College HR & Staff Relations

Overview | Who We Are | Staff Hiring | Student Hires | Staff Relations | Staff Development | Resources

Staff Hiring

Departments and units may choose to initiate staff searches under a variety of circumstances: a staff member may resign, retire or separate for any other reason and must be replaced; or a department/unit needs an additional staff member to meet expanding and/or special types of work areas on a temporary or permanent basis.

College HR can assist you through the hiring process.

All staff searches must be approved by the College HR prior to posting.

• Hiring Process
• Search & Interview Process
• The Offer
• Orientation & Paperwork

Hiring Process

Hiring/Staffing Options
Departments have the option of filling a staff position through Open Recruitment, or by utilizing the Administrative Decision process. College recommends that whenever possible departments should go through the open recruitment process. All hiring is regulated by the Employment (Recruitment) Policy.

Open recruitment requires advertising the position publicly and opening up the search to consider both internal and external candidates. University Human Resources will receive, screen, and forward applications to departments. More information is available on the HR’s Open Recruitment page.

Alternately, an Administrative Decision may be taken to hire staff without posting the position publicly in one of the following three scenarios: to internally move a temporary employee into a regular position; to promote a current employee; or to hire an external candidate with unique qualifications who has been identified for the job. Additional information may be obtained from the HR Administrative Decision page.

Departments may also wish to use Temporary Staffing through Emory Temporary Services.

Departments must receive prior approval from College HR before making any temporary hires that would impact their budget (i.e. paid from 1-ledger account).

To learn more, you may download Central HR’s “Hiring Manager’s Guide” (PDF) form.

Reclassifications and Requesting New Lines
Requests for reclassification and/or new lines are submitted to College HR annually at the annual budget process (link-hide for now). Chairs and Directors should make these types of staffing request during the budget planning session usually conducted over the months of Jan and Feb as well as at the time merit recommendations/ performance evaluations are returned to the College Office in April.

Employment Requisition
To post a staff position, the Chair, Director or lead staff person must fill out by filling out the Emory College Request to Post a Position Form (MS Word) and returning it to Denese Jester by email at djester@emory.edu or in person at 405C Candler Library.

For more information, supervisors and managers can download “A Guide to HR’s Emory Recruiting System (ERS)” (PDF).

Posting a Job

For exempt positions, contact Grayson Gosney (george.gosney@emory.edu, Phone: 404-727-7211, Fax: 404-727-1922), Recruiting Specialist.

For non-exempt positions, contact Aaronette Jackson (atmcfar@emory.edu, Phone: 404-727-2311, Fax: 404-727-1922), Recruiting Specialist.

For additional assistance, please contact Denese Jester (djester@emory.edu) at College HR.

To post the job in a publication or job board outside the Emory system, discuss with the College Recruiting Specialist prior to posting.

Screening Candidates

Once applications have been received, Employment Services will screen and refer a pool of candidates who meet all necessary requirements to the department.

College HR is able to assist in screening candidates for Academic Department Administrator or Lead Staff positions.

Testing for Skills
Central HR is able to assist in further screening by testing candidates on specific skills such as office skills, accounting, and business writing, and on software applications such as MS Office, Outlook, Dreamweaver and so on.

College HR recommends that departments take advantage of this service to identify qualified candidates who meet their specific needs. For a list of tests, go to www.proveit.com and click on “Tests Available.”

To request testing of candidates, contact your Recruiting Specialist.

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Search & Interview Process

Departments may convene search committees to manage the search process and carry out tasks including review of applications, interviews, and contacting references. You may also ask the Recruiting Specialist to assist with checking employment references.

Search Committees are usually constituted to fill staff positions such as the Academic Department Administrator or Lead Staff and include the Chair and some existing members of staff. Refer to Central HR’s Guide for Search Committees (PDF) for more information.

College HR is available to assist in the hiring and interview process for Academic Department Administrator or Lead Staff and other supervisory positions.

Central HR’s Employment Guide for Supervisors (PDF) is available for information on interview questions, background checks, logistical arrangements, and other related topics.

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The Offer

Once departments have selected the right person for the job, they may make the offer.

Before any offer is made, all starting salaries must be reviewed by Employment and College HR to ensure that equity and budget review considerations have been completed.

You may modify and use our Job Offer Letter (MS Word).

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Orientation and Paperwork

University Orientation: The Recruiting Specialist will schedule employee orientation and provide the department’s HR Representative with the date and time.  

Orientation information is available on the HR website for employees.

College HR Orientation: College HR has also begun to provide new employees with some orientation to the College. New employees will touch base with the Senior Director of Operations and the HRM of Emory College.  This meeting is intended to familiarize new employees with the various dimensions of an academic work environment and provide an overview of the College, its administrative set-up, relevant policies and procedures, and resources available for staff. 

Department-level Orientation: College HR strongly recommends that the Academic Department Administrator or Lead Staff create a department-level orientation to introduce new staff to relevant persons and processes, systems, and procedures.

You can choose to create your own new hire information checklist or modify and adapt the New Hire Checklist (MS Word).

New Hire Paperwork: Paperwork for Open Recruitment hires is processed by the Recruitment Specialist.

The Academic Department Administrator or Lead Staff is responsible for completing the paperwork for Administrative Decision hires including the Human Resources Action Form (HRAF). If a department or program should need specific assistance at this step, please contact Joel Tingle or Denese Jester.

Central HR maintains a helpful New Hire Checklist (PDF) to ensure all paperwork is completed.
           
All completed paperwork must be sent to College HR where it will be reviewed and sent to Central HR. 

All requests for existing staff data changes, except for mailstop changes and demographic information must be entered on a HRAF and forwarded to the Operations Area for review.  Such requests may be made at any time. 

Forms and Links:

• Employment (Recruitment) Policy
• Open Recruitment Page
• Administrative Decision Page
• Emory Temporary Services Site
• Hiring Manager’s Guide (PDF)
• Request to Post a Position Form (MS Word)
• A Guide to HR’s Emory Recruiting System (ERS) (PDF)
• www.proveit.com
• Guide for Search Committees (PDF)
• Employment Guide for Supervisors (PDF)
• Initial Job Offer Letter (MS Word)
• Post-Acceptance Job Letter (MS Word)
• New Hire Checklist (PDF)
• Staff Handbook for New Employees (PDF)

Other Hiring-related forms and links:

• Direct Deposit Authorization Form (PDF)
• Form I-9 (PDF)
• State of GA: Employee Withholding Allowance Certificate (PDF)           
• Federal: Form W4 (PDF)
• http://emory.hr.emory.edu/eu/managerstoolkit/hiring-onboarding/hiringforms.html