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Recruitment & Selection Guidelines

Follow the outlined steps within this page to complete the recruitment and selection process for your vacant position. The total time to complete the process is dependent upon the processing time for each step.

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STEP 1: Position Description Preparation

Department:

  1. Review essential duties and responsibilities for the new or vacated position. Create or update the Position Description.
  2. Email the following documents to Human Resources at humanresources@csuchico.edu.
    1. Staff Position Description or MPP Position Description
    2. Physical Requirements and Work Environment
    3. Organizational Chart showing the position to be reviewed.

    Classification and Compensation will review the Position Description to ensure the job has been appropriately classified before the vacancy announcement is posted.

  3. Submit the following recruitment documents to Human Resources at humanresources@csuchico.edu.
    1. Screening Criteria (Screening criteria is created by the Hiring Manager and must be based on the stated qualifications on the position description).
    2. Interview Questions (Samples available upon request)
    3. Supplemental Questions (optional)

STEP 2: Request to Fill

  1. Hiring Manager routes the Request to Fill Form (RTF) to appropriate administrator(s) for signature. Once signed, send original RTF to the VP's office for final signature.

    The following information must be included on the RTF:

    1. The name of the Committee Chair and the Search Committee members.
    2. The Search Committee must have a minimum of three members including one member from outside of the division (AA, BF, SA etc.).
    3. The Search Committee members should be selected based on content knowledge.
    4. All Search Committee members must attend every meeting and interview.

A change in Search Committee composition (after the applications have been screened) may result in a failed search.

Note: The completed RTF must be received in Employment Services in order to move forward.

STEP 3: Vacancy Announcement

Employment Services:

Hiring Manager logs into PeopleAdmin to review draft posting. Once approved, the position will post for the designated timeframe as noted on the Request to Fill.

Department:

Employment Services constructs the draft posting and grants Hiring Manager access to review and approve.

Employment Services:

Departments may elect to purchase additional advertising. Employment Services will manage this process on behalf of the department using Job Elephant, our contracted posting agency. Using this agency may provide discounted rates depending on selected sites. Employment Services will work with the hiring department to discuss advertising quotes and payment process.

STEP 4: Screening Process

Minimum Qualifications

  1. Employment Services screens applications for completeness and for minimum qualifications according to classification standards.
  2. Applicants that do not meet minimum qualifications are notified.

    Note: Employment Services will begin screening applications after the expiration of the posting period (minimum of 14 days) or after the review date for positions that are open until filled. The appropriate administrator may extend the recruitment period for the purpose of attracting additional applicants, or cancel the search if, in the judgment of the administrator, the pool is insufficient in size and quality to produce a successful outcome. Ideally, a successful recruitment will result in a broad and diverse pool of applicants. If a search fails because of an inadequate pool of candidates and a new search must be initiated, the recruitment strategy should be examined to see how it could be improved.

Transition to Committee

  1. Employment Services transitions applicants in PeopleAdmin which allows access to the applicant pool.
  2. An email is sent to the committee with the names of the applicants and directions regarding confidentiality and conflict of interest.

    Note: If requested, a meeting may be scheduled with Employment Services to review the recruitment process.

  3. The following documents and instructions are sent to the Search Committee:
    1. Applicant Screening Summary
    2. Screening Criteria
    3. Position Description
    4. Applicant Screening Consensus form (Chair only)

Search Committee Screening

  1. Search Committee members individually screen the applications using established criteria and complete the Applicant Screening Summary form.
  2. Committee reconvenes, identifies candidates to interview and completes the Applicant Screening Consensus.

    Note: For certain positions, the committee must honor applicable collective bargaining agreement requirements pertaining to preferences to be afforded to qualified applicants currently employment at the campus.

    Committee Chair submits the signed Screening Summary forms and the Applicant Screening Consensus to Employment Services.

STEP 5: Interviewing

Employment Services:

  1. Reviews screening documents and notifies Committee Chair to move forward in scheduling interviews.
  2. Notifies applicants who were not selected for an interview.
  3. Sends the following documents to the Committee Chair:
    1. Interview Questions
    2. Interview Summary
    3. Applicant Background Check Authorization Form
    4. Interview Comments (Optional to use)
    5. Reference Check Form

Search Committee:

  1. Committee Chair will schedule the interviews.
  2. Upon completion of the interviews, the Committee Chair ensures the committee has completed the following documents:
    1. Signed interview notes from each committee member. (one per candidate per committee member)
    2. Interview Summary - (one form per candidate that indicates the committee's recommendation and is signed by all committee members)
    3. Applicant Background Check Authorization Form. (signed by each candidate during the interview)

STEP 6: Candidate Selection

Department:

  1. Hiring Manager is encouraged, but not required to conduct a second interview with the top candidate(s) or follow the committee's recommendation.
  2. The Hiring Manager or Committee Chair ensures any outstanding documentation has been submitted to Employment Services.
  3. Notifies Employment Services of the selected candidate.

Employment Services:

  1. Receives and reviews submitted recruitment documentation.
  2. Coordinates salary recommendation with Classification & Compensation to ensure parity and equity. If salary requires further discussion, Classification & Compensation will consult with the Hiring Manager.

Background Check

The following background checks are required to be conducted before an offer of employment is extended to the candidate:

  1. Reference Checks - A minimum of two reference checks are required for every new hire. Reference checks can only be conducted by the appropriate Administrator or Employment Services.
  2. Criminal Records Check, Education Verification & Employment Verification – To be conducted by Employment Services.

    Note: If you require more information, please visit the Background Check Procedures page.

Offer of Employment

Employment Services:

  1. Authorization to hire is sent to the appropriate Administrator notifying them of:
    1. Name of selected candidate
    2. Salary, position title & time-base
    3. Status of position and any additional relevant information.
  2. Upon approval of the Authorization To Hire, the appropriate Administrator or Employment Services will extend the verbal offer to the candidate confirming the offer status (accept or decline), start date and salary.

    Note: Offers can only be extended by the appropriate Administrator or Employment Services, without exception.

    Note: Candidates can only receive CONTINGENT job offer should the position require a physical examination and/or driver's license clearance. (Coordinated through Employment Services)