Post Positions and Recruit

The first part of the hiring process is recruiting and creating a pool of job applicants that you can eventually choose from. To do this, you need to post a position and advertise your job opening.

How to Post a Position

In order to post a job opening for any type of benefits-eligible position, you must get the position approved by Strategic Workforce Solutions. Take the following steps to get approval and post the position:

  • Log in to Human Resource Management System (HRMS) -- EID required.
  • Further instructions and documentation on using HRMS are located in the application's Help section. For information on training, visit the HRMS project website.
  • As you create the job posting, refer to the university's classification guidelines information about job descriptions and pay ranges
  • If you want assistance using HRMS, contact an HR consultant at 512-471-4772 or 1-800-687-4178

Posting Student Positions

You can post work-study and other types of student positions online through the Office of Student Financial Service's Hire a Longhorn program.

Human Resources has partnered with Graystone Group Advertising to simplify this process. Graystone Group Advertising will work with you to design an ad and manage space to ensure the maximum value of your recruitment budget. When you request a print quote, it’s returned in an approved design template so you see the ad exactly as it will appear. Deadlines and cost are included with all quotes.

Checklist for submission of position advertisements

  1. Complete the Recruitment Advertising form, you will need to provide the following information
    • Primary Contact Information
    • Department Billing Information
    • Recruitment Information
  2. Specify purpose of your quote request
    • Display ad with logo
    • In-column Line Ad – Text Only
    • Web posting
  3. List the desired publications/websites and dates ad should run in the "Instructions" field
    • Examples:Oct 11th - NY Times;
    • Next available issue of The Chronicle of Higher Ed;
    • 60 days on Monster.com
  4. Provide text for advertisement in the “Ad Copy” field

Subsequent steps and processes

  • Graystone Group Advertising will receive your request and contact you.
  • Display ads are graphically enhanced and e-mailed back with costs for changes and/or additions. Unless indicated otherwise, display ads will not be released without approval.
  • Line ads are placed directly with the publication; estimated costs are available prior to release.
  • At all times, Graystone Group Advertising personnel are available to discuss media, selection, timing, costs, etc.
  • Payments for ad publications will be made on behalf of the university.

Contact Information

Joe Bender
Graystone Group Advertising
Email: ads@graystoneadv.com
Website: www.graystoneadv.com
Fax: 203-549-0061
Phone: 800-544-0005

Advertising Guidelines

Because of compliance requirements, external advertising using print, electronic media and/or internet postings must be approved in advance by Human Resources (Refer to HOP 5.1010). Compliance is simple when advertisements contain these specific elements:

  1. Must indicate name of university
    • The University of Texas at Austin
  2. Job vacancy number
  3. Must indicate that position is security sensitive
    • Security sensitive, or
    • Security sensitive position, or
    • Security sensitive; conviction verification conducted on applicant selected.
  4. Must include equal opportunity statement
    • EEO/AA, or
    • Equal Employment Opportunity/Affirmative Action Employer, or
    • Equal Opportunity/Affirmative Action Employer committed to diversity
  5. Review ad against official job posting:
    • Job specifications in the external ad should not disagree or conflict with the wording in the official UT Austin job posting. This is especially important of essential functions, required and preferred qualifications, salary notations, etc.

How to Use an Executive Search Firm to Recruit for a Position

Executive search firms are used to recruit for high-level, highly-specialized or hard-to-fill positions. The University of Texas System has entered into contracts with seven executive search firms approved under a Request for Proposal (RFP) process. All of the contracts provide a provision that they are accessible to all of the UT System institutions. This means that in order to engage one of these vendors, university departments do not need to repeat the RFP process.

Below are links to each contracted vendor’s website and their specialty area:

Vendor Specialty Area(s)
Korn Ferry International Higher Education and Healthcare
Opus Search Partners, Inc. Higher Education
Russell Reynolds Associates, Inc. Higher Education
Witt Kieffer Higher Education

Purchasing and Contracts Process

The university’s Handbook of Business Procedures outlines the requirements that impact Purchasing and Business Contracts. Specifically, Part 7. Purchasing, 7.5.2. Use of Existing Contracts, Item B. “The University of Texas System Contracts” provides a link to the existing contracts that are currently available.

Check the existing contracts webpage to determine what executive search firms are currently under contract, determine which vendor you would like to use, consider whether you want to try to negotiate better pricing that on contract.  At this point, contact the Business Contracts Office.  They will walk you through the process which includes creating a scope of work using the project addendum as starting point.

Compliance

Records Retention

Once a search firm has been engaged, the vendor must adhere to the university’s record retention policies. Forward the Records Retention Guidelines document developed by Human Resources to the vendor.

Opportunity Rule, UT System Policy 187

If the recruitment effort is for a position that is subject to UTS187, Interviews of Executive Administrators and Other Senior Administrators, also referred to as the Opportunity Rule, then provide guidance to the vendor. Specifically, forward the Opportunity Rule guidelines document developed by Human Resources to the vendor.

Contacts

Human Resources
Kirsha Del Pino, Principal Human Resources Consultant
512-475-8018
kirsha.delpino@austin.utexas.edu

Purchasing Office
512-471-4266
purchasing@austin.utexas.edu

Business Contracts Office
512-471-4412
vpcfo.contracts@austin.utexas.edu

Records and Information Management Services

Maryrose Hightower-Coyle, CRM, Records Management Officer
512-232-2130
recordsmgmt@austin.utexas.edu

The University of Texas System
Siria Barrera, HR Business Partner
(512) 499-4588
storres@utsystem.edu

How to Respond to Applicant Calls and Email

If people call, e-mail or approach you to express interest in your vacant position, you should make sure they understand that they can’t be considered for the job until they complete the online application. You can refer them to the job application instructions or have them call the Human Resource Service Center for more information at 512-471-4772 or 1-800-687-4178. You can also tell them that their online application and qualifications will go through a screening process, and that someone will contact them in the event that they are eligible for an interview.

How to Create a Bigger Applicant Pool

The simplest way to create a bigger applicant pool is to make the job posting open to the widest number of people. Using the Recruitment and Position Manager, take the following steps to broaden your applicant pool:

  • Change the recruiting method to "Open Recruiting," which will open up the position to the public as well as the university
  • Limit detailed descriptions of purpose and preferred qualifications so applicants will be more encouraged to apply
  • Increase the minimum and/or maximum salary—if at all possible show some of the non-published maximum
  • Change some non-job description requirements to "Preferred"—the fewer required qualifications, the more applicants can apply, because every required qualification MUST be possessed by everyone in your applicant pool
  • Reduce or delete any specified amounts of non-job-description requirements
  • Broaden degree fields by not specifying a major, or by making the major less specific (i.e., instead of bachelor's in journalism, advertising, or mass communications allow for a major in communications, which encompasses all of the above)
  • Add educational equivalencies to allow coursework to substitute for required experience and vice versa
  • Remove spelling and typing scores from the requirements—this will allow out-of-town applicants the opportunity to apply
  • In the qualifications section, remove knowledge, skills and abilities that are directly related (i.e., there is no need to list both Word Processing and MS Word, or Spreadsheet software and Excel)
  • Have applicants call for an interview instead of sending in material—this will draw a bigger response from your pool
  • Request that "Job Vacancy Notices" be sent out again with special notes on the notices (i.e., indicate that your department needs applicants and advertise any other benefits of your department, such as free parking or flexible work hours)

How to Add Educational Equivalencies to a Job Posting

Incorporating educational equivalencies into a job description can help attract a broader, more diverse applicant pool because equivalencies allow various levels of education and experience to substitute for one another. You can add educational equivalencies to your job posting using the following guidelines:

  • One year of experience equals one year of high school education — a maximum of five years of experience translates to high school education equivalency
    Example: 10th grade + 2 years experience = high school graduation or GED
  • Every 15 college undergraduate semester hours equal six months of experience
    Example: 15 undergraduate hours = 6 months experience
    Example: 30 undergraduate hours = 1 year experience
    Example: 45 undergraduate hours = 1 year, 6 months experience
  • When undergraduate hours were taken, but a Bachelor's degree was not conferred, 105 semester hours are the maximum number of hours translated into experience equivalency
    Example: 105 or more undergraduate semester hours = 3 years, 6 months experience
  • A conferred Bachelor's degree equals four years of experience.
  • Every nine graduate semester hours equals six additional months of experience
    Example: 9 graduate hours = 4 years, 6 months experience Example: 18 graduate hours = 5 years experience
    Example: 27 graduate hours = 5 years, 6 months experience
  • When graduate hours were taken, but a master's or doctorate degree was not conferred, 27 graduate semester hours are the maximum number of hours translated into experience equivalency
    Example: 27 or more graduate semester hours = 5 years, 6 months of experience
  • A conferred master's degree equals six years of experience
  • When graduate hours were taken, a doctorate was not conferred, and the applicant's status is ABD ("all but dissertation"), the total experience equivalency is seven years and six months
  • A conferred doctorate (Ph.D.) equals eight years of experience

Incorporating educational equivalencies into a job description can help attract a broader, more diverse applicant pool because equivalencies allow various levels of education and experience to substitute for one another. You can add educational equivalencies to your job posting using the following guidelines:

Guidelines for Educational Equivalencies in Job Postings

Guidelines for Educational Equivalencies in Job Postings
Education Level Equivalent Experience Example(s)
One year of high school education 1 yr. experience 10th grade + 2 years’ experience = high school graduation or GED
High school graduation or GED 5 yrs. experience  
Every 15 college undergraduate semester hours 6 mo. experience 15 undergraduate hours = 6 months experience
30 undergraduate hours = 1 year experience
45 undergraduate hours = 1 year, 6 months experience
When undergraduate hours were taken, but a Bachelor's degree was not conferred, 105 semester hours are the maximum number of hours translated into experience equivalency   105 or more undergraduate semester hours = 3 years, 6 months experience
A conferred Bachelor's degree 4 yrs. experience  
Every nine graduate semester hours 6 additional mo. experience 9 graduate hours = 4 years, 6 months experience
18 graduate hours = 5 years’ experience
27 graduate hours = 5 years, 6 months experience
When graduate hours were taken, but a master's or doctorate degree was not conferred, 27 graduate semester hours are the maximum number of hours translated into experience equivalency   27 or more graduate semester hours = 5 years, 6 months of experience
A conferred master's degree equals 6 yrs. experience  
When graduate hours were taken, a doctorate was not conferred, and the applicant's status is ABD ("all but dissertation") 7 yrs. and 6 mo.  
A conferred doctorate (Ph.D.) equals 8 yrs. experience  

Applying Internship Experience to Work Experience Requirements

Internships may or may not count as work experience. Here are the best practices HR recommends:

Count as Work Experience

  • Internships that are part of a degree program, e.g. becoming a licensed social worker
  • Internships related directly to the applicant’s profession
    • This will be a bit subjective; the hiring manager may ascertain if the internship experience is directly relevant to the position upon review of the resume.

Note: Hours worked should be a factor. If internship was full time (30-40 hrs) for 6 months, this should be counted as 6 months experience. If internship was part time, months of experience should be proportional (e.g. job related internship for 6 months for 20 hours a week would count as 3 months experience).

Do not Count as Work Experience

  • Unpaid internships
  • Internships not related to applicant’s profession (e.g. applicant interned at a Law firm as a paralegal assistant, but is applying for an IT position)