Staff Recruitment

What is staff recruitment? Staff recruitment is the process of identifying and selecting the most qualified candidate for an open position. Once a hiring decision is made, the hiring manager works with their department's HR Partner to complete key steps in Workday, including issuing an offer letter, initiating a background check, and verifying the candidate's UT EID.

What processes are included in staff recruitment?

1. Submit a Job Requisition – Requesting approval to open and fill a position

2. Post the Job – Publishing the job listing to attract qualified applicants

3. Application Review – Reviewing and screening submitted applications

4. Interview Process – Conducting a fair and consistent interview process

5. Offer Letter – Writing and issuing an offer letter to the selected candidate

6. Background Check – Initiating a background check request through the BCA system

7. UT EID Verification – Confirming the new hire's EID using the EID Matcher tool

8. I-9 & E-Verify – Completing identity and work eligibility verification

9. Workday Candidate Management – Completing all remaining steps in Workday to move the candidate through the hire stage

10. Handling Non-Selected Applicants – Responding to feedback requests from candidates who were not hired

Process Breakdown:

1. Submit a job requisition: step to be completed by Administrative Manager

   1. This must be done via HR Request System

      1. If position is new: you must have authorization from appropriate parties to submit a requisition

      2. If position is a vacancy: submit HR Request to using the HR system

      3. Ensure job duties align with job description duties.

      4. Please ensure salary is within the range of position. THIS IS IMPORTANT!

      5. Please submit this with at least two weeks notice to allow time for job edits/approvals if necessary
         
         
         

2. Post the Job: step completed by HR Coordinator

   1. Once job is ready to post SOHE HR will submit requisition to College of Natural Science

3. Application Review – Reviewing and screening submitted applications

4. Interview Process – Conducting a fair and consistent interview process

5. Offer Letter – Writing and issuing an offer letter to the selected candidate

6. Background Check – Initiating a background check request through the BCA system

7. UT EID Verification – Confirming the new hire's EID using the EID Matcher tool

8. I-9 & E-Verify – Completing identity and work eligibility verification

   1. Send I9 request link to employee: https://hrx.talx.com/ec/#/login/21519/Template/5d9a42ea-b944-48b8-8e8f-ae0a4ccdd007?location=NASC0001

      1. Pro Tip: Always request employee to confirm when they’ve completed this step, including meeting with an Equifax Agent

   2. Send request to SoHE HR via this email template:

      1. TO: SOHE HR Email
         SUBJECT: I9 REQUEST for EMPLOYEE NAME (EID L1234)
           

         Hi SoHE HR:
         
         I am writing to request I-9 processing for the following employee. Please find the required information below: 

          

         Full Name:
         EID:
         Email:  

   3. IMPORTANT: New employees, employees with a break in service, and employees transferring to/from certain positions (and depts) will need to complete an I9.

       

9. Workday Candidate Management – Completing all remaining steps in Workday to move the candidate through the hire stage

10. Handling Non-Selected Applicants – Responding to feedback requests from candidates who were not hired