Hiring a Manager or Professional Staff

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 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. Submit the job description to Classification and Compensation: class-comp@montclair.edu for their review and recommendation.

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 hiring manager will 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).
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 Recruitment Plan will need to be uploaded during the Create Job Requisition process.

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. When selecting advertising venues, think creatively and strategically – the goal is to cast a wide net to attract a diverse and qualified applicant pool. Please refer to the following listing of suggested advertising venues. Human Resources will work with your unit to advertise in desired venues. NOTE: The cost for additional advertising is covered by the respective hiring department’s budget.
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 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 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, both 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 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.) in “real time.” 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 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 the search committee chair will contact the finalist to complete the reference-checking process.
   1. External Finalist:Required:
      1. Minimum of three (3) professional reference checks and/or letters of recommendation
      2. At least one of the three references must be from a former manager (someone who supervised the finalist); the other two references may be from a colleague, cross-functional partner, client, or previous manager.

      Preferred:

      1. One of the references should be from someone at the current employer (even if they no longer work at the organization).
   2. Internal Finalist:Required:
      1. One (1) reference check and/or letter of recommendation from the Current Supervisor.
   3. Internal Temporary Employee Finalist:Required:
      2. A minimum of three (3) professional reference checks and/or letters of recommendation
      3. One of the three reference checks and/or letters of recommendation from the Current Supervisor.
   4. Reference Check templates can be found in 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.

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.