How to Hire an Employee

New employee selection is an important supervisory job skill and provides a foundation for achieving departmental goals and objectives through people. Your attention to all aspects of best practices related to selecting staff will not only provide you with excellent talent, but serve to minimize disruptions caused by a poor job match between an employee and PSU. The Office of Human Resources Employment Team offers professional consultation and guidance to aid our hiring managers. The following are important steps to follow as you launch the recruiting and selection of staff.

• Non-Tenure Related Unclassified Employee Recruiting and Hiring Process (Fast Track)
• Tenure Related Faculty Recruiting and Hiring Process (PTR & PTA)
• Direct Appointment Process - for .50+ non-tenure related unclassified positions
• Classified Staff Recruiting and Hiring Process

.50+ Non-Tenure Related Unclassified Employee Recruiting & Hiring Process (Fast Track)

Step 1: Planning Well

• Develop a Position Description. The PD is used to develop content for the advertisement and job announcement. Academic Professionals must have a Position Analysis Form.
• Diversity outreach assistance is available through the Diversity Advocacy Office.
• Does this position require a Criminal Background Check or Valid Driver's License?
• Choose an appropriate Search and Interview Panel
• Set an appropriate and efficient search timeline
• Are you considering relocating a candidate? Check out the PSU-RE/MAX information page. You may also contact University Financial Services for any questions about reimbursable moving expenses.

Step 2: Submit - Fast Track Recruiting & Hiring Form

Complete the Fast Track Recruiting & Hiring Form and attach the following documents:

Required:

1. Draft letter of offer
2. Position Announcement (detailed announcement for web posting, listserves, etc not limited by length)
3. Position Description (Unclassified/Unrepresented/Excluded), Position Description (AAUP faculty) or for Academic Professionals a Position Analysis form.
4. Recruitment Outreach Strategy Form

Optional:

1. Advertising Draft (short ad for cost-driven print advertising)

When the Fast Track Recruiting and Hiring packet is approved, Human Resources will email a .PDF copy to the appropriate contacts.

Step 3: Email your final Position Announcement

Email your HR Partner the final position announcement in WORD format for posting on the PSU Human Resources website.

Step 4: Conduct your search

Note that search materials must be retained for three years beyond the selected candidate's start date.

Required:

• Email all applicants a confirmation of receipt of their application and link for HR to collect applicant demographics.
• When you are ready to begin interviewing, email the completed blue Search and Screen section of the Search Process Matrix to your HR Partner for approval. You will no longer be required to wait for approval before beginning interviews.

Tools:

• Recruiting Outreach Resources & Ideas - Attract great applicants by networking and placing your ads & announcements strategically to reach a diverse audience.
• Diversity outreach assistance is available through the Diversity Advocacy Office.
• Behavioral Based Interview Question Bank (this is a large file and printing is not recommended).
• If your finalist os a foreign national who does not have work authorization in the U.S., please see OIA's website for sponsorship possibilities.
• For Decline Letter templates, please contact HR Partner.
• Example of an Unclassified Reference Checking form
• If the position requires a Criminal Background Check, please completely fill out the top portion of the Background Check Release form and give the form to the candidate to fill out and return directly to HR.

Step 5: Complete search process with final hiring selection documents

Required:

• Once your final candidate has been selected through the interview process, email the completed orange Hiring Report section of the Search Process Matrix to your HR Partner. You will no longer be required to wait for Hiring Report approval before extending your verbal offer. See below to choose the appropriate option.

Option A: Fast Track Appointment details within approved recruitment limits & additional approvals are NOT necessary.

1. Extend the official letter of offer to the candidate after receiving final signatures from the Dean's/Director's Office.
2. If subject to a background check, selected candidate must submit a background check release form directly to HR.
3. Send accepted offer letter, labor distribution form (if required), final position description & resume to HR for payroll processing.

Option B: Appointment details exceed the approved recruitment limits & additional approvals ARE necessary.

1. Submit proposed appointment changes by email to your HR Partner; they will obtain the additional appropriate approvals for the appointment. When approval is received for the modification an email will be sent to the hiring manager.
2. Extend official letter of offer and position description to your selected candidate after getting your dean/director's signature.
3. If subject to a background check, selected candidate must submit a background check release form directly to HR.
4. Send accepted offer letter, labor distribution form (if required), final position description & resume to HR for payroll processing.

When the final Fast Track appointment is approved, Human Resources will email a .PDF copy to the appropriate contacts.

Step 6: Onboarding & Orientation

Assist the new employee in a smooth transition through the steps in the On-boarding & Orientation guide.

Step 7: Ensure the New Employee Completes Required Paperwork

If this is an employee new to Portland State, have them complete required New Employee Paperwork with Human Resources and attend a New Employee Briefing.

Contact your HR Partner for further information or assistance.

.50+ Tenure Related Faculty Recruiting & Hiring Process (PTR & PTA)

This page contains tools, worksheets, and information as well as required documentation for recruiting and hiring. Please contact your HR Partner for assistance throughout your search and e mail suggestions for improving these tools to Christina Kraus.

Step 1: Planning Well

Tools:

• Develop a Position Description. The PD is used to develop content for the advertisement and job announcement.
• Diversity outreach assistance is available through the Diversity Advocacy Office.
• Does this position require a Criminal Background Check or Valid Driver's License?
• Choose an appropriate Search and Interview Panel
• Set an appropriate and efficient search timeline
• Are you considering relocating a candidate? Check out the PSU-RE/MAX information page. You may also contact Business Affairs for any questions about reimbursable moving expenses.

Step 2: Complete Permission to Recruit

Complete the Permission to Recruit form and attach the following required documents:

Required:

1. Position Announcement (detailed announcement for web posting, listserves, etc not limited by length)
2. OAA Pre-approval Questions 
3. Recruitment Outreach Strategy Form include 3 sources for national print ad)
4. Copy of resignation or statement of intent to retire (if refilling a position)

Optional:

1. Advertising Draft (short ad for cost-driven print advertising)

When the Permission to Recruit package is approved, Human Resources will email a .PDF copy to the appropriate contacts.

Step 3: Email your final Position Announcement

Email your HR Partner the final position announcement in WORD format for posting on the PSU Human Resources website.

Step 4: Conduct your search

Note that search materials must be retained for three years beyond the selected candidate's start date.

Required:

• Email all applicants a confirmation of receipt of their application and link for HR to collect applicant demographics.
• When you are ready to begin interviewing, email the completed blue Search and Screen section of the Search Process Matrix to your HR Partner for approval. You will no longer be required to wait for approval before beginning interviews.
• If your finalist is a foreign national who does not have work authorization in the U.S., please see OIA's website for sponsorship possibilities.

Tools

• Recruiting Outreach Resources & Ideas - Attract great applicants by networking and placing your ads & announcements strategically to reach a diverse audience
• Diversity outreach assistance is available through the Diversity Advocacy Office.
• Behavioral Based Interview Question Bank (this is a large file and printing is not recommended)
• A print ad placed during a tenure track search is required to sponsor a faculty for permanent residence if needed.
• For Decline Letter templates, please contact your HR Partner.
• Example of an Unclassified Reference Checking form
• If the position requires a Criminal Background Check, please completely fill out the top portion of the Background Check Release form and give the form to the candidate to fill out and return directly to HR

Step 5: Hiring Report

Required:

• Once your final candidate has been selected through the interview process, email the completed orange Hiring Report section of the Search Process Matrix to your HR Partner.  You will no longer be required to wait for Hiring Report approval before extending your verbal offer.

Step 6: Proposal to Appoint (When Candidate Selected)

When the candidate accepts the verbal offer complete the Proposal to Appoint. Do not extend an official Letter of Offer to the employee until the Proposal to Appoint has completed the approval process.

Required:

The following are required to be attached to the Proposal to Appoint:

1. Draft Letter of Offer 
2. Supplemental Letter 
3. Resume

Step 7: Extend Official Letter of Offer

When the Proposal to Appoint packet as been approved, Human Resources will email a .PDF copy to the appropriate contacts. The department may then extend the official letter of offer and supplemental to the candidate after receiving final signatures from the Dean's and Provost's Offices.

Step 8: Send Final Documents to Human Resources

Forward accepted letter and supplemental letter to Human Resources. 

Step 9: Onboarding & Orientation

Assist the new employee in a smooth transition through the steps in the On-boarding & Orientation guide.

Step 10: Ensure the New Employee Completes Required Paperwork

If this is an employee new to Portland State, have them complete required New Employee Paperwork with Human Resources and attend a New Employee Briefing.

Contact your HR Partner for further information or assistance.

Direct Appointment Process

Step 1: Complete Direct Appoint Form

This process will allow individuals to be promoted or appointed directly into a position for which a search would be unlikely to produce a better suited candidate.

The following are required to be attached to the Direct Appoint Form:

1. Draft Letter of Offer
2. Position Description. Academic Professionals must have a position analysis form.
3. Direct Appoint Request - Memo detailing the reasons for direct appointment or promotion.
4. Resume

Step 2: Extend Official Letter of Offer

When Direct Appoint packet is approved, Human Resources will email a .PDF copy to the appropriate contacts. The department may then extend the official letter of offer to the candidate after receiving final signatures from the Dean's/Director's Office.

Step 3: Send Final Documents to Human Resources

Forward the accepted letter and position description to Human Resources.

Step 4: Onboarding & Orientation

Assist the new employee in a smooth transition through the steps in the On-boarding & Orientation guide.

Step 5: Ensure the New Employee Completes Required Paperwork

If this is an employee new to Portland State, have them complete required New Employee Paperwork with Human Resources and attend a New Employee Briefing.

Contact your Human Resources Partner for further information or assistance.