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 Govs Suite. The University’s goal is to use Govs Suite 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 initiates a new requisition. 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.
Posting
Once the request to fill is approved by all parties, it will be posted on the Austin Peay website and an advertisement will be placed on 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.
Review Applications
Applications will be available to hiring managers immediately upon submission. Once the hiring manager/search committee selects candidates for interviews, move candidates to the appropriate phase (example: Selected for Initial Interview). The department will notify, schedule, and perform the interviews.
References should be contacted after final interviews have been scheduled.
Hiring Proposal
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 (OIC Review) in Govs Suite.
The Hiring Manager will receive notification once OIC approves. Then they will extend the verbal offer.
After the candidate accepts the position, the Hiring Manager will then start the Hiring Proposal process in Govs Suite.
Make An Offer
Once the Office of Institutional Culture 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 an employment
agreement that will be sent to the employee via Govs Suite. Employment Agreements will not be generated by the Office of Human Resources if a
candidate is deemed not qualified for an advertised position. 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.
Notify Applicants
After receiving the signed contract, HR will mark the posting as filled, which automatically sends rejection emails to all unsuccessful applicants. Before doing this, HR will ask the hiring manager to personally email any candidates who reached the interview stage. Providing a direct, personalized rejection is important because it offers closure and acknowledges the time and effort those candidates invested.