Hiring Resources

Oh No!! Your best staff member has just turned in her resignation. What to do now? How do you go about hiring a replacement?

Human Resources is here to help you find your way through the recruiting process. While recruiting can seem daunting at first, our electronic applicant tracking system, PeopleAdmin, has greatly streamlined the process and shortened the time from seeing off your former employee to welcoming your new one. We have eight steps to share that will help make the whole process almost painless.

Step One

The first step will be to review the Position Description Questionnaire (PDQ) and/or job description to make sure it’s accurate. Not sure where the job description is? Contact HR! We’ll email you the most recent version we have.

Step Two

Once the PDQ and job description are accurate, meet with the Employment Manager in HR to discuss the policies and procedures of hiring. Contact Maurine at 503.768.6238, or email maurine@lclark.edu. Much of what is covered in that meeting is also in the Cruising Through Recruiting - Hiring Manager Guide.

Step Three

Log in to PeopleAdmin and create the hiring requisition. Your regular email login and password will get you into the system, then click on the appropriate link on the left navigation bar under “Postings.” Fill in all the required fields and as many of the optional ones as are relevant for you. When you are done, click on “view posting summary” at the bottom, and then on the radio button that says “submit to executive for approval.” The system will route your requisition to the appropriate people who approve your employment transactions. When it’s done, HR will open your posting and place ads in the advertising venues you have requested.

Step Four

Interview your top applicants! The Hiring Manager's Guide has the policies that are associated with the recruiting and interview process. Be sure to read them all! When you have finished your interviews and chosen your finalist, you are on the home stretch. Only four more things have to be finished. You have cruised half way through already!

Step Five

Call at least three professional references to verify past work habits and history. This is to help you know how best to manage your new hire. We have some sample questions for you here. Make notes of your conversations and fax them to HR at 503.768.6233. We have a great guide to give you, too. It’s called “How to Check References When References are Hard to Check.”

Step Six

Your finalist has to have a background check with satisfactory results. This can and should be taking place concurrently with the reference calling, so that you will not have to wait any longer than necessary. Have him or her download a Background Check Authorization, fill it out and deliver it to HR. You will only need to call us to confirm that you have chosen this person as your finalist. The information on the form is private, so it should not go to the department first. HR will notify you when the check is finished. NO candidate can be offered a job until the background check is finished.

Step Seven

The specifics of the offer have to be approved by the executives prior to making the offer. HR will start that process for you. All we need from you is the anticipated start date, and the amount of the actual salary offer, if the position is exempt. For salary offers to non-exempt members of our support staff union, HR will make the determination of placement on the hiring scale.

Step Eight

Did you interview more than one applicant? If so, please notify the unsuccessful interviewees that they didn’t make it this time. Be sure to emphasize that they have excellent prospects, that you enjoyed getting a chance to meet them and truly appreciate their interest in pursuing employment at Lewis & Clark.

Congratulations! You have completed the recruiting process!

To make sure you do everything in your power to help make it a successful transition, please visit our New Employee section for ways to help new hires succeed here at Lewis & Clark.