Hiring a Manager or Professional Staff

STEP 1  Position Authorization

A. New Position

1. Prior to initiating a request for a new position via the “Create Position” process in Workday, the hiring manager must confirm the following:
   1. Contact the Budget and Planning Office and/or Grant Accounting Office (if applicable) to verify authorization and funding resources for the position.
   2. Contact the Classification & Compensation Office to verify the appropriate classification and compensation for the position and finalize the job description.
2. The hiring manager will initiate “Create Position” in Workday. The position will flow through the approval process. For assistance completing the steps, please refer to Create a Position.
3. Once the position has been approved and if the hiring manager is ready to proceed with posting/advertising the position, the hiring manager will initiate “Create Job Requisition” in Workday. Please note the following Recruitment Plan will need to be attached. The job requisition will flow through the approval process. For assistance completing the steps, please refer to Create a Job Requisition.
4. After the job requisition is approved, a Recruiter is assigned and they will post the position.

B. Replacement Position

If the hiring manager is replacing the vacant position as-is (same job profile, position level and range), the hiring manager will initiate “Create Job Requisition” in Workday. Please note the following Recruitment Plan must be attached. The job requisition will flow through the approval process. For assistance completing the steps, please refer to Create a Job Requisition

After the job requisition is approved, a Recruiter will be assigned and they will post the position. Note: If the hiring manager is looking to change the position or replace the position with a different job profile, position level, range or funding source, the hiring manager must confirm the appropriate funding with the Budget/Grant Accounting Office and contact the Classification and Compensation Office to determine if they will need to initiate Edit Position Restrictions or Create a Job Requisition.

C. Additional Considerations

1. When creating a job description, include the following:
   1. Specific job duties and responsibilities
   2. Required and preferred qualifications or academic credentials – specify what minimum degree is required; e.g., bachelor’s, master’s, or doctoral
   3. Required and preferred job experience, if applicable; specify the required minimum number of years of experience.
2. Keep in mind that the selected finalist must satisfy all minimum required qualifications delineated in the job description.

STEP 2 Recruitment

A. Recruitment Plan

Hiring Managers should complete the following Recruitment Plan in order to provide information regarding advertising venues and Search Committee members.

1. Human Resources will automatically post all positions on the HigherEdJobs.com.
2. When selecting advertising venues, think creatively and strategically – the goal is to cast a wide net to yield a diverse and qualified applicant pool. (Ex. professional journals and associations; college/university placement offices and academic departments; affinity-oriented professional associations; and industry-specific list serves and publications.) Please refer to the following detailed listing of suggested advertising venues. Human Resources will work with your unit to advertise in desired venues.
3. All advertisements should direct applicants to the Workday job posting link.
4. Search Committees shall be composed of individuals reflecting the University’s diverse population. Refer to the Montclair State University Policy on Search Committees for detailed guidance.

B. Application Process

1. External applicants shall apply to open positions via the Workday jobs portal. Internal applicants shall apply to open positions by logging into Workday and searching “Find Jobs.” For further details, refer to Apply for a Job Internally. Note: Workday will prompt all applicants to complete a Job Application, including voluntary self-identification information.
2. Human Resources confidentially maintains all self-identification data to aid with various reporting requirements. This information will not be shared with the hiring unit and will not be used when assessing a candidate’s application.

C. Search Committees

1. 1. Refer to the Montclair State University Policy on Search Committees for detailed guidance.
   2. The hiring manager invites the assigned Recruiter to the Search Committee’s initial meeting.
   3. The Search Committee Chair and Search Committee Members, in partnership with the assigned Recruiter, will review applicants in Workday and determine a process for selecting candidates for interviews and conducting those interviews. For assistance with viewing and/or moving applicants within Workday, please refer to the Search and Hire Process for Search Committee Chairs/Assistants (PDF) and the Search and Hire Process for Search Committee Members.

STEP 3 Moving Candidates Through the Search Process

Once the finalist has been identified and prior to informing a finalist they are being recommended for the position:

1. The hiring manager must email a copy of the finalist’s Resume and the Job description to class-comp@montclair.edu and request a salary recommendation for the finalist and cc the following individuals on the email:
   1. The Recruiter(s) assigned to the Job Requisition
   2. The HR Compliance Office at hrcompliance@montclair.edu
      Note: It is critical that the search process in the job requisition is kept up to date (e.g., candidates interviewed, candidates declined appropriately, etc.). Failure to maintain current information will delay the review and approval process.
2. After the Classification and Compensation Office has provided a salary recommendation and the HR Compliance Office has provided approval, the Recruiter will consult with the hiring manager to discuss next steps in the process (i.e., proposed start date, determine the final salary, etc.). The Recruiter will extend the verbal offer.
3. After the verbal offer has been extended and the finalist has verbally accepted:
   1. The Recruiter will update the hiring manager.
   2. The Recruiter will then move the finalist to the Background Check stage in Workday and email the finalist the invitation to initiate the Background Check process.
   3. Hiring divisions/units are not authorized to extend an offer or conditional offers to any candidate. Faculty offers are extended by the Dean after consulting with the Provost/VPAA.
4. The hiring manager or search committee chair will contact the finalist to complete the reference checking process.
   1. External Finalist:
      1. Required:
         1. Minimum of three (3) reference checks and/or letters of recommendation
         2. At least one of the three references must be from a former manager (meaning someone who supervised the finalist); the other two references can be from a colleague, cross-functional partner, client, previous manager, etc.
      2. Preferred:
         1. One of the references should be from someone at the current employer (even if they no longer work at the organization). However, this is not a requirement; it’s a preference.
   2. Internal Finalist:
      1. Required:
         1. One (1) reference check and/or letter of recommendation from the Current Supervisor.
   3. Internal Temporary Finalist:
      1. Required:
         1. A minimum of three (3) professional reference checks and/or letters of recommendation
         2. One of the three reference checks and/or letters of recommendation from the Current Supervisor.
   4. Reference Check templates can be found in Workday:Log in to Workday
      1. Log in to Workday
      2. Select Menu (on the left side)
      3. Select Recruiting
      4. Select Recruiting Dashboard (Instructions on How to: Add the Recruiting Dashboard to your Workday Home)
      5. Reference Check Templates (on the right side)
      6. Select the appropriate Reference Check Template (Managerial Level Candidate, Non-Managerial Level Candidate)
   5. Letters of Recommendation:
      1. Letters of Recommendation should include a signature, contact details, including title, email, and phone number.
      2. Email recommendations are acceptable and should include an email signature with contact details, including title and phone number.
   6. The completed reference checks and/or letters of recommendation should be emailed to the Recruiter. 
5. Once the background and reference-checking process is complete and satisfactory, the Recruiter will initiate the Offer Letter approval process in Workday.

STEP 4 EMERGENCY OR DIRECT APPOINTMENTS

A. Emergency Appointments

In limited circumstances, there may be occasions when emergency appointments must be made. In such cases, the division Vice President must submit a written request, including a justification for the emergency appointment, to the Chief Human Resources Officer, along with a copy of the resume and the job description. Emergency appointments are considered temporary and, unless otherwise stipulated, ordinarily shall not exceed a one-year period.

B. Direct Appointments

In special circumstances, there may be occasions when a direct appointment must be made. In such cases, the hiring manager must confirm the position exists in Workday. The hiring manager will then proceed with the following steps:

1. Initiate Create a Job Requisition with “Direct Hire” as the reason code.
2. In the “Attachments” section, upload:
   1. Candidate’s resume
   2. Justification with a detailed explanation of the rationale for bypassing the standard search process (including reasons for why conducting a standard search is either impractical under the circumstances or otherwise in the best interest of the University)

Note: Candidates who are appointed via emergency or direct appointment must meet the position’s qualifications.

STEP 5 Onboarding

For information about onboarding of new employees for hiring managers, visit the Onboarding Employees page.