Recruiting and Hiring/ Changes to Existing Positions, and Job Information

For Benefits-Eligible Staff Positions Only

Recruiting

STEP 1: Complete the Job Posting Form for continuing and fixed term positions with approvals. Submit the form along with the Job Description to the local HR department.

• HR will post the job opening in Trovix (allow one to two business days for posting).

STEP 2: Review resumes, conduct interviews and select the final candidate.

• Collect the Stanford University (SU) Application from interviewed candidates.

Note: Go to the Staff Employment web site for further assistance.

STEP 3: Conduct at least two reference checks (Reference Check Form).

• If the applicant is a Stanford University employee please contact the HRM to coordinate your review of the applicant's personnel file. 

Exception: For all HR Department hires only, please refer to the Process of Hiring HR Staff document for directions.

STEP 4: If participating in the Background Check Program, initiate the background check process prior to making a verbal offer.

• Procedure to Initiate a Background Check
• Background Check Policy
• Background Check FAQs

STEP 5: Determine the salary to be offered. Consult with the HRM and/or Budget Manager.

STEP 6: Make verbal offer to the final candidate.

STEP 7: Complete the disposition data in Trovix.

• Online Training: How to Enter Disposition Data into Applicant Records in Trovix
• FAQs about Entering Disposition Data

Recruiting and Hiring of Regular Staff Information: Administrative Guide Memo 22.1

Hiring

STEP 1: If the candidate verbally accepts the offer, complete and send the Hire Form with approvals along with final candidate's resume and SU Employment Application to the local HR department.

STEP 2: Using the appropriate job offer letter template ** from the choices available; create the job offer letter, obtain the required signature and distribute the letter and offer packet to the candidate.

** Note: The job offer letter templates are only available to HR personnel. Please contact your local HR department for assistance with choosing and obtaining the correct job offer letter template.

STEP 3: Mail the offer packet to the final candidate, which includes the offer letter and the enclosures from the list below. Select the enclosures based on the job offer template used. Not all of the enclosures from the list below are included in every offer packet.

• Payroll New Employee Information
• I-9 (Employment Eligibility Verification)
• Confidentiality Agreement
• Trial Period Admin Guide 22.14
• Physician Predesignation (Inclusion is optional)
• Employee Rights and Responsibilities FMLA
• SU VDI Statement of Coverage
• Invitation to Self Identify Veterans Status
• California Labor Code Section 2810.5 (For Non-Exempt and Bargaining Unit Employees Only)
• Separation From Employment Admin Guide 22.8
• Layoffs Admin Guide 22.16
• Senior Staff Admin Guide 22.13
• Travel Expenses Admin Guide 36.7
• Relocation of Faculty and Staff Admin Guide 36.8

• Mandated Reporter of Child Abuse and Neglect (For staff who have contact with minors)

STEP 4: Ensure that the local HR department receives the signed acceptance from the candidate along with the signed copy of the job offer letter for the personnel file.

STEP 5: Instruct the candidate to provide birth date and SSN to the local HR department in person or by phone prior to the start date. Do not have them send this information by email. This is needed for new hires only. The sooner, the better.

• HR will process the hire into PeopleSoft (allow one to two business days for processing).
• Do not sponsor a SUNet ID for the employee prior to HR hiring the employee in the system. This will prevent creating a duplicate Employee ID for the employee.

STEP 6: Submit the Search Summary documents to the local HR Department.

• Completed SU Employment Applications from all of the applicants interviewed.
• Reference checks for the final candidate. (Minimum of two)
• Complete the Search Summary spreadsheet, or the Disposition Data in Trovix.

STEP 7: Go to Onboarding: Getting New Staff Started.

Reclassification

STEP 1: The supervisor/manager revises the Position Summary for the existing position requesting reclassification.  The Position Summary describes the job, education and experience requirements.  For assistance go the Position Summary Job Aid on the Compensation web site.

STEP 2: Send the completed Position Summary to the appropriate managers, directors and/or department AVP’s for review and approval.

STEP 3: The supervisor/manager makes any required revisions.

STEP 4: Send the approved Position Summary to your department HR Manager.

STEP 5: The HR Manager will review the Position Summary for clarity and content.  Suggestions will be made if necessary.  The HR Manager will determine whether or not the existing position qualifies for reclassification based on the revised Position Summary.

STEP 6: The HR Manager will communicate with the supervisor/manager when the reclassification review has been completed.

STEP 7: If the reclassification has been approved, the HR Manager will determine the new job level and classification.  The supervisor/manager will need to work with the HR Manager and the department Finance Manager to determine the new salary amount if required.

STEP 8: The local HR department produces a letter or memo for the employee if this is part of the departmental process.

STEP 9: The supervisor/manager notifies the employee and distributes the letter or memo if applicable.

STEP 10: Complete and send the Employment Update form along with approvals and a soft copy of the revised Position Summary to the local HR department for processing.

Position Management Change - Reports to Field Change or Reorganization

STEP 1: The supervisor/manager will work together with the department HR Manager and department Finance Manager (if required) to determine if the proposed change is permissible/approved.

STEP 2: The local HR department produces a letter or memo for the employee if this is part of the departmental process.

STEP 3: The supervisor/manager notifies the employee and distributes the letter or memo if applicable.

STEP 4: Complete and send the Employment Update form along with approvals to the local HR department for processing.

Pay Rate Change - FTE Change - Change in Standard Hours (Permanent or Temporary/ Voluntary or Involuntary)

STEP 1: The supervisor/manager works together with the department HR Manager and department Finance Manger (if required) to determine if the FTE change is permissible/approved.

STEP 2: Determine if the FTE change is permanent or temporary.  If temporary, determine the approximate end date and whether the position will change along with Job Data for the employee.

STEP 3: The local HR department produces a letter or memo for the employee if this is part of the departmental process.

STEP 4: The supervisor/manager notifies the employee and distributes the letter or memo if applicable.

STEP 5: Complete and send the Employment Update form along with approvals to the local HR department for processing.

Leave of Absence (Not Disability Leave Related)

For Voluntary Leave of Absence – Unpaid Military Leave or Unpaid Educational Leave

STEP 1: The supervisor/manager works together with the department HR Manager to determine if the voluntary leave of absence is permissible/approved.

STEP 2: Determine the approximate end date for the leave of absence.

STEP 3: The local HR department produces a letter or memo for the employee if this is part of the departmental process.

STEP 4: The supervisor/manager notifies the employee and distributes the letter or memo if applicable.

STEP 5: Complete and send the Employment Update form along with approvals to the local HR department for processing.

STEP 6: The supervisor/manager notifies the local HR department the date the employee will return back to work.

STEP 7: The local HR department will re-activate the job record.

For Involuntary Leave of Absence – Seasonal Layoffs

STEP 1: The local HR department produces a letter or memo for the employee if this is part of the departmental process.

STEP 2: The supervisor/manager notifies the employee and distributes the letter or memo if applicable.

STEP 3: Complete and send the Employment Update form to the local HR department for processing.

STEP 4: The supervisor/manager notifies the local HR department the date the employee will return back to work.