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Once you decide who is most qualified for the job, there are many steps you need to take to get the applicant hired and settled into the workplace. The following checklists and instructions explain what you or your HR contact need to do to complete the hiring process.
Note: If you are interested in trimming down the number of standard employee processes that a hiring manager needs to complete for new employees, we strongly recommend that your new employee's first day of employment begin at New Employment Welcome and Orientation. Conducted by Human Resource Services (HRS), the orientation is a one-stop-shop that provides your new employees with a comprehensive introduction to employment and benefits at The University of Texas at Austin and provides them with the opportunity to complete many items on the New Employee Checklist, saving you time. Pre-register your new employee to begin their first day of employment at New Employee Orientation.
Your Handy Hiring Checklists
1. What to Do as Soon as You Decide Whom to Hire
- Write an offer letter and make an offer of hire
- Request a criminal background check (note, all student, staff and faculty positions are security sensitive).
- Complete a recruiting summary for the position
- If the applicant doesn't live locally, you may want to complete the relocation services request
- If the applicant you want to hire is disabled and self-discloses any accommodations they will need, work with Staffing and Career Management and Equal Opportunity Services to ensure that the accommodations are reasonable and can be met by the university
2. What to Do Before the Employee Begins Work
- Help your new employee complete many items on the New Employee Checklist by making sure their first day of employment begins at the New Employee Welcome and Orientation, offered each Monday (except holidays)
- Register your new employee for New Employee Orientation through TXClass (EID required)
- Complete the orientation pre-registration form and fax it to 512-232-3524 by noon on Wednesday before your new employee’s scheduled orientation session.
- Assign the person to the position in Human Resource Management System (HRMS). If another person in your department handles assignments, you'll use the online Staff Transaction Request (EID required) to request creation of the new assignment.
- If the employee will need mainframe access, create a *DPUSER logon
- Request authorizations for all applicable mainframe applications and Web systems
- Request that the *DEFINE office manager place the new employee on any necessary desks and views
- Create the beginnings of a performance appraisal
- Create an employee file for the new hire. See Employee Files for more information.
3. What to Do On or Before the Employee's First Day of Work
- The Employee Compliance Guide Acknowledgement Form should be printed, signed by the employee, and placed in the department file.
- Have the employee complete the following items from the New Employee Checklist, if they were not able to complete them at the New Employee Welcome and Orientation.
- Have the employee sign Section 1 of the Employment Eligibility Verification (I-9) Form on or before the first day of employment. The hiring department must complete Section 2 by the employee's third work day. Send the original I-9 form with a copy of supporting documents to Human Resource Services J5600 and keep a copy in your department file. Refer to the I-9 Resources page for departmental representatives for more information.
- New male employees between the ages of 18 and 25 must sign the Selective Service Eligibility and Verification Form no later than the first day of employment. If the employee cannot sign the online form, the paper form should be printed, signed by the employee, and mailed to Human Resource Services J5600. Keep a copy in the department file.
- Have the employee sign the Ethics Statement “Standards of Conduct and Political Activities” Form online. If the employee cannot sign the online form, the paper form should be printed, signed by the employee, and mailed to Human Resource Services J5600. Keep a copy in the department file. This form is also available in Spanish: Ethics Statement in Spanish.
- Remember to keep all of your notes and materials from the entire recruiting effort for three years, and refer to the Office of Accounting's Records Management Web site for information about records retention.
How to Write an Offer Letter
Use one of the following Microsoft Word templates to help you write an offer letter:
- Outside applicant offer letter template for classified employees [MS Word*]
- Outside applicant offer letter template for code 1000 employees [MS Word*]
* requires Microsoft Word or Word Viewer
How to Complete a Recruiting Summary
Once your recruiting effort is finished, you will need to do a Recruiting Summary. You'll do this online through the Human Resource Management System (HRMS). The purpose of the Recruiting Summary is to document the individual(s) you hired and why, by listing all of the skills, abilities, education, and behaviors demonstrated in the interview that made them the "best qualified" to do the job. You will also then reflect all other candidates that were not selected against the individual(s) that you did select. If you want help completing the Recruiting Summary, contact your Staffing and Career Management representative.
How to Deal With Phone Calls from Applicants You Don't Hire
If you get a call from an applicant who you didn't hire, refer to the recruiting summary for help responding to the inquiry. You'll want to read from the recruiting summary document, tell the applicant why he/she was not selected and why you selected the individual you did. You shouldn't provide any more information than this. If the applicant is not satisfied with your answer, recommend that they give a member of the staffing consultant team a call to discuss the situation further at 512-471-4772 or 1-800-687-4178.
