Hiring FAQs

 

• What is needed to post/fill a position? 

  A vacant line and/or the budget to create a vacant line.  Additionally, approval must be obtained by your supervisor and the proper budget authority for your area. A position number isn't required to post a position vacancy, but a position number is REQUIRED before you can start the hiring process.

• How do I request a new position/position number and/or repurpose a current position number?

  1. Receive permission from your proper authorities

  2. Send an email to both hr@etsu.edu and the University Budget Office (COM departments should work with their appropriate COM authorities and HR)

  3. If repurposing  position, please include how it is being repurposed.  Additional paperwork/approval might be required depending on the type of position being created.  All repurposing of support staff/clerical and administrative/professional positions will require a pre-audit.

  If you are still unsure on what steps to take, please contact your HR Business Partner for assistance. 

•  Can I advertise a position if I do not have a positions number? 

   Yes. You will be required to have a position number to submit the hiring proposal. If a position number is not entered in the hiring proposal, it will be returned to the Hiring Manager.  Only the Hiring Manager can update/enter the position number.   

•  How long does a position have to remain open?

  Minimum posting times are as follows. Postings may remain open longer as needed to generate an adequate candidate pool:

  • Support Staff/Clerical Positions:  5 calendar days

  • Administrative/Professional Positions: 14 calendar days

  • Faculty Positions: 14 calendar days

  • Postdoctoral Scholars Positions: 14 calendar days

•  How are supplemental questions beneficial?

  • Posting-specific questions can be used to screen and score candidates.

  • Open-ended questions can be used to assess comprehension, writing, and communication skills.

  • Posting-specific questions derived from preferred qualifications can help narrow your candidate pool by identifying those applicants who exceed your minimum qualifications. You cannot use such questions to disqualify candidates, but you can use them to identify candidates who have particularly strong qualifications.

• What are knowledge, skills, and abilities ?

  While minimum qualifications determine whether a candidate is eligible for a position, the knowledge, skills, and abilities (KSAs) are necessary qualities that enable an incumbent to perform successfully within the position. 

• What is the difference between basic/minimum and preferred qualifications?

  Basic/Minimum Qualifications: 
  The "basic qualifications" which an applicant must possess means qualifications that the contractor advertised to potential applicants or criteria which the contractor established in advance. In addition, the qualifications must be:

  •  Non-comparative among job seekers in the applicant pool.  Acceptable
    • example: three years' experience as a college-level lecturer.  Unacceptable example: being one of the top five candidates in years of experience as a lecturer.
  • Objective.  
    • Acceptable example: a bachelor's degree in accounting.  
    • Unacceptable example: a bachelor’s degree in accounting from a highly ranked school.
  • Relevant to performance of the particular position.

  Preferred Qualification:
  The "preferred qualifications" are those additional qualifications that make a candidate ideal, but may not be necessary to successfully perform the job.

• What is the purpose of preferred qualifications?

  Preferred qualifications assist the hiring committee in narrowing the applicant pool by identifying which candidates possess the additional “good-to-have” qualities that will help place an applicant amongst the top candidates. Preferred qualifications should identify desired education, experience, and skills that exceed the minimum qualifications.

• How do I use preferred qualifications?

  Hiring committees can use preferred qualifications to develop criteria to differentiate and compare candidates. Some groups choose to create evaluation matrices.

• What is considered as experience? 

  All experience must be full-time and in a related field to be counted as experience. 

  Paid internships are accepted/counted as experience. 

  Part-time, Graduate Assistance, Student Worker, and Volunteer experience is NOT counted as experience unless otherwise stated in the requirements in the job posting. Example: “Related part-time, student worker, graduate assistance experience may be considered”.

• Can I make any changes to a posting once it has left my queue?

  No. You will not be able to make changes to the posting once it has left your queue. If a posting is still at the departmental level, you can ask the next individual in line for approval to make the changes on your behalf.

• Why must I recruit for a position if I already know whom I want to hire?

   The University's legal obligations as a federal contractor require it to design specific efforts to promote equal employment opportunity.

• Is Recruiting required? Why?

  A recruitment strategy is required for all searches for employees at the University. ETSU can only demonstrate this good-faith effort through documentation of an implemented recruitment strategy, therefore search committees must keep evidence of their recruitment efforts.

• Is there a minimum number of required recruitment/advertisement sources?

  There is no required number of recruitment sources; however, search committees must demonstrate a good faith effort to recruit the position as broadly as possible. The Office of Human Resources may assist in this process; however, the overall recruitment strategy is ultimately the responsibility of the search committee/supervisor.

• Who is responsible for posting advertisements?

   The responsibility is split between Human Resources and the hiring department. Human Resources automatically posts all positions, at no cost to departments, to the following sources :

  • HigherEdJobs.com

  • Higher Education Recruitment Consortium (HERC)

  • eJobs

  • Facebook

  • SREB (faculty, postdoctoral, and research positions only)

  • Twitter

  • LinkedIn

• Who pays for additional advertising?

  It is the department’s responsibility to fund and make direct advertising arrangements other than those covered and posted by Human Resources.

  Note: All paid advertisements must be entered and approved through eBucs.  All other external advertisements should be approved by your HR Business Partner if differing from the posting in eJobs.

• Do I have to place a full version of my job advertisement?

  Abbreviated or full versions of job advertisements can be placed in journals and other recruitment sources provided they include a link back to a complete version of the advertisement in eJobs. Outside advertisements must include a link  and statement leading potential applicants to apply for positions through eJobs. Example Statement :  See the full position description and apply at https://jobs.etsu.edu    

• Should covered veterans and persons with disabilities be included in recruitment efforts?  

   Yes. Federal regulations require contractors to take affirmative action to recruit, employ and promote qualified protected veterans, and persons with disabilities. Currently, federal regulations aspire to achieve workforces in which 7% of employees are covered veterans and 7% are persons with a disability.

• When can I advertise my position externally?

  You may post advertisements in external sources once your position has been approved and posted in eJobs. Paid advertisements must be entered and approved in eBucs for approval.

• Do all positions require a search committee?

   A search committee is not required for all positions; however, they are required for all faculty and administrative/professional  positions level 9 and above ( this includes: faculty, department chairs/directors, deans, executives ). Some administrative/professional positions level 8 and below, and even higher level support staff positions, may require a search committee depending on the position. 

   The use of a search committee in the hiring process is strongly recommended to ensure that the search process is consistent for all applicants and the hiring criteria are objectively applied. Search committees can provide a broad and diverse range of viewpoints, allowing all aspects of an applicant’s candidacy to be considered. Search committees also can act as a safeguard against inherent bias in the evaluation process.

  Additionally, the utilization of a search committee can support the outcome of a search if the hiring decision is questioned by an unsuccessful applicant or outside party.

• How many people have to be on a search committee?

  Establishing a strong search committee is essential for a credible and successful search process. To ensure an effective and efficient decision-making process, Human Resources recommends that a search committee is comprised of 5-8 members (minimum suggested is 3).

• Can I add/remove a search committee member after the posting? How? 

  Yes. Send an email to hr@etsu.edu with your request and a brief justification for the updated. These changes may mean you need to make additional editions to your recruitment plan.

• How long am I required to keep the recruitment file/paperwork? 

  Hand-written notes (including emails and reference checks) created by search committee members/ supervisor are auditable, and should be maintained by the hiring department – in the recruitment file - per the Records Disposal Policy from the date hire is made (current policy states 5 years).  

• What if someone sends me an application or a resume directly?

  Please contact the applicant and ask them to apply for the vacant position via eJobs.  Requiring all job seekers to use eJobs ensures consistency in the recruitment and hiring process. If an applicant doesn't apply through eJobs, they are not eligible to be considered for the position. 

• Do I have to consider out of town applicants? 

  The residence of an applicant shouldn't be used to eliminate them. If you are unable to cover travel expenses, consider interviewing the candidate via telephone/Skype or ask the candidate if they can pay their own way.

• May I review the employment file of an internal applicant who has applied for a position in my department?

  Search Committee Chair/Individual Supervisor may send an email request, or call, Human Resource to review the employment file (evaluations) of University employees who have been interviewed and are potential finalists for the position. Send your request to hr@etsu.edu  including the purpose and the name(s) of employee(s).

• What are the guidelines for evaluating applicants?

  The most important aspect of evaluating applicants is to ensure that each applicant is measured objectively against the stated required qualifications for the position and consistently with other applicants.

  When it comes to selecting the interview pool, preferred qualifications alone may not be used to eliminate an applicant who is a member of a protected group.

• Are there any guides to ensure that the evaluation is consistent?

  An evaluation matrix is a tool to ensure applicants are being evaluated consistently against the qualifications. A matrix can be set up in whatever way best serves the committee/supervisor, but the most common version includes a listing of applicants, a listing of qualifications, and documentation either through check marks or a numerical scale, of what qualifications the candidates meet or lack. 

  Human Resources has developed tools to assist with this process.  Applicant Rating Matrix or Candidate Rating Form

• What if an applicant is “overqualified” or is currently making a higher salary than you are able to offer?

  There are good reasons why a person might choose to take a job with a lower level of responsibility than they’ve had in the past. If you find yourself making assumptions about the person’s motivation, check them out at the interview, or call the person and make sure they understand that the job will not be at a higher level than advertised.

  Don’t assume that holding a higher-level job necessarily means that a person can do lower-level tasks. You need to assess each person’s qualifications for this position. If the person’s application suggests that they can do the job, hire the best-qualified person.

•  How do you evaluate transferable skills versus actual experience?

  Look for evidence of the strength of that person’s skills to help you assess how successful they might be in applying those skills in your job.

• What if I know an applicant?

  Cases may occur in which a member of the search committee knows an applicant either personally or professionally. These relationships should be disclosed to the other members of the search committee. 

  When a search committee member is related to an applicant, the Office of Human Resources should be contacted for specific guidance. You cannot be a reference and serve on the search committee.  You must let the applicant know you cannot be a reference, or you must recuse yourself from the search. 

• What is required for Interview Approval?

  The Office of Human Resources must approve your interview applicant pool. In order to receive approval, applicants should be updated in the system, and the request should be sent to hr@etsu.edu , via the appropriate approval chain, for pool certification.

• Is there a minimum number of total applicants, or applicants selected to be interviewed, to receive interview approval?

  There is no minimum number of the total applicants, or applicants selected for interviews, that is needed to receive interview approval.  We encourage you to interview more than one candidate if they meet the required qualifications. 

• Can I do several rounds of interviews?

  Many search committees find it beneficial to utilize an initial telephone or Skype interview to identify the final candidates for on-campus interviews. Keep in mind telephone or Skype conversation will count as part of the interview process. An approval for the initial round of interviews (regardless of interview format) must be obtained from Human Resources prior to the interview. It is not necessary to obtain additional approval from Human Resources for subsequent rounds of interviews of the same interview group, including in person interviews.

• When can I discuss salary with the applicants?

  The target salary for the position can be disclosed at any time. Some search committee include it as part of the position announcement, while others communicate it directly to the applicants as part of their correspondence.

• Do I have to conduct reference checks on all applicants?

  No, but reference checks are required for the candidate(s) prior to starting the hiring processes. We strongly recommend that supervisors/search committees thoroughly check references for all finalist candidates.  

• What is the purpose of reference checks?

  References are checked for three basic reasons:

  1. Verify employment

  2. Verify what you have learned during the interview

  3. Obtain employment recommendations.

  Obtaining permission from the candidate to check references is required prior to contacting references. Questions must be job related and responses can be used in consideration only if documented. 

• What do I do when I am ready to make an offer?

  The offer request must be approved by the unit head or hiring authority. The President and/or their designee will give the final approval to send offer letters to selected candidates.

  • Administrative/Professional and Clerical/Support Staff Positions - These positions must receive the necessary approvals before any offer can be extended.  Offers may be verbally extended with finalists prior to completing the hire process in eJobs.  Salaries for administrative/professional and clerical/support must conform to ETSU policy/Compensation Plan. 

  • Faculty Positions - Offers may be verbally extended and negotiated with finalists prior to completing the hire process in eJobs. This process enables flexibility to move through offers should the top choice candidate(s) decline. Keep in mind a verbal offer must still be in line with the Dean and Provost’s guidelines for the position.

  Additionally, final outcomes of all verbal offers (such as an applicant declining) must still be noted in eJobs. Please work with your HR Business Partner if you have any questions or concerns. 

• What if the job offer is declined?

  If the job offer is declined, the hiring authority may offer the job to the next finalist. If there are no other finalists, your HR Business Partner should be contacted to discuss other options.

 

Helpful Links

Go to Recruitment and Hiring Toolkit Homepage