University of Minnesota
Office of Human Resources
http://www.umn.edu/ohr
612-625-2016

Hiring a Civil Service/Bargaining Unit Employee

Important Hiring Information

When hiring a Civil Service/Bargaining Unit employee, it's important that you are familiar with their contracts and governing documents. Following these will enable you to find good candidates in the right way.

1. Evaluate the position

Consider the following when making staffing decisions for your unit:

  • Identify the functions of the position - the functions will help you to identify the classification of the position.
  • Determine if it is a short-term or part-time position
  • Is the position needed immediately?
  • What are the short-term and long-term staffing needs of the unit?
  • Are there financial considerations related to this position?

To fill a new position or redesign your unit's business processes, you may choose to undertake a lengthier staffing assessment with the assistance of a Human Resources Consultant. In addition, details and approaches to staffing assessments offers more assistance about evaluating and assessing the job in your unit.

2. Write the job description

When filling a vacancy, job descriptions are an essential tool for:

  • Defining job duties and selection criteria
  • Defining essential functions of the job for ADA purposes
  • Creating interview questions
  • Discussing work expectations with applicants

A step-by-step approach with details for writing a job description (pdf) will help to ensure consistent and useful descriptions.

3. Login to the online employment system

For assistance in using the system: User Guide for Hiring Authorities

4. Create a requisition

You will route the completed requisition within your department to secure approval. All requisitions must be approved by Human Resources prior to any advertising, interviews, or employment.

Once the requisition has been approved, you will receive an e-mail indicating the requisition number. Use this number to search for your position descriptions. To make changes to the posting, contact your employment representative.

5. Recruit candidates

Prior to the posting of your position, you will be notified if there is a laid-off employee or job transfer individual who may have priority rights to the vacant position. An employment representative can assist you in understanding these rights and inform you of appropriate procedures to follow.

To find qualified candidates, it is important to communicate positions in a variety of ways. Nearly all vacant positions are displayed on the University's employment site but you may use other media to post positions. The  Equal Opportunity and Affirmative Action site offers an extensive list of ways to recruit both locally and nationally and a University job advertising partnership can help with the placement of ads.

6. Screen and select candidates

The Job Center will screen applicants in the order of date received and will only screen for those items you have indicated in the "Essential Qualifications" section.

Once the screening process is complete, applicants who have met the minimum qualifications will be electronically forwarded on to you. Carefully review the screened candidates to determine which candidates meet your selection critieria and/or preferred qualifications. Refining this group will identify applicants you wish to bring in for interviews.

7. Interview candidates

Your goal during the interview is to obtain information from candidates regarding their knowledge, skills, abilities, and experience that will help them perform the duties of the job and be successful in the position. Interviewing candidates will help you fill in the gaps that remain after reviewing applications/resumes.

8. Select finalists and check references

After completing the interview, there are some basic steps for selecting a candidate who is likely to be successful on the job.

9. Extend employment offer

  • Salary. Individual college/department management will determine the entry pay rate for new employees. You should review the appropriate bargaining unit contract or Civil Service Rules governing the classification. No employee will be paid less than the minimum rate or more than the maximum rate of the classification's range.

    A labor market analysis can also help you determine the appropriate pay level for a new employee. The Compensation Unit can assist you in finding the external (comparable jobs outside the University) and internal (comparable jobs at the University) market rate for a position. To obtain appropriate market data contact your Compensation Consultant.

  • Offer Letter. Appointment letter checklists and examples of letters can be found in the Template Letter Library.

10. Close the hiring process

The next steps in hiring your applicant and closing the position typically include:

  • Notifying the Office of Human Resources (OHR) Job Center to remove the position from the Web listings. No further applicants will be referred.
  • Changing the status of the individual selected for the vacancy to "Hired" (by using the online employment system)
  • Changing the status of each applicant (using the online employment system) to reflect the appropriate action taken
  • Notifying your unit human resources that a hire has been made and prepare appropriate appointment documents

When the position is filled or cancelled, applicants will be automatically notified by e-mail. Each candidate, whether interviewed or not, needs to be informed of the status of their application, so it is critical to change the statuses.

If you have any questions, check with your departmental human resources contact and OHR.