4. Creating Hiring Request - Staff

Owned by Rita Rodriguez
Last updated: Jul 12, 2024 by Margaret Gerhardt
7 min read

Purpose

After a requisition has been posted, individuals have been interviewed, the verbal tentative offer has been made and you are ready to officially recommend a candidate for hire and begin the formal hire process, the Hiring Coordinator will create the Hiring Request.

Please note that a verbal tentative offer is the preliminary agreement to begin drafting the formal offer letter. The formal offer letter will outline all final details and terms of the hire.

Applicability

The Hiring Coordinator of the requisition is responsible for generating the Hiring Request as outlined in the Procedure below. The Hiring Request will route to the Hiring Manager and other designated approvers as selected.

Prerequisites

Hiring Coordinator access is managed via Hiring Coordinator role which can be requested via the Banner Authorization Requests (BAR) system.

Procedure

For the selected candidate, change their status to "Recommended for Hire" and attach the required documents to the "Attachments" section.  See below for required attachments based on the type of hire: Competitive or Non-Competitive. Note: Best practice is once candidate is selected and given a verbal tentative offer, prepare the required documents prior to changing status to "Recommended for Hire."  

  • For more information on how to change an application status, see the "Managing your Applicant Pool" SOP.
  • Complete the Department Reasonable Assessment (DRA), if necessary. See the "Managing your Applicant Pool" SOP.

Attach the documents required for the hiring request.

  • Go to the Documents tab and select Add Attachment in the Attachments section.
  • Within the Upload Attachment box, select Recommended for Hire from the Attach To drop down. Enter a document title, browse for the required document, and select Save to upload a document. NOTE: Documents must be saved and uploaded as a pdf file only! Any other file type can cause system issues.
    • For a competitive hire, required documents include:
      • Staff Justification of Hire memo **Must use template found in Staff Resources located under the Recruiting Resources tab in UNMJobs**
      • Certifications, licenses, etc. required of the position, review Job Description. 
        • To verify the selected candidate’s education credentials, Human Resources (HR) will utilize the National Student Clearinghouse (NSC) to obtain the required education verification after the hiring request is submitted for HR review. There are circumstances in which HR will coordinate with the candidate to obtain education verification documents (See Education Verification Requirements for further details).
        • If hire is a current UNM employee, you may verify if education is on file by sending an email to hrfiles@unm.edu and including the employee's name and Banner ID.
      • Salary Placement and Equity Tool (SPET) grid -required when there are other employees in the same title as the hire, including instances where the hire may be the only person in that title. The SPET provides a salary range calculated based on the hire's education and experience. See Salary Determination and Internal Equity for Staff Employees and SPET Resources for additional guidance. Note, The Salary Placement and Equity methodology pertains to staff only. A SPET grid is not required for on-call and temporary hires but, encouraged to obtain a salary range based on the hire's education and experience. 
      • Equity Adjustment EPAN(s) - required to be attached, if there is internal equity that needs to be corrected 
      • Reference checks-for external hires 3 previous supervisors should be contacted; for internal hires 2 previous supervisors.
      • Interview questions/answers - completed interview notes from all Search Committee members/note taker for EVERY interviewed candidate must be attached in their individual application profiles in the documents tab.
      • Remote Work Agreement for hybrid, in-state remote and out of state remote (See Remote Work Program and UAP 3245: Remote Work for required approvals)
    • For a non-competitive hire, required documents include:
      • Staff Justification of Hire memo **Must use template found in Staff Resources located under the Recruiting Resources tab in UNMJobs**
      • Certifications, licenses, etc. required of the position, review Job Description. 
        • To verify the selected candidate’s education credentials, Human Resources (HR) will utilize the National Student Clearinghouse (NSC) to obtain the required education verification after the hiring request is submitted for HR review. There are circumstances in which HR will coordinate with the candidate to obtain education verification documents (See Education Verification Requirements for further details).
        • If hire is a current UNM employee, you may verify if education is on file by sending an email to hrfiles@unm.edu and including the employee's name and Banner ID.
      • Salary Placement and Equity Tool (SPET) grid -required when there are other employees in the same title as the hire, including instances where the hire may be the only person in that title. The SPET provides a salary range calculated based on the hire's education and experience. See Salary Determination and Internal Equity for Staff Employees and SPET Resources for additional guidance. Note, The Salary Placement and Equity methodology pertains to staff only. A SPET grid is not required for on-call and temporary hires but, encouraged to obtain a salary range based on the hire's education and experience. 
      • Remote Work Agreement for hybrid, in-state remote and out of state remote (See Remote Work Program and UAP 3245: Remote Work for required approvals)

To initiate the hiring request, go to the Statuses tab on the applicant's Applicant Profile. The Recommended for Hire section should be expanded.

  • Complete the Offer Details information with the relevant details regarding the hiring request. Enter the following fields:
    • Start Date: Enter the start date once your applicant has accepted the tentative offer. You will outline all of the final details and terms of hire. Your future start date should allow for processing the action and your applicant to give timely notice to their current employer. The start date must be a future date allowing time for processing. Typically start dates will be Monday through Friday, excluding weekends and holidays, and should coincide with New Employee Experience (NEE). If the first day of the month is a weekend, then the start date will be the first business day of the month. This does not apply to internal regular benefits eligible applicants.
    • Source: Pre-populated
    • Hiring Manager: Pre-populated, leave as is
    • Location: Defaults to the department from the requisition. Update if necessary
    • Compensation: Defaults to the correct value based on the requisition. Update if necessary
    • Currency: Defaults to US Dollars. Do not update
    • Wage Type: Defaults to Annual. Do not update
    • Salary: Enter monthly or hourly rate. Monthly = exempt, Hourly = non-exempt
    • Notes: Enter anticipated start date and any comments for Employment Area
    • Work-Study Type (Student Only) **DO NOT SELECT FOR STAFF**
    • UNM ID (Student Only) **DO NOT SELECT FOR STAFF**
    • Position Number: Enter position # (if you have a vacant position # available) or type "Next" if requesting a new position
    • Index and Account Code: Enter index number & account code
    • Appointment Percent: Enter appointment percent of assignment (Ex. 100, 87.5)
    • Personnel Date: Leave blank - Employment Area will complete
    • Contract Start Date: Leave blank - Employment Area will complete
    • Contract End Date: Leave blank - Employment Area will complete
    • Job End Date: Enter if a temporary assignment
    • Term End Date: Enter if a term assignment
    • Probationary/Trial Period End Date: Leave blank - Employment Area will complete
    • Supervisor Name: Enter supervisor's name
    • Supervisor UNM ID: Enter supervisor's Banner ID
    • Supervisor Title: Enter supervisor's title
    • Supervisor Phone: Enter supervisor's phone
    • Supervisor Email: Enter supervisor's email
    • Position "Reports To" Name (Staff Only): Enter name of person the position reports to

    • Position "Reports To" UNM ID (Staff Only) : Enter UNM ID of person the position reports to

    • Moving Expenses (Staff Only): Enter amount if applicable. If providing moving expenses, please refer to UAP 4020, Section 3. The hiring officer will need to complete the Relocation Allowance/Invoice Request Form, located on the UNM Payroll website. Select either Allowance or UNM Pays on the form, depending on the way the moving expenses will be paid. Attach the completed form with the hire’s other documents in UNMJobs. (If UNM Pays is selected on the form, it should also be sent directly to Purchasing.) Be sure to review the details of the policy and the form with the new employee. Since moving expenses must be included in the offer letter, please ask the HR Analyst reviewing the hire if there are any questions before the offer is sent.

    • New Employee Experience (NEE) Date (Staff Only): Leave blank - Employment Area will complete
    • Subject to Overtime (Staff Only): Select yes or no from drop down list (Review Job Description for FLSA status)
    • Benefits Eligible Position (Staff Only): Select yes or no from drop down list (Review the Benefits at a Glance document on the Benefits Eligibility webpage for more info)
    • Shift (Staff Only): Select from drop down list
    • Pre-Employment, Post Offer Physical Exam Required (Staff Only): Select yes or no from drop down list  (Review Job Description, Conditions of Employment section)
    • Covered by Collective Bargaining (Staff Only): Select yes or no from drop down list (Review Job Description, for Union status)
    • Remote Work Type: Select from drop down, if applicable 
    • Remote Work Job Location: Select from drop down the Job Location Code of where the candidate will physically be working, if applicable. 
    • Primary Discipline (Faculty Only)  **NOT USED FOR STAFF**
    • Academic Title (Faculty Only) **NOT USED FOR STAFF**
    • Faculty Type (Faculty Only) **NOT USED FOR STAFF**
    • Rank (Faculty Only) **NOT USED FOR STAFF**
    • Appointment Status or Track (Faculty Only) **NOT USED FOR STAFF**
    • Review Type (Faculty Only) **NOT USED FOR STAFF**
    • Mid-Probationary Review Date (Faculty Only) **NOT USED FOR STAFF**
    • Tenure Review Date (Faculty Only) **NOT USED FOR STAFF**
    • Build SAC Only (Faculty Only) **NOT USED FOR STAFF**
    • SAC Title (Faculty Only) **NOT USED FOR STAFF**
    • SAC Total Payment (Faculty Only) **NOT USED FOR STAFF**
    • SAC Contract Start Date (Faculty Only) **NOT USED FOR STAFF**
    • SAC Contract End Date (Faculty Only) **NOT USED FOR STAFF**
  • Select the Save and Create New Letter button.
  • The draft offer letter will display "NOT AN OFFER LETTER" - This is not to be sent to your hire. Core HR will review the hiring request and create the formal offer letter and send to the hire. 
  • Click the Save and Create Offer button.
  • Click on View/Edit Approval to verify your approvals are set up (Hiring Manager, any additional approver(s) needed for your department & "HR Approver" not an individual). If updates/changes are made click 'Save'.
  • Select the Submit for Approval button to submit the hiring request.

NOTE: The Hiring Manager and any other internal departmental approvers listed must approve the hiring request using these instructions in order for the request to route to HR’s queue for review and approval. The approval step must be completed for HR to be able to review the hiring request.

You can check the status of your hiring request after submitting it by clicking on View Details under Offer Details in the Statuses tab of the candidate’s profile.

If you have questions regarding your posted requisition, send an email to hrpr@unm.edu or your HR Analyst and include the req number in the e-mail subject line to help us expedite your request.