Staff Recruiting & Hiring Process
As a hiring manager, you play a critical role in the selection and retention of Austin Peay State University’s workforce. Selecting the right candidate for a job opening is one of your most important functions as a manager.
To assist you in this process, you have a dedicated partner in your Human Resources department and a robust recruitment/applicant management system in PeopleAdmin. The University’s goal is to use PeopleAdmin to capture and maintain all recruitment information, including hiring manager notes and decisions, in one system of record.
During all phases of the recruitment process, the Director of Human Resources will work with you to ensure the end results are successful and compliant by identifying top-tier candidates and conducting the search using Austin Peay’s rigorous recruitment practices that are guided by federal regulations and University policy.
We hope this workflow will serve as a tool and a reference for you as a hiring manager at Austin Peay State University.
Request to Fill Position
The first step to filling a vacant position is the Hiring Manager kicking off the Request to Fill process in PeopleAdmin. During this process, the job description will be reviewed to ensure it accurately reflects the position, advertising sources are identified, and search committees are formed. It is then routed forward for all appropriate approvals. The average time for the request to receive all approvals is 5 days. The workflow for approvals can be seen below.
Once the request to fill is approved by all parties, it will be posted on the Austin Peay website for a minimum of 7 calendar days for a clerical/support (bi-weekly) position and a minimum of 14 calendar days for a professional (monthly) position. Human Resources will place an ad in HigherEdJobs. Human Resources will advertise in additional locations should the hiring department wish to do so, however the hiring departments are responsible for the cost of the advertisement.
Once the posting hits the review date, Human Resources will review the applications to ensure they meet the minimum posted requirements. The Office of Equity, Access, and Inclusion will then review the pool to make sure it meets diversity requirements. This process can take up to 4 business days. OEAI will then release all application materials to the hiring department/search committee for review. Applicants will not be automatically reviewed and moved to the department after the initial review date. If you would like to see additional applicants after the initial review date, please send a request to firstname.lastname@example.org.
Get Approval to Interview
Once your hiring department/search committee selects candidates for interviews, you will need to request interview approval from OEAI.
Approval to interview is completed through PeopleAdmin. Once approval is received the department will notify, schedule, and perform the interviews.
References should only be contacted after receiving approval to interview.
Once interviews have been conducted and a candidate has been recommended for hire by the search committee/department, the Hiring Manager will change the status of the candidate to Recommend for Hire in PeopleAdmin.
The Hiring Manager will then start the Hiring Proposal process in PeopleAdmin.
Make An Offer
Once the Office of Equity, Access, and Inclusion has reviewed the candidate and interview
documents, the Hiring Manager will make the offer to the candidate, indicate the accepted
salary and start date, and move the workflow to HR. HR will generate a contract that
will be sent to the employee via DocuSign. Hiring managers are encouraged to utilize
the extending the job offer script, which can be requested from HR here, when verbally offering a candidate the position.
After receiving the signed contract, HR will mark the posting as filled which generates an automatic email to each applicant. This email is based on the status of the applicant. It is important for the Hiring Manager to transition candidates to the proper status after they have selected their final candidate. There are two final statuses: Not Hired, Interviewed and Not Hired, Not Interviewed.