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Recruiting and Hiring
As you begin your recruiting process, the following information, tools, and resources will provide guidance. We also encourage you to contact your Human Resources Generalist (HRG) and Recruiter, early in the process.
For additional support, Staffing and Career Development provides customized support and resources to ensure you locate and hire the best candidate for your role. Learn more about our recruiting services—from sourcing and promotion to interviewing and hiring.
Steps to Hire a Staff Member
The following information will assist you in understanding how to fill a vacant position for a staff member at Yale.
1. Understand Your Position
Start by having an in-person meeting with your HRG, to discuss your staffing needs. As appropriate, your HRG will consult with Compensation and/or Staffing and Career Development to ensure that job profiles, salaries, and other details are appropriately identified. Consider the following:
- Hire a temporary worker to identify interim support.
- Look within your department and consider internal candidates who might be ready to take on your new role.
- Identify appropriate staff (those working directly with/for the candidate) for your interview team.
- Review the job description, in consultation with the Job Summary Library and M&P job level definitions; update accordingly.
2. Post Your Position
When a job description is identified and approved, create a job requisition in Workday. Once approved in Workday, a link to STARS will be emailed to complete the posting. Once completed and approved in STARS, your Recruiter will contact you to schedule an intake discussion. Consider the following:
- Consult the Workday Training website for information about creating a job requisition for staff and fixed duration staff, and more.
- Work with your HRG to write an enticing position focus, evaluate appropriate skill and ability levels, research market-based data, provide support with diversity outreach, or develop an advertising plan to attract the right candidates.
3. Run an Effective Interview and Selection Process
Based on the intake discussion, your recruiter will send qualified candidates for your review. Recruiters can also assist with developing or reviewing interview questions, and recommending an appropriate interview process. Consider the following:
- Identify individuals who will be part of the interview process, including a person responsible for scheduling interviews.
- Share your job description with your interview team, and ensure they understand their role in the process.
- Review best practices for conducting an effective interview, taking/retaining notes, reference checks*, tips, and background checks.
- Provide feedback to your Recruiter on internal candidates and inform them of which candidates are interviewed.
- Learn how to send communications to your candidates in STARS and set up email filters in Outlook. Establish a timeline for next steps in the process.
*Reference checking is an essential step prior to selecting your finalist.
4. Make an Offer
Your Recruiter is responsible for developing all offers. Offers of employment must not be extended to candidates by hiring managers. Furthermore, please defer to Staffing with all salary questions and discussions. Staffing will work with your HR Generalist and Compensation & Classification representative to develop offers.
Once a salary has been approved by your Lead Administrator, and others if necessary, your Recruiter will deliver the verbal offer to the candidate and partner with you on any negotiations. Consider the following:
- Once an offer is accepted, it is always contingent upon the background check.
- Once the background check clears, your recruiter will be in touch to coordinate the start date.
- Your recruiter will provide guidance on appropriate turn down communications.
5. Onboarding Your New Employee
Congratulations—a new colleague is joining your team! Please work with your Business Office to welcome your new employee in an efficient and seamless way. Refer to the onboarding checklist as you begin this process.
It is also helpful to ask your employee to complete Workday onboarding tasks. Their NetID, PIN, and email address will be provided directly by Information Technology (IT).
Contact your HRG or the Employee Service Center with any additional questions you or your employee may have during this process.