Temporary Employee Hiring Procedures
It is important to ensure fairness to ALL applicants during the screening, interview and selection processes. Hiring documents MUST be completed, recorded & maintained departmentally for each newly hired temporary (faculty, classified and administrative professional) position for a minimum of (2) calendar years for audit purposes.
- Step 1)
Each University employee participating in the hiring selection process must be current and in compliance with the following mandated TAMUS trainings:
1) Creating a Discrimination Free Workplace (TrainTraq Course #2111264)
2) Effective Hiring Practices (TrainTraq Course #99002)
The require courses can be accessed and completed from TrainTraq. Log on at: https://sso.tamus.edu to select the above training modules for completion.
- Step 2) Identification of Hiring Evaluation Panel
Identify individuals responsible for evaluating and documenting the hiring process using the EEO Search Committee Identification Form. The completed form should be maintained in the departmental hiring folder.
- Step 3) Documentation of Evaluations of All Applications Received
Complete a Standardized Hiring Evaluation Matrix for screening all applications. During preliminary and post-evaluation stages of the hiring process, be sure to document explicitly why an applicant was screened out and maintain documentation of scoring used for the determination. Ensure that all applicants are evaluated on the basis of pre-established criteria related to the job description/posting (this will aid in determining who you will interview). Maintain a set of completed copies with the score for each applicant in the departmental hiring folder.
- Step 4) Documenting the Interviews (Telephone & Campus)
Develop a standard list of job-related interview questions by using the Standardized Interview Questionnaire Matrix. All interviewees must be asked the same standard interview questions allowing for individualized follow-up questions as necessary. Examples of appropriate interview questions can be found at the following links:
- Sample Interview Questions
- Questions NOT to ask during interviews
- Interviewing Job Applicants and the Americans with Disabilities Act
A NOTE ABOUT REFERENCE CHECKS: Confirm with each candidate that references submitted will be checked and when they will be checked. Be sure to obtain the candidate’s permission to conduct the checks. Determine the questions to ask each reference (all references must be asked the same questions, allowing for individualized follow-up questions as necessary). Determine alternative plans for the unavailability of a reference. Examples of appropriate reference check questions are available here.
- Step 5)
The chair of the hiring panel will collect the following from the participating committee members: completed Standard Interview Questionnaire Matrices and completed Standard Hiring Evaluation Matrices. In addition, copies of all applications, job description, and reference documentation will need to be maintained in the department’s hiring folder.
- Step 6) Close the EEO Hiring Process
Complete the checklist below to close your temporary departmental file and maintain documentation records for two (2) years from the date of hire:DEPARTMENT FINAL HIRING FOLDER
RETENTION DOCUMENTS CHECKLISTS: (2 years)
- Copy of the Position Description (ALL Positions)
- Copies of Advertisements placed (Faculty only)
- Copy of the Search Hiring Panel List (All Positions)
- Copies of All applications received (All positions)
- Interview Questionnaires with Completed Responses of all the applicants who were interviewed. (All Positions)
- Hiring Evaluation Matrix’s completed for all applicants (Pre Interview & Post Interview) or any other quantitative scoring documents. (All Positions)
- Questions asked on all Reference Checks and Responses, you received on each check. (All Positions)
- Any correspondence between you and any of the applicants, including notes, emails, etc.(All Positions)
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