4. Creating Hiring Request - Staff
- Rita Rodriguez
- Alisha Lujan
- Former user (Deleted)
This procedure explains the process to complete and submit a Hiring Request for Staff.
Before moving forward with your hiring request, we encourage you to revisit the Recruitment Process Guide for important information regarding UNM’s Staff Hiring process.
Applicability
Using the Procedure outlined below, the Hiring Coordinator will create the Hiring Request in UNMJobs once the candidate accepts the department’s tentative verbal offer. A verbal tentative offer is the preliminary agreement that starts the formal process. The Hiring Request will route to the Hiring Manager (and any other designated approvers selected) and then to HR for final review and approval.
Once HR has reviewed the hiring request and required documents, the formal offer letter will be sent to the finalist, outlining all the final details and terms of the hire.
Prerequisites
To access UNMJobs, submit the Hiring Coordinator role via the Banner Authorization Requests (BAR) system.
Before You Get Started:
| Compile and upload the required documents listed below once you have selected your candidate and made a verbal tentative offer, prior to changing the candidate’s status to Recommended for Hire. Once you have the required documents ready to attach, follow the instructions outlined in the procedure below. | When communicating with your selected candidate about an expected start date, allow sufficient time for HR’s review and processing of the hiring request. We recommend submitting your hiring request at least 10 business days prior to the desired start date. | The hiring department/coordinator does not issue the offer letter to the candidate. The Hiring Coordinator will submit the offer details in UNMJobs, and then HR will issue the formal offer letter to the candidate once the details and required documents are reviewed and approved. |
Procedure
After extending the verbal tentative offer to your selected candidate, attach the required documents listed below (unless otherwise noted) to their profile.
- Go to the Documents tab and select Add Attachment in the Attachments section.
- Within the Upload Attachment box, 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 and titles of documents cannot exceed 50 characters.
| Attachment | Guidance | |
|---|---|---|
| Staff Justification of Hire Memo | Complete the Justification of Hire Memo. | |
| Education, certifications, licensure, etc. listed in the Position Classification Description | Education Note: If the selected candidate is a current UNM employee, you may verify if education is on file when you complete the personnel file review. | Certifications and Licensure Departments are responsible for obtaining and attaching documentation of certifications/licensure required for the position. |
| SPET Grid | A SPET is required for Regular, Term and Contract hires and optional but highly encouraged for on-call and temporary hires. | |
| Equity Adjustment EPAN(s) (if applicable) | Effective March 1, 2025, EPANs are no longer required for equity adjustments related to a new hire. Instead, HR will handle these adjustments through an EPAF. To process the changes, HR will rely on the appropriate signatures on the SPET. Coordinate with your HR Agent to ensure everything on the SPET is completed correctly. | |
| Reference checks | Completed Reference Checking Guide forms in PDF format.
*Reference checks are not required for non-competitive hires. | |
| Interview notes | Notes from all Search Committee members (or designated note taker) for each interviewed candidate in their individual application profiles in the Documents tab. *Interview notes are not required for non-competitive hires. | |
| Remote Work Agreement (if applicable) | For hires approved to begin a Remote Work arrangement effective with their start date, attach a completed UNM Staff Remote Work Agreement form.
| |
Once documents are attached, click on Summary tab to change the selected candidate’s status to Recommended for Hire.
- For more information on how to change an application status, see the Managing your Applicant Pool SOP.
To initiate the hiring request, click on the Statuses tab and enter the Offer Details in the Recommended for Hire section. Use the information below as a guide. Disregard any fields not listed below, including those labeled Student Only or Faculty Only.
NOTE: some fields not on this list will be completed by HR when finalizing the offer letter.
| Offer Letter Field | Guidance |
|---|---|
| Start Date | Enter the desired start date once your candidate has accepted the verbal tentative offer. The start date should both allow for processing by HR and for your candidate to give sufficient notice to their current employer. Typically start dates will be Monday through Friday, excluding weekends and holidays. If the first day of the month is a weekend, then the start date will be the first business day of the month. Exceptions would be based on documentation that the employee will be performing work. This does not apply to internal regular benefits eligible applicants. |
| Location | Defaults to the department from the requisition. Update if necessary. |
| Compensation | Defaults to the correct value based on the requisition. Update if necessary. |
| Wage Type | Leave as Annual for all hires. |
| Salary | Enter monthly or hourly rate. (Monthly = exempt, Hourly = non-exempt) |
| Notes | Enter anticipated start date and any comments for Employment Area. |
| Position Number | Enter position number, if you have a vacant one available, or type Next, if requesting a new position number. |
| Index and Account Code | Enter index number and account code (confirm with your department’s fiscal staff, if necessary) |
Appointment Percent (ex: 100, 75, 50, 25) Job End Date (if applicable) Term End Date (if applicable) Supervisor Name Supervisor UNM ID Supervisor Title Supervisor Phone Supervisor Email Position "Reports To" Name (Staff Only) Position "Reports To" UNM ID (Staff Only) |
Enter appropriate information in these fields See here for more information Employee Reporting Relationships – Manager vs. Supervisor |
| Moving Expenses (Staff Only) | Enter amount for moving expenses, if applicable. See UAP 4020, Section 3 for guidance. Complete the Relocation Allowance/Invoice Request Form.
|
| Subject to Overtime (Staff Only) | Select Yes or No
|
| Benefits Eligible Position (Staff Only) | Select Yes or No
|
| Shift (Staff Only) | Select correct shift Shift 1 - At least half of employee's hours are worked between 8:00 A.M. and 4:30 P.M. Shift 2 - At least half of employee's hours are worked between 4:30 P.M. and Midnight Shift 3 - At least half of employee's hours are worked between Midnight and 8:00 A.M.
|
| Pre-Employment, Post Offer Physical Exam Required (Staff Only) | Select Yes or No
|
| Covered by Collective Bargaining (Staff Only) | Select Yes or No
|
| Remote Work Type | Select appropriate option, if applicable . |
| Remote Work Job Location | Select the Job Location Code for the state where the candidate will be working, if applicable. |
- Select Save and Create New Letter
- The draft offer letter will indicate "NOT AN OFFER LETTER" - This is not to be sent to your hire. HR will first need to review the hiring request and then create the formal offer letter to send to the hire.
- Click Save and Create Offer.
- Click View/Edit Approval to verify your approvals are set up:
- Hiring Manager
- Any other department approvers (if applicable; consult your HR Agent if you are unsure)
- HR Approver
- Select Submit for Approval to submit the hiring request.
- The Hiring Manager and any other internal departmental approvers listed above must approve the hiring request using these instructions in order for the request to be routed to HR’s queue for review and approval/issuance of the offer letter.
Once HR receives your hiring request, the Hiring Manager will receive an email indicating that the request has been approved. This email means that the HR Analyst will begin to review your hire and reach out with any questions. If you submit a hiring request and do not hear back from an HR Analyst within 2-3 business days and do not see it listed here, reach out to staffrecruiting@unm.edu with the requisition number and hire’s name and we can check the status of your request and minimize any delays.
To check the status of your hiring request after submitting it, click on View Details under Offer Details in the Statuses tab of the candidate’s profile.
If you would like Staffing Services’ assistance creating your hiring request (and/or other Recruiting & Hiring Services), use the Smartsheet form here, which outlines the costs associated with the different service options. For information on UNMTemps, please see Features and Benefits - UNMTemps.