclusion and Equity to ensure that the accommodations are reasonable and can be met by the university
2. What to Do Before the Employee Begins Work
- If your new employee is eligible for benefits, have them attend New Employee Welcome and Orientation on their first day of work. Orientation is offered every week on Monday (except holidays)
- If the employee will need mainframe access, contact your departmental DEFINE authorization manager to create a *DPUSER logon
- Request authorizations for all applicable mainframe applications and Web systems
- Request that the *DEFINE office manager place the new employee on any necessary desks and views
- Create the beginnings of a performance appraisal (Managing the Probationary Period Guide - Word document)
- Create an employee file for the new hire. See Employee Files for more information.
3. What to Do On or Before the Employee's First Day of Work
- Verify with the employee that he/she has completed all items on the New Employee Checklist. An HR Contact in your department can check the employee’s Personal Information Status online to verify that the items are complete.
- Remember to keep all of your notes and materials from the entire recruiting effort for three years, and refer to the Office of Accounting's Records Management website for information about records retention.
Use one of the following Microsoft Word templates to help you write an offer letter:
- Outside applicant offer letter template for classified employees [MS Word]
- Outside applicant offer letter template for code 1000 employees [MS Word]
- Outside applicant temporary offer letter template for classified temporary employees [MS Word]
Once your recruiting effort is finished, you will need to do a Recruiting Summary. You'll do this online through the Human Resource Management System (HRMS). The purpose of the Recruiting Summary is to document the individual(s) you hired and why, by listing all of the skills, abilities, education, and behaviors demonstrated in the interview that made them the "best qualified" to do the job. You will also then reflect all other candidates that were not selected against the individual(s) that you did select. If you want help completing the Recruiting Summary, contact your Strategic Workforce Solutions representative.
If you get a call from an applicant who you didn't hire and they would like feedback as to why they weren’t hired, share with them the recruiting process that was taken for the particular job. Refer to the recruiting summary. Ex. “We had about 70 applicants for this position. Having reviewed all of the resumes, we found 15 met the basic requirements of the job. Based on the materials submitted from the applicants, we selected 5 to interview and then 2 candidates continued in the process for final selection.”