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Personnel Requisition
PURPOSE:
To hire a new employee.

OVERVIEW:
A Department may decide to hire a new employee, either to fill a post vacated by a departing employee or to fill a post which previously did not exist.

Before hiring someone on its own, a Department must get approval to fill new posts. The process begins with a Personnel Requisition Request and also involves recruitment, interviewing, background checks and Equal Employment Opportunity (EEO) guidelines.

The following Personnel Requisition Process will illustrate the steps to be taken to hire a new employee.
Procedure 1:
Requisition Approval

Procedure 2:
Recruitment

Procedure 3:
Hiring

Procedure 4:
Confirmation

Flowchart

  PROCEDURE 1:  Requisition Approval ^ Top ^
Purpose To get approval for a Personnel Requisition Request.
Before You Start Each department will have its own recruiting and hiring procedures to follow before a decision is reached.
When to Start Once a decision has been made to hire a new employee.
Step Action
Step 1 Account manager submits Requisition to Personnel Office.
Step 2

Personnel Office will route the Requisition for approval from:

  1. Dean / Director
  2. Division VP
  3. President (if necessary)
  4. Position Control
  5. Funds Control
  6. Personnel Director.
IF THEN
Requisition is approved by all Go to Procedure 2: Recruitment.
Requisition is not approved by all Requisition is denied.
End

  PROCEDURE 2:  Recruitment ^ Top ^
Purpose To obtain qualified candidates for department to interview.
Before You Start Complete:
Procedure 1: Requisition Approval
When to Start After receiving approval for recruitment request.
Step Action
Step 1 Personnel Office posts position as available.
Step 2 Personnel Office receives applications and screens them for minimum requirements.
Step 3 Qualified applications are forwarded to the hiring Department.
End

  PROCEDURE 3:  Hiring ^ Top ^
Purpose To select and hire a qualified employee.
Before You Start Complete:
Procedure 1: Requisition Approval
Procedure 2: Recruitment
When to Start After receiving qualified applications.
Step Action
Step 1 Decide which candidates will be selected for interview.
Step 2

Advise Personnel Office of starting interviews for selected candidates.  Department may schedule or have Personnel Office schedule these interviews with the candidates.
Step 3

Department conducts interviews and makes hiring selection then notifies Personnel so that offer of employment is extended (formally) to the chosen candidate.
Step 4 Personnel will send out "thank you" letters to all other candidates informing them that the position has been filled.
End

  PROCEDURE 4:  Confirmation ^ Top ^
Purpose To complete post-selection confirmation procedures, and initiate a Memorandum of Employment (MOE).
Before You Start Complete:
Procedure 1: Requisition Approval
Procedure 2: Recruitment
Procedure 3: Hiring
When to Start After making an offer of employment.
Step Action
IF THEN
Position is not a security sensitive position Go to Step 1.
Position is a security sensitive position A background check will be conducted.
Step 1 Send EEO report for Position Recently Filled, and a Memorandum of Employment (MOE) to Personnel Office.
MOE's should be signed by the Account Manager.
Step 2 Go to either
- Process: MOEs for Direct Wage Employees
  OR
- Process: MOEs for Regular Staff/Faculty
whichever is appropriate.
End

[ Copyright 2005 UTPA ]