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Requisition to Post

Replacement for full time staff

1. An updated position description needs to be approved by Compensation. This is managed through the and can be accessed via the Staff Tab in Pace Portal Careers @ Pace link under Manager Resources. Training videos and documents are also in the Training Library Tab in the UKG Ready System.
2. The online posting/requisition must be approved by the Dean or VP of the area. This is managed through the online applicant tracking system.
   • Note that final authorization to post and recruit may be required by an Executive Officer. Hiring Managers should confirm the area's specific procedure with their Budget Rep.
3. There are Training Resources available on updating or creating a position description or posting a position on the dashboard of the UKG Ready System.

New full time staff

• A new position description needs to be reviewed and level assigned by Compensation.
• Compensation creates a new Position Number in Banner using the funding information provided by the department.
• Compensation requests activation of the new Position Number:
  • For positions funded through the University’s operating budget, activation is requested through the Office of Planning and Budget
  • For grant-funded positions, activation is requested through the Grants Accounting department
• Office of Planning and Budget, or Grants Accounting when applicable, confirms activation of the position number and Compensation approves the position description via the online applicant tracking system
• The Posting/Requisition must be approved by the Dean or VP of the area. This is managed through the UKG Ready system.
  • Note that final authorization to post and recruit may be required by an Executive Officer. Hiring Managers should confirm the area's specific procedure with their Budget Rep.

Part time Staff

• Same procedures followed as above.

Dean, Vice President or above

• Same procedures followed as above. In addition:
• Hiring Manager and Search Committee must refer to the University’s Employment Search Policy as set forth by the Affirmative Action Office

Recruitment Sources

Internal Job Postings

• Job postings can be viewed by all faculty and staff via the UKG Ready System. Instructions on how to view internal postings as a Pace employee (PDF).
• Employees are eligible to apply to postings provided they have been in their current position for one year and meet the minimum qualifications.
• When position vacancies occur, every effort to fill the vacancy with a qualified internal candidate will be made before commencing external recruitment. Supervisors are encouraged to discuss career and growth opportunities with their employees.

External Advertising

• The Talent Acquisition department is charged with approving placement of all external position advertisements for both staff and faculty vacancies and will work closely with the department to identify appropriate media placements for advertising the position. This process ensures that appropriate language is used as well as achieves consistency in how the University is presented to the external community.
• When a request to advertise is received by the Talent Acquisition department, the advertising agency will be contacted to draft an ad based on the posting or position description and recommendations will be requested along with cost estimates.
• Funding source will be provided by the hiring department prior to ad placement.
• Managers may post to professional organization list serves. If so, contact the Talent Acquisition department prior to doing so to ensure that approved text is included in the announcement including the University’s Affirmative Action statement.
• When applicable, Hiring Manager and Search Committee must refer to the University’s Employment Search Policy as set forth by the Affirmative Action Office

Reviewing Resumes

• Hiring Managers have direct access to all application materials via the online system.
• Departments may manage the resume review and selection process with guidance from the Talent Acquisition department.
• In keeping with our motto of Opportunitas every effort should be made to give internal applicants full consideration; however, if an internal applicant does not meet the minimum qualifications for the position then a department is not required to interview them.
• Hiring Managers should communicate with the Talent Acquisition department about those resumes that have been removed from consideration to ensure that the appropriate notification is sent to each candidate.
• When applicable, Hiring Manager and Search Committee must refer to the University’s Employment Search Policy as set forth by the Affirmative Action Office

Interviewing

• Hiring Managers identify and reach out directly to schedule appointments for those candidates they would like to interview.
• Hiring managers should consult with the Talent Acquisition department regarding appropriate interview questions (PDF).
• In some cases, a group/committee interview may be suggested or preferred or a manager may seek to gain inter-departmental input (ex. School IMO to meet with School + ITS Rep); presentation or writing sample may be required for some positions (ex. Instructional Services Librarians)
• The Talent Acquisition department highly recommends that final candidates meet with either the Director or the Talent Acquisition Specialist in order to assess the individual’s fit within the organization as well as to discuss benefits and total reward package.
• When applicable, Hiring Manager and Search Committee must refer to the University’s Employment Search Policy as set forth by the Affirmative Action Office

Pre-Employment Screening

For External Hires:

• In accordance with University policy, the Talent Acquisition department will conduct Professional Reference Checks on all final candidates.
• Full time: Three Supervisory/Client/Customer references are required prior to extending an offer.
• Part time: Two Supervisory/Client/Customer references are required prior to extending an offer.
• Criminal Background Checks will be completed once an offer of employment is extended. It will be stated verbally and in writing that the offer is contingent upon a successful completion of a criminal background check.
• If any issues are returned with the background check, the Talent Acquisition department will investigate and determine if information is applicable to the position and may notify the manager where appropriate to allow for a final determination.
• Funding is provided by the department.

For Internal Hires:

• If the candidate is being promoted or moving to a different area at Pace, all we would require is a reference from the direct supervisor. No Background check will be necessary.

Employment Offer

• Hiring Managers should notify the Talent Acquisition department as soon as they have selected a final candidate to discuss the proposed starting salary and start date.
• The Talent Acquisition department will consult with Compensation to gain approval for a proposed starting salary:
  • If the proposed starting salary is higher than the budgeted salary amount, the area Business Representative must identify funding and communicate this information to the Office of Planning and Budget who will then notify Compensation that the funding is approved.
  • If the proposed salary is higher than the hiring range for the level and funding has been approved, then Compensation will discuss the matter further with the hiring manager and/or area Business Representative.
• The Talent Acquisition department will extend the conditional offer of employment for most University positions and set a mutually agreeable start date.
• For Director-level and above positions the hiring manager will extend the offer in collaboration with the Talent Acquisition department.
• For Dean and VP-level and above positions the hiring executive will extend the offer in collaboration with the Vice President of Human Resources.
• If the candidate declines the position, then the process will be repeated with the 2nd finalist. If needed, a new recruitment plan will be discussed and the position may be re-posted.
• If the candidate accepts the offer, the Talent Acquisition department will send a formal letter to the new employee confirming all details of the offer with copies to the hiring manager and area Business Representative.
• Once there is an accepted offer for the position, an email notification will be sent to all applicants to inform them that the position has been filled and thanking them for their interest.