Staff Hiring Process

Step 1: Applicants

The department’s designee will have access to SilkRoad to review all applications. Please note the following:

• Applicant Pool:
  • There are considerations to be given to the potential pool of applicants relative to diversity goals. These items should be discussed with HR. Generally, when attempting to fill a position, a manager should consider candidates from a pool of applicants. A manager should not stop recruitment efforts after locating just one good candidate. A manager should attempt to develop a diverse applicant pool and make a decision from among several good candidates against job related criteria. (One applicant does not make a “pool”.)
• Current Employees:
  • Valparaiso University employees who work in other campus departments and want to be considered for the vacancy and have not been in their current jobs for at least 6 months are expected to receive approval from their current supervisor to apply.
• Applications:
  
  • All applications are stored and tracked in SilkRoad, as is legally required. Therefore, if a department receives a resume from a different source, it is critical that the department directs the applicant to formally apply and submit their resume through SilkRoad via the University’s website.

Step 2: Interview Preparation

• Once the job posting is removed and departments have received all the applications, they have an applicant pool, and the interview process may begin.
• It should be noted that an applicant pool is required before moving on to the next step.
• A manager should make every attempt to develop a diverse applicant pool and make a decision among several good candidates against job-related criteria.
• Before the interview, the manager or department head should review the PDQ to determine the core competencies required for the position to be filled.

Examples of core competencies:

Action orientated, Problem-Solving, Managing Diversity, Negotiation, Results, Delegation, Hiring and Staffing, Timely decision making, Self Knowledge, Patience, Approachability, Understanding Others, Career Ambition, Composure, Command Skills, Ethics, and values, Written Communication  Conflict Management, Strategic Agility, Organizing, Creativity, Business Acumen, Listening, Time Management, Planning, Work/Life Balance, Integrity & Trust, Innovation Management, Informing, Customer focus, Process Management, Presentation Skills, Political Savvy, Compassion 

• Interview questions are then developed based on competencies.
  • Link to list of sample questions
  • For assistance in customizing interview questions, please contact Human Resources.
• Review the following:
  • Interviewing guide “Do’s and Don'ts” from the General Counsel
  • Examples of appropriate questions
  • Sample Interview Packet

Step 3: Interview Process

Each round is an elimination round. Theoretically, every round will result in a shorter list of candidates, and after the final round of interviews, there will be a final short list of candidates.

Screening

• Review applications to determine which ones meet the threshold requirements.
  • Eliminate those that do not and pare down the list.
• Telephone screening:
  • Provide phone interviews to those who meet the threshold requirements.
  • Please see “Purpose of phone interview” and questions for Telephone Interviews.
  • Pare down the list.
• Decide who from the pared down list will be invited to campus for an interview.

Face to Face Interview

• Sample General Questions
• Ask the applicant pertinent questions designed to determine if the applicant possesses the core competencies required for the job.
• Request demonstration of knowledge through written or hands-on assessment (if required for the position).

Interview with Other Colleagues

• 2nd campus visit, if required.

*Please note that it is the department head’s, or their designee’s, responsibility to contact the applicants to schedule and conduct all interviews.

Step 4: Reference Checks

After an applicant has been identified as a potential incumbent, the department head or their designee is required to check the applicant's professional and personal references.

• Request that the applicant sign a Release Form authorizing references to release information.
• Obtain one for each reference.
• Use the business reference checks phone script:
• Business reference checks phone script

*Please note that reference checks and a check with the internal candidate's current supervisor must also be conducted on an internal candidate who has been identified as your potential new employee.

Step 5: Background Checks

Background checks are required on all new hires before employment.

• To initiate the background check, contact Human Resources via email at Human.Resources@Valpo.edu
• Include the following information in your email:
  • Applicants full name
  • Applicants email address
  • Department
  • Is driving an essential job function?
• The department head/their designee is to inform the applicant of the background check process.
  • Applicant will receive an email from the University’s Human Resources department containing one question.
  • Human Resources will initiate the background check once the applicant responds to the email and answers the question.
  • The applicant will receive an email from a company called HireRight and must follow the instructions included in the email to authorize and complete their background check.
    • Instruct applicants to check their spam folder if they do not see any emails.
• It can take up to two weeks to complete the background check process.
• Once the process is complete, Human Resources will contact the department and inform them if the candidate’s background check meets University standards.

Step 6: Hiring Forms

The department head/designee must submit the appropriate form to Human Resources.

• New hire
  • Submit a completed and signed Notice of Employment form
• Current Employee
  • If your applicant is a current VU employee who will be transferring positions, submit a completed and signed Change of Information form. 

Step 7: Offer Letter

• A job offer cannot be made until the applicant has passed his/her background check.
• Upon receiving the Notice of Employment form, the Office of Human Resources will submit it to the Finance Department for approval.
• The Office of Human Resource Services will generate an offer letter upon receiving Finance's approval.
  • Name and address of candidate
  • The official title of the position
  • Start date
  • Compensation
  • Any other special circumstances (e.g., paid moving expenses)
• Human Resources will send a copy of the offer letter to be reviewed by the department before sending the offer letter to the applicant.

Things to consider:

• When determining the successful candidate, remember that the University’s mission is to increase the diversity among faculty, staff, and students. Where possible, help to support our mission when making a hiring decision.
• It will be important to provide a rationale for any and all hiring decisions.

Communications:

It is important that all applicants receive some communication regarding the status of their application and process. The following is a timeline that serves to guide the departments as to who should receive communication and when:

This space contains business processes owned by the Human Resources department.  Other departments are tagged if they participate in the specified business process.