Recruiting, Hiring and Onboarding
Recruiting, hiring and onboarding practices help reduce turnover and ensure UT System Administration has the right talent in place to help meet its initiatives in a productive and effective way. The following information will guide you through these three important processes to help you find, hire and retain the right employees.
The Office of Human Resources (OHR) wants to partner with you upfront to better understand your needs and help create a plan that will ensure you attract the right candidates in the desired timeframe. Prior to submitting your request to recruit for a position, it is highly encouraged for hiring managers to contact their respective HR Business partner for a quick talent intake discussion. The talent intake is designed to help managers define and determine the type of position or candidate needed to meet the desired objectives. The HR Business partner will also help you define what type of request you will need to pursue prior to posting.
Posting an Open Position
Prior to having a posting created, you will need to determine whether to request a new position, a recruit to fill or a reclassification.
- New Position - A new position is one that does not currently exist in the department roster or vacancy list. Typically, will need to develop a new job description to be reviewed and classified by OHR.
- Recruit to Fill - A recruit to fill (R/F) is an existing position that was previously created, budgeted and approved. The recruit to fill usually replaces an incumbent who vacates a position. Recruit to fills have no significant change to previously approved job description or classification.
- Reclassification - A reclassification occurs when there is significant change to an existing position. If you intend to change the job description significantly (purpose, essential functions, salary structure or overall classification), a reclassification must occur prior to posting the position. Reclassifications can occur with or without an incumbent occupying the position.
Once you have defined the type of request, you will need to work with your department HR Liaison to initiate the appropriate eForm. Please refer to the following job aids for specific instructions:
- New Position Job Posting eForm Job Aid
- Recruit-to-Fill Job Posting eForm Job Aid
- Reclassification Job Posting eForm Job Aid
All System Administration job postings must be open for a minimum of five business days unless an exception has been granted by the Chancellor. Managers and selection committee members will review the applicant pool to determine when they are ready to close a posting. If you have a desired applicant pool, please request for your job posting to be closed by sending an email to firstname.lastname@example.org. Postings in PeopleSoft are automatically closed once a candidate has been selected for hire.
Review application materials
- Refer to the PeopleSoft Manage Applicants Job Aid.
- To start reviewing applications for your posting, log into PeopleSoft (only those with the appropriate security access may review submitted applications for their department).
Interview and Selection
You may create a selection committee to assist you in the selection of the right candidate. Make sure all individuals involved in the interview process understand their roles and responsibilities. Feel free to contact your HR Business partner for additional information and services on interviewing and selection. OHR is also available to participate on the interview panel.
- Please review the Interview Guide.
- If recruiting for a position subject to the Opportunity Rule, please review UTS187: Interviews of Executive Administrators and Other Senior Administrators.
- Reference checks:
- Policy requires you to check at least TWO references.
- Ask the applicant before contacting current employers.
- Prepare for your reference check call by reviewing the Reference Check Guide.
- Always ask about rehire eligibility.
- Take notes during the reference check.
Extending an Offer
The hiring department will need to create the offer letter and only those with signature authority should sign the offer letter. Prior to sending the offer letter to the applicant, please have your HR Business partner review it. Please use the offer letter templates below:
- Full Time
- Hourly (less than 20 hours/week)
- Hourly Temporary (more than 20 hours/week AND less than 135 days)
- Unpaid Intern
For information regarding relocation options, please contact your HR Business Partner.
Executive Search Firms
Executive search firms are used to recruit for high-level, highly specialized or hard-to-fill positions. The University of Texas System has entered into contracts with reputable executive search firms approved under a Request for Proposal (RFP) process. These contracts cover all UT System institutions so there is no need to repeat the RFP process to engage with one of these vendors.
This is when we welcome the selected finalist to UT System Administration! Once a finalist has been identified, there are a few steps the finalist will need to complete prior to beginning work. Please submit the New Appointment eForm to initiate the hiring process. This eForm also triggers OHR to contact the selected candidate and finalize the hiring process. For instructions, please refer to the New Appointment eForm Job Aid.
Who do I contact for assistance with the recruiting, hiring and onboarding process?
Human Resources will work as partners in the recruiting, hiring and onboarding process, but the hiring department is responsible for ensuring a successful outcome.
The different roles within Human Resources play an important piece of the entire recruiting, hiring and onboarding process. Please contact your HR Business Partner if you are unsure of who will be able to assist you. Below is a brief description of important roles in the recruiting, hiring and onboarding process.
HR Business Partner (HRBP). This role takes a consultative role working in HR. HRBPs have multiple departments within the UT System assigned to them, provide resources and build relationships with focusing on the missions and objectives set forth by the organization. Your HR Business partner can assist you in understanding talent needs before they impact the department, help you create your position description and work with the compensation team to appropriately classify your position. More often than not, your HR Business Partner should be your first point of contact prior to recruiting, hiring and onboarding.
HR Service Partner (HRSP). HRSPs are assigned to a specific department, similar to the HRBP structure. This group handles a variety of HR items including job postings, hires, benefits and general HR inquiries. HRSPs partner with HRBPs and other Subject Matter Experts within OHR to escalate inquiries or requests.
Compensation Manager. Helps provide support in the form of compensation policy development and enforcement. Reviews the job duties for all positions. Creates classification framework and pay grades. Understands position leveling, equity issues amongst positions that are performing similar duties and has the ability to share market information that can impact your position structure and classification.
HR Liaisons. Approximately 40 employees who have been designated by their department head to perform HR functions within the department. As partners of OHR, HR Liaisons play an important role from creating a welcoming environment for new hires to maintaining workplace unity while supporting employees and management. OHR supports the HR Liaisons by providing foundational and functional training through our quarterly HR Liaison meetings and day to day OHR support.
Please send all documentation collected during the hiring process such as interview notes and selection matrices to OHR. OHR retains documentation according to state records retention schedules. It is not necessary to send resumes or other application materials unless notes were added during the interview process.