The following steps are provided to assist in filling regular exempt vacancies.
Step 1: Requesting a Job Requisition
If you are creating a new position or asking for a classification change, you must complete the Position Description Form and the Classification Request Form. Once you have completed both, please send to firstname.lastname@example.org for proper classification. The compensation team will evaluate the information provided and respond to you with the classification recommendation for your new position.
At this time, you will complete a Position Create/Change e-form in IRIS (ZPPOSITION000) to make the requested changes or to create the new position. It is in this step that you will select ‘yes’ to the Create Requisition question. Once the position is processed through workflow a requisition will populate in Taleo for the recruitment unit to post as a vacant position.
All regular exempt positions must be advertised for a minimum of seven days. The presence of a well-qualified, diverse applicant pool will determine if the position should be advertised longer. The position will be advertised on the:
- External Career Site: Both external and internal applicants are encouraged to apply.
- Internal Career Site: Only UT internal applicants* will be considered.
*NOTE: Internal applicants are considered to be regular and temporary UT faculty and staff.
- For additional advertising resources please connect with your Recruitment Business Partner.
Step 2: The Requisition
The Human Resources Office will complete the requisition. After it is complete, you may view it in the applicant tracking system. You will be asked to log in using your NetID and password
Step 3: The Candidate Pool
Recruitment Business Partners will screen applications for the minimum education and experience as stated in the position description. Applications that meet the minimum job qualifications will be sent to the hiring manager via email for review (Separate emails are sent for each application) and moved forward in the Taleo system to reflect Search Committee Review.
Searches for exempt positions on an E account must go through the Office of Equity and Diversity. You are required to connect with the Office of Equity and Diversity as soon as the position is posted. Your primary and secondary interview pools MUST be approved by the Office of Equity and Diversity BEFORE the candidates can be interviewed. Please visit Office of Equity and Diversity – Staff Exempt Searches for additional information on conducting a search with the OED component.
Each applicant goes through a series of steps and statuses during the hiring process. Recruitment Business Partners will assist you in moving candidates through the required steps and statuses. Your primary and secondary interview pools MUST be approved by the Office of Equity and Diversity BEFORE the candidates can be interviewed. Your Recruitment Business Partner will assist with this step.
Step 4: Selection, Vetting and Job Offer
Once you have identified a candidate to hire, contact your Recruitment Business Partner. Prior to connecting with the candidate regarding salary, the Recruitment Business Partner will assist you with a salary recommendation for the candidate. In addition, he/she will assist with the procedures to create a job offer draft and will conduct pre-employment background checks. Background checks and reference checks must be conducted prior to making official offers. Verbal offers are contingent upon successful background checks, reference checks are completed, and required education is verified.
The approval for job offers takes place in IRIS and appears in the approver’s inbox. A formal written job offer cannot be extended until the job offer is approved in IRIS and the clear background check has been received, completion of reference checks and verification of required education.
Step 5: Onboarding
Once the job offer is approved and the cleared background check received, reference checks and required education verified, the Recruitment Business Partner will extend the formal written offer and begin the onboarding process. This process allows the new hire to electronically accept the job offer. During this step, the candidate will also be provided information about New Employee Orientation.
The New Employee Orientation information will include instructions on where and when to report, new hire documents to complete electronically prior to orientation, items to print and complete, items to review, and items to bring on the day of orientation. New hires are required to complete the I-9 form and provide appropriate supporting documentation either prior to or on the first day of work.