Review Job Description

Begin by reviewing the job description to ensure it accurately represents the responsibilities and requirements for your staffing need.

If you need to create a new PD or revise an existing one, reach out to your recruiting partner for guidance.

Request to Post/Fill Position

Approval is required to fill a vacant position. To begin the process, complete the Request to Post/Fill form. The request will be routed for review and approval by Budget, the Vice President or most senior Division Administrator, and HR. A compiled list of positions is then submitted to the President for approval once each month. HR will notify the department once approval has been granted and the position may be posted.

Posting Position

Once Talent Acquisition receives approval to proceed with the posting and a finalized, accurate position description (PD) is in place, the position will be routed for posting in Workday. If a new PIN is required, it will be created in Workday prior to initiating the posting.

Please note that this process involves multiple approval steps within Workday and may take several days, depending on the timeliness of approvals.

After the position is posted, HR will notify the department and provide the posting details. At that point, if a Search Committee will be used, the hiring manager should begin assembling the group. Search Committees are required for manager-level and above positions, as well as all tenure-track faculty roles. To be eligible to serve on a Search Committee, individuals must complete Recruiting and Hiring Best Practices Training. This training must be completed once per calendar year to maintain eligibility.

Unposting Position

All positions must remain posted for a minimum of five days before they can be taken down. After this period, it is recommended to review the applicant pool and determine whether additional time is needed to attract more applicants. When you are ready to unpost the position, please notify our office.

Hiring Matrix and Interviews

A hiring matrix must be completed and approved by the Talent Acquisition team before any candidates are contacted for interviews. The matrix will be reviewed to ensure compliance with Military and Foster Child Employment Preference guidelines and to confirm that top-ranked candidates are selected for interviews.

If a second round of interviews is conducted, the hiring matrix must be updated to include first-round interview scores and identify the candidates advancing to the next round. Review and approval of the updated matrix must be received from HR before moving forward with the second round.

All committee members are required to take detailed notes for each candidate interviewed.

Final Selection and Hire Packet

Once interviews are complete and a final candidate has been selected, a hire packet must be submitted and approved before extending an offer.

Hire Packet Checklist:

• Justification Memo
• Final Hiring Matrix
• Credential Evaluation Summary (Teaching Faculty)
• Appointment Letter (Teaching Faculty)
• Degree Verification Authorization Form
• Interview Notes (for all interviewed candidates)
• Reference Check Questions and Responses

Verbal Offer

After the hire packet has been approved by HR, the Vice President, and the President, HR will notify the department that a verbal offer may be extended. At that time, available start dates (the first and third Monday of each month) will also be provided.

Background Check, Offer Letter, I-9 Verification

Once the candidate accepts the position and a start date is confirmed, HR will issue the offer letter, initiate the background check, and provide instructions for completing I-9 verification and onboarding documents. HR will also coordinate with IT to establish the employee’s TAMUK credentials prior to their start date.

Please note that the new hire may not begin working until the background check has been successfully cleared and I-9 verification is complete.

Orientation

The new hire will attend orientation on their first day. Hiring managers are encouraged to contact the new employee beforehand to confirm that all onboarding steps have been completed and to ensure they know where to report on their first day.

 

Workday Onboarding

HR will initiate the hire process in Workday so the employee can begin onboarding tasks on their first day. While guidance will be provided during orientation, hiring managers should ensure onboarding tasks are completed within the first week of employment.

 

TrainTraq

New employees will be assigned required training through TrainTraq. Hiring managers should ensure the employee is aware of their assigned courses and corresponding deadlines.

 

Before the first day, on the first day, within the first 30 days

Before the First Day:

To support a successful onboarding experience, complete the following:

• Contact the new employee to review first-day expectations
• Arrange to meet the employee at Eckhardt Hall, Room 153 after New Hire Orientation
• Ensure a PC or laptop and any necessary technology are prepared
• Develop a 30-60-90 day onboarding plan outlining tasks and goals

On the First Day:

• Meet the new employee at 11:45 a.m. at Eckhardt Hall, Room 153
• Introduce the employee to the team
• Arrange building and office access (keys and card access, if applicable)
• Confirm the employee has received a parking pass and Staff/Faculty ID card

Within the First 30 Days:

• Ensure the employee understands how to enter time in Workday (if applicable)
• Review job expectations and required training
• Schedule regular 1:1 meetings (weekly or biweekly)
• Confirm that all required compliance training has been completed