Pay Plan and Job Codes

Each position at the university is assigned a title and job code, and many positions have a set salary range based on the position description. Before posting a position, you must determine the appropriate job profile. There are also some job classifications that require prior approval or that are restricted for use. Additional information can be found here. Your HR Partner can also assist you with identifying the correct job profile to use.

Posting the Position

Staff positions that are 20 hours or more for longer than 4.5 months (135 days) require recruitment. Your unit’s HR Partner will assist with posting the position to Workday.

Fill out the Hiring Request Form or send your HR Partner a document that contains all of the relevant information for the posting. If your unit is not directly supported by COE HR, your HR Partner may have a different recruitment form.

Reviewing Candidates in Workday

1. Log into Workday

2. Click the Global Navigation Menu in the top left

3. Click Recruiting

4. Go to My Job Requisitions and click the open job requisition you are recruiting for

Interviewing Candidates

Prior to interviewing candidates for the position, it is recommended that the manager form a selection panel and selection matrix. A selection panel is a team who conducts interviews and recommends top candidates for the position. A selection matrix is a tool to help objectively compare an applicant’s qualifications to the position’s required qualifications and functions. Guidance on forming a selection panel and selection matrix can be found here.

Managers should aim to keep interviews as consistent as possible across different candidates. This means asking the same questions and keeping a consistent interview format (remote vs in person) for each candidate. Below are some additional resources on forming interview questions and best interview practices.

• Interview Question Bank - by competency

• Interviewing Basics

• Interviewing Dos and Don'ts

Hiring Preference

Some candidates may be designated as having a hiring preference in Workday. These candidates are entitled to a preference in employment over other applicants for the same position if they are deemed equally qualified. Below are the types of hiring preferences:

• Veteran’s Employment Preference

• Former Foster Child

• Special Hiring Preference

Reference Checks

Before making an offer to a candidate, it is required to conduct reference checks. Similar to interviews, managers should keep reference checks as consistent as possible. It is best practice to contact at least two previous employers for each finalist and to ask the same questions in each reference check. Additional guidance for conducting reference checks can be found here. Below are some sample reference check questions for your reference.

1. In what capacity have you worked with the candidate and for how long?

2. What were the candidate’s biggest areas of opportunity while you worked with them?

3. What was one of the candidate’s biggest accomplishments while you worked together?

Ready for Hire

All units except for academic departments, MCPER and National Deaf Center should complete the Hiring Manager’s checklist. The checklist is required for COE HR to initiate the offer letter and submit the background check request. The new employee cannot start until the background check has cleared. If your unit does not use the hiring manager’s checklist, communicate with your HR Partner on the next steps for the hire.

COE Hiring Manager's Checklist

Submit the COE Hiring Manager's Checklist after recruitment efforts have been completed and a candidate has been selected for the position.

Initiate PowerForm

Supplementary documentation for additional candidates

You can use the links below for the additional candidates interviewed if you have more than the checklist allows:

• Additional Candidates Interviewed (Word)

• Additional Candidates Interviewed (online-fillable PDF)

Key requests

Action for Manager:

Follow procedures at COE Facilities: Key Request Information. If you are unable to access this link, please contact COEFacilities@austin.utexas.edu.

Resources:

• Campus Lock & Key Services

• Electronic Physical Security System (EPSS) for after-hours access (formerly BACS) to SZB

• Sanchez (SZB) Building directions and map

• Sanchez (SZB) Building info

• Bellmont (BEL) Building info

• Campus map (interactive Flash map)

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