1. Your Recruitment Team Christina Taylor Janeen Hale Lola Laleye HR Recruitment Manager HR Specialist HR Specialist Scott Turner Katie Cisco HR Coordinator

2. Adjunct/Temporary Recruitment Scott Turner Katie Cisco HR Coordinator (623) 572-3430 (630) 515-7242

3. Adjunct Process  Department informs HR regarding new Adjunct and start date.  The Department will provide Adjunct with the Payroll Packet and Background Check via e-mail:  Sterling Background Check form  HR Record Update Form  I-9 & Acceptable Identification Sheet (see handout)  W-4 Tax Form  State Tax Form  The Sterling background check forms must be completed in advance to the Adjunct starting. The Adjunct cannot start until HR has complete results. To avoid start date delay, please complete forms at least 2 weeks in advance.

4. The Process  Contact and schedule a time (with your HR Coordinator) for the Adjunct to visit Human Resources and review Payroll documents and complete I-9 Form.  Inform Adjunct that the HR visit will take15 minutes.  Request that all paperwork be filled out prior to arriving in Human Resources. This will expedite the HR visit.

5. The Process  Complete the Letter of Agreement (see handout):  Dates, Pay Amount  Signatures  Department cost center  Send to Payroll  Once Sterling Background Check is completed, HR Coordinator runs I-9 thru E-Verify (AZ Only).  Adjunct will be entered into payroll.  HR Coordinator will inform Department when Adjunct is cleared to start.

6. ID Badge/CARS  For security reasons, ID badges cannot be handed out automatically to Adjuncts. Badges are given out on a case-by-case basis.  If the Adjunct requires an ID badge, please e-mail HR Coordinator their name, their supervisor, and the frequency they’ll be on campus.  The Adjunct is entered into CARS upon paperwork completion.  HR Coordinator emails Department the CARS ID #.

7. Temporary Employees

8. Temporary Employees through Temp Agencies  Please inform HR of the Department’s temporary staffing needs as soon as possible.  Download approval form from Intranet: http://www.midwestern.edu/Current_Employees.html http://www.midwestern.edu/Current_Employees.html  Department is responsible for completing form and obtaining all appropriate signatures from Business Services. Department must ensure the form reaches HR Coordinator after signatures.  HR will contact Department to verify all information on form and may need additional information.

9. Temporary Employees  Temp agencies are contacted to begin search and discuss:  Bill Rate Percentage.  Job Description.  Skills needed.  Any special qualifications.  Temp agency will source candidates and provide HR with potential candidate pool. Resumes and bill rates will be forward to the Department.  After Department chooses candidate and agrees on bill rate, the temp agency will be given the go-ahead to fill position.

10.  By Department request, phone interviews or on-site interviews can be requested for 2-3 candidates.  Please contact HR to coordinate interviews. Temporary Employees

11.  Temporary employees are not employed by MWU, but employed by the agency.  If interested in possible permanent employment for a temporary employee, please contact HR. HR will get in contact with the agency.  A conversion fee is a fee that the agency will charge for hiring on their employee. Fees may differ among agencies. An example: 16-240 Work Hours25% of annual compensation 241-320 Work Hours20% of annual compensation 321-400 Work hours15% of annual compensation 401-480 Work Hours10% of annual compensation 481-560 Work Hours5% of annual compensation 561+ Work HoursFee Waived

12. Faculty and Staff Recruitment Christina Taylor Janeen Hale Lola Laleye HR Recruitment Manager HR Specialist HR Specialist (623) 572-3772(623) 572-3966 (630) 515-7107

13. I need to hire for a Staff/Faculty position. What do I do? Log into Ceridian Recruiting Solutions (CRS) and ‘create a job’  Ask yourself these questions first:  New position –Has it been approved through the new position committee? If so, you can proceed to ‘create a job’ in CRS. If not, you must email the Director of HR to request that your position be added to the new position committee’s agenda.  Replacing an employee –Has the employee submitted a resignation letter to their direct report? –Does HR have a copy of the resignation letter on file?

14. NOTE Email Christina the job description if: A.You are making changes to an existing job description. OR B. You are creating a ‘new’ position. This will ensure that the updated job description is saved in CRS so that you can access it when you are submitting your job in the system. HR will also make sure that the pay grade/new hire rate is assigned and that all additional system details are taken care of.

15. I’m in CRS, what do I do now?  It is time to create a job, so now do the following: –Fill in every field that has a red asterisk * –At the bottom add any additional notes regarding the position

16. STAFF OFFERS I’m done with interviews. How do I make an offer to the final candidate? NOTE: HR extends the employment offer.  HM: Logs into CRS to initiate Offer Request email; insert relevant details. i.e.: Proposed start date, Proposed New-Hire pay rate.  HR: Receives Offer request email and starts checking references.  HR: Sends HM summary of reference check results.  HM: Reviews the results and emails HR the approval to extend offer.  HR: extends verbal offer to selected candidate.  HR: Sends release forms to candidate for consent to begin background check.  HR: (Once the background check is cleared) Emails written offer letter to candidate and CC: Hiring Manager.  HR: (Prior to the New Hire’s first day) Sends the Hiring Manager email regarding instructions on how to set up a Technology Request.

17. NOTE: Hiring Manager extends the verbal employment offer.  HM: Logs into CRS to initiate Offer Request email; insert relevant details. i.e.: Proposed start date, Proposed New-Hire pay rate.  HM: Completes a Contract Request form, obtains the Dean and CAO levels of approval.  HM: Extends verbal offer to final candidate.  HM: Sends Contract Request to the assigned HR Recruiter after verbal offer is accepted.  HR: Sends release forms to candidate for consent to begin background check.  HR: (Once the background is cleared) Sends Contract Request to Angela Marty, VP of HR/Administration so that a Faculty Contract can be generated.  HR: (Prior to the New Hire’s first day) Sends the Hiring Manager email regarding instructions on how to set up a Technology Request. FACULTY OFFERS I’m done with interviews. How do I make an offer to the final candidate?

18. Faculty Hiring Policy The policy was recently revised. Per the policy: L.Once the contract is generated by the VP of HR, it will be sent to the Executive VP/COO for signature. Subsequently, the contract will be sent to the respective Dean’s Office for mailing to the candidate. M.Upon receiving the contract, the Dean’s Office will do the following: Sign the contract Scan the contract to HR Scan the contract to the Hiring Manager Draft a cover letter that congratulates the candidate and provides instructions to review, sign, and return the contract to the Dean’s office by a specified date. Add a return envelope addressed to the Dean’s office Mail the original contract and the return envelope to the candidate N. The Deans’ Office is responsible for contacting with the candidate to ensure that the contract is signed and returned by the date specified. O. Upon receipt of the signed contract, the Dean’s office will scan the signed contract to the Hiring Manager, send the original signed contract to be filed in Human Resources, and keep a copy for the Dean’s office.

19. I have a position that’s in my pro forma, so why can’t I advertise/hire for it now?  Although the position is in your pro forma you will need to log into CRS and follow the steps to ‘create a job’.  Once the position has been approved via CRS, you can now actively recruit.

20. How do I change the job title of my open position?  Title change only: -There are ‘custom’ job title fields that allow us to change a job title accordingly.  Title change and responsibility changes: -Email your assigned HR Recruiter the updated job description for review. Further approval may be requested.

21. The job title I need is not on the job title drop down menu in CRS?  Email the job description to the HR Recruitment Manager, Christina Taylor.  This will ensure that the new job title is added into the system so that you can access it.

22. I need to change the FTE of the current position that I have approved in CRS (split/decrease/increase). This is a very common question. For tracking purposes, the original position must be closed by your HR Recruiter and you must re-submit the position at the appropriate FTE(s).

23. Example 1.0FTE split into:.20FTE position.10FTE position.70FTE position Go into CRS and create 3 separate jobs. Continued…

24. I have multiple positions that are the same. Do I submit 1 requisition for all or individual requisitions for each?  You only need to submit one requisition if all positions are the same and if all have the same hire date.  In the first portion of the requisition there is a place to add the number of openings for that position

25. What is the process/HR involvement on a new hire’s 1 st day?  HR Intranet  Human Resources New Hire Orientation & On-Boarding Checklist –New Hire will arrive in HR for New Hire Orientation. –Department will be contacted to pick up new hire and take them to get their badge. –Hiring Manager will meet with new hire. –Hiring Manger will introduce new hire to staff/faculty. –Assign someone on your staff to show the new hire around campus.

26. How do I get my new hire’s relocation expenses paid?  New hires can submit for relocation expenses on their date of hire via the online Concur expense system.  Concur is administered by Business Services.  The Relocation Policy is administered by Human Resources.

27. How do I view resumes if I’m not the ‘hiring manager’ for the position?  Please have the Hiring Manager contact the assigned HR Recruiter for the position to request that you receive access to resumes.

28. STAFF Can I contact my top candidates’ references?  HR will contact the references for the staff positions and email the hiring manager a copy of the references. –Grade 8 /9 = 1 reference –Grade 10 = 2 references –Grade 11 and up = 3 references

29. STAFF When will I get resumes and why can’t I see all the resumes that have come in?  After your position has been approved through CRS, the assigned HR Recruiter will contact you to discuss the recruitment plan for your position. A timeline for when you should receive resumes will be set.  You can request to view all resumes submitted for a position.

30. Faculty interviews  HR needs to be involved in all faculty interviews. Please contact your assigned HR Recruiter to make an interview appointment for your incoming faculty candidates.

31. Resources  The HR Recruitment portal consists of information on: –Recruitment Forms –Recruitment Policies –Recruitment System Handbooks –Resources for Mangers –CRS Link –New Hire On-boarding

32. Thank you!