Hiring a Faculty Member

A. New Position or Existing Position

1. Prior to initiating a request for a new position or existing position via the “Create Job Requisition” process in Workday, the Department Chair or School Director must request and receive approval for a new faculty line from the Dean and the Office of the Provost.

NOTE: If the hiring manager wants to change the position or replace it with a different job profile, position level, range, or funding source, the hiring manager will need to initiate the Edit Position Restrictions process to update the position before initiating the Create Job Requisition process.

2. The Department Chair, School Director or Administrative Assistant will then initiate the “Create Job Requisition” process in Workday and select New Position or Existing Position. The request will flow through the approval process. For assistance completing the steps, please refer to the respective job aid, which is available in Workday> Menu (top left corner) > Recruiting Dashboard (left sidebar) > Job Aids (right sidebar), and where you will access: Create Job Requisition and Position (New Faculty Positions).
3. Once the request has completed the full approval process, the job requisition (and new position, if applicable) will be created, a Recruiter will be assigned, and they will post the position.

NOTE: The following documents will need to be uploaded during this process:

• Position Announcement (Job Description)
• Compensation Sheet (Budget Sheet)
• Recruitment Plan

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 HigherEdJobs.com.
2. Additional advertising beyond HigherEdJobs is arranged by the Provost’s Office (for example, Chronicle of Higher Education, Diversity in Higher Education, and Hispanic Outlook on Education). The Department/School is encouraged to advertise in sources separately from the ones coordinated by HR and the Provost’s Office. When selecting advertising venues, think creatively and strategically – the goal is to cast a wide net to attract a diverse and qualified applicant pool.
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 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 the Current Employees – Apply for a Job Internally job aid. NOTE: Temporary/Adjunct Employees must apply as an Internal applicant.
2. Workday will prompt all applicants to complete a Job Application, including providing voluntary self-identification information. 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. Refer to the Montclair State University Policy on Search Committees for detailed guidance.
2. The Search Committee Chair and Search Committee Members, 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 in Workday, please refer to the Search and Hire Process for Search Committee Chairs/Assistants and the Search and Hire Process for Search Committee Members, job aids available in Workday> Menu (top left corner) > Recruiting Dashboard (left sidebar) > Job Aids (right sidebar).

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

1. The hiring manager submits their recommendation memo, including a salary recommendation, to the Provost.

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.) in “real time.” Failure to maintain current information will delay the review and approval process.

2. Once the finalist is approved by the Provost’s office, the Dean provides a verbal offer; if the finalist accepts, the Dean issues an official preliminary letter and requests any outstanding credentials.
3. After the finalist signs the Dean’s letter, it is submitted to the Provost’s office along with the transcripts, letters of recommendation, and then the Provost’s office will initiate the final offer process in Workday:
   1. The Academic Affairs office will provide the Recruiter with details about the official offer letter that will be issued in Workday.
   2. The Recruiter will then move the finalist to the Background Check stage in Workday and 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.

*NOTE: Faculty offers are extended by the Dean after consulting with the Provost/VPAA.

4. The hiring manager or the search committee chair will contact the finalist to complete the reference-checking process.
   1. External Finalist:Required:
      1. Minimum of three (3) letters of recommendation
      2. At least one of the three letters of recommendation must be from a former manager (someone who supervised the finalist); the other two letters of recommendation may be from a colleague, cross-functional partner, client, or previous manager.

      Preferred:

      1. One of the letters of recommendation should be from someone at the current employer (even if they no longer work at the organization).
   2. Internal Finalist:Required:
      1. One (1) letter of recommendation from the Current Supervisor.
   3. Internal Temporary Employee Finalist (Adjunct / Temporary Employees):Required:
      1. A minimum of three (3) letters of recommendation
      2. One of the three letters of recommendation from the Current Supervisor.
   4. 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.

NOTE: In some instances, the letters of recommendation may have been uploaded during the candidate’s application in Workday (if that was part of the required application materials).

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.

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