4. Creating a Staff Hiring Request

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. 

Staff Justification of Hire Memo 

Complete the Justification of Hire Memo.  

We encourage you to reference the Guide to Staff Justification of Hire Memo when completing the Memo.

Please use the most updated version of the Memo template linked here or on the HR Forms and Documents page.

Education, certifications, licensure, etc. listed in the Position Classification Description 

Education 
 
HR utilizes National Student Clearinghouse (NSC) to verify the selected candidate’s education credentials 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). 

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. 

• See Salary Determination and Internal Equity for Staff Employees and SPET Resources for guidance.  

• See UAP 3500: Wage and Salary Administration

• HR will handle any equity 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. 

• A SPET is not required for on-call and temporary but is still highly encouraged for a few reasons:

  • It provides a recommended salary range based on the hire's education and experience. 

  • It helps determine appropriate salaries for temporary and on-call hires in relation to current incumbents in the same job title. 

  • If a competitively-hired on-call or temporary hire is later converted to Term or Regular status, a SPET will be required at that time, and completing one now will help your department prepare for any possible equity issues.

Reference checks 

Completed Reference Checking Guide forms in PDF format.  

• See UAP 3210: Recruitment and Hiring and the Reference Checking Your Candidate section of the Recruitment Process Guide for requirements and best practices.  

*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. 

• See Remote Work Program and UAP 3245: Remote Work for required approvals.

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 rate (for exempt) or hourly rate (for non-exempt).

This field determines what appears in the Pay Rate field on the offer letter, which must be a monthly or hourly rate, depending on exemption status. Please do not enter the annual amount in this field.

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) 

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. 

• Select Allowance or UNM Pays on the form. 

• Attach in candidate's profile. (If UNM Pays is selected, it should also be sent directly to Purchasing.)  

• Be sure to review the details of the policy and the form with the new employee.  

• Moving expenses must be included in the offer letter. Be sure to ask the HR Analyst reviewing your hire if you have any questions prior to the issuance of the offer letter. 

Subject to Overtime (Staff Only) 

Select Yes or No

• See Job Description for FLSA status 

Benefits Eligible Position (Staff Only) 

Select Yes or No

• See the Benefits at a Glance document on the Benefits Eligibility webpage for more info 

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. 

• See Shift Allowance Schedule for information.

Pre-Employment, Post Offer Physical Exam Required (Staff Only) 

Select Yes or No

• See Job Description, Conditions of Employment section

• See Post Offer, Pre-Employment Screenings section of the Recruitment Process Guide for instructions. 

Covered by Collective Bargaining (Staff Only) 

Select Yes or No 

• See Job Description for Union status

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.

Hiring Incentive Amount (Staff Only)

Enter the pre-approved hiring incentive amount. Refer to the Hiring Incentive Request Form that was initially submitted with the requisition.

Refer to the Staff Hiring Incentive Program webpage for details.

Hiring Incentive Payment Installments (Staff Only)

Select the appropriate pre-approved payment installment option. Refer to the Hiring Incentive Request Form that was initially submitted with the requisition.

Refer to the Staff Hiring Incentive Program webpage for details.