Hiring Checklist
___ 1. Obtain department authorization to recruit for and fill position.
___ 2. Click here to create and develop new Job Description or update old Job Description, as appropriate.
___ 3. Complete Employee Requisition Form (ERF) including job summary, qualifications, preferences, determine selection criteria and identify any affirmative action placement goals for the position. See website for a blank ERF.
See http://www.aaeo.ucsf.edu/placegoal_staff.htm for placement goals.
___ 4. Submit ERF via e-mail, on-line or mail to Human Resources, with job description if it is a new position or a replacement with significant duty changes.
___5. Review elinked requisition approved by HR confirming posted position.
___6. Select a diverse interview committee.
___7. Develop standardized interview questions that are job related.
__ 8. Review Preferential & Priority Reassignment candidates, if any.
__ 9. Screen resumes for potential interviewees based on selection criteria.
__10. Arrange for interview space, contact applicants, and establish interviewing schedule.
__11. Conduct interviews and determine top candidate(s).
__12. Provide top candidates Resume Supplement Form to complete for additional information to be considered in selection decision. Click here for a blank copy of the form.
__13. If current or former UCSF employee, make appointment with home department to review applicant’s personnel file.
__ 14. Check at least two work references of current or former supervisor or manager.
__ 15. Set salary according to policy and ensure internal equity has been reviewed following department guidelines. If increase is exceptional, contact Human Resources for approval.
___16. Offer position. Send offer letter to applicant with terms and conditions of employment. See website for an example of an offer letter.
___17. If the position has been designated safety-sensitive involving operation of a commercial motor vehicle, arrange a pre-employment drug and alcohol test for the successful applicant.
___18. If the position has been designated “critical”, arrange a background check with the Police Department. Click here for more information.
___19. Communicate decision to applicants not selected for your position. See website for an example of a rejection letter.
___20. Finalize recruitment and contact your Staffing & Compensation Analyst or Client Services Representative to notify of the hire, close recruitment and take position off of the website. You will receive a Post Offer Form to complete on your new hire and the remaining, if any, Candidate Disposition Forms on all the applicants referred to you.
___ 21. Retain department recruitment files for three years including, selection criteria, interview questions, interviewing panel list, and assessment of all candidates’ qualifications.
___ 22. Complete new hire packet no later than date of hire and schedule the employee for the New Employee Orientation. A new employee check list is available online.
Staffing & Compensation will provide recruiting resource options and placement of ads. In addition, HR has negotiated reduced advertising rates with certain websites. Please contact your Staffing & Compensation Analyst or Customer Service Representative for additional recruitment strategies.
Development & Training offers a course designed to help you make the right hiring decisions titled “Recruiting and Hiring”. You can find the description, schedule, and can enroll yourself at http://training.ucsf.edu/