Staff Recruitment Toolkit

Staff Recruitment Process

Human Resource Services (HRS) has created the following tools, broken into 5 distinct phases to provide assistance and guidance for the recruitment and hiring of Administrative Professional (AP) and Classified Staff (CS) positions.

The HR Service Team for each area/college is available to assist with appropriate recruitment and hiring processes, as well as, the use of OPDRS.

Phase 1: Prepare

Familiarize yourself with WSU’s recruitment process and policies or refresh your search knowledge:

• WSU custom online training: Staff Recruitment Basics (WSU login required)
• Staff Recruitment Checklist: Search committee roles and responsibilities checklist
• Search Committee Guide: Detailed roles and responsibilities guide
• Access the Online Position Description & Recruitment System (OPDRS)
• Recruitment for Administrative Professional Positions (BPPM 60.17)
• Recruitment for Classified Positions (BPPM 60.18)
• Pre-Employment Inquiry Guidelines (BPPM 60.08)
• Candidate Guest Guidelines: Details on inviting guests (spouse, partner, etc.) to on-campus interviews
• Implicit Association Test: IATs (Implicit Association Tests) are tools to demonstrate and examine conscious and unconscious divergences related to attitudes and beliefs about race, gender, religion, sexual orientation, disability, and other social categories.
  • Reviewing Applicants: Research on Bias and Assumptions (provided by WISEL)

Prepare and organize your evaluation tools:

• Sample evaluation document: Evaluation Ranking Matrix
• Sample evaluation document to use during campus visits, small groups, or other meetings: Feedback Form
• Sample evaluation document to use open forums: Evaluation Form

Phase 2: Advertise & Outreach

Develop and execute your outreach strategy to attract a diverse pool of qualified applicants:

• Sample advertisements and diversity recruitment resources: Staff Outreach and Advertising
• Advertising suggestions based on academic discipline: 2018 Global Job Board Directory
• Talent acquisiton insights via LinkedIn: 2017 Global Recruiting Trends
• Outreach Tools: Advertising resources, social media tools and talent pool databases for Faculty and Staff positions
• Equal Employment Opportunity and Affirmative Action Policy, EPM 12

Phase 3: Screen & Interview

Use these tools to conduct an interview that positively promotes employment opportunities at WSU:

• Candidate Experience: Recommended resources and samples to help create a positive candidate experience.
• Applicant Evaluation: Staff Not Hired Reasons – available status updates in OPDRS
• Interview: Interview Checklist – a guide for the search committee
• Interview: Sample Interview Questions – tips for interviewers and sample interview questions
• Candidate Screening Guide via LinkedIn Talent Solutions
• Applicant Notification: Unsuccessful Candidate After Initial Evaluation (Sample letter)
• Applicant Notification: Unsuccessful Candidate After Screening Interview (Sample letter)
• Applicant Notification: Unsuccessful Candidate After Campus Interview (Sample letter)

Phase 4: Perform Reference & Background Checks

Take a deep dive into the candidate’s background by performing reference and background checks:

• Review the WSU policy on Background Checks (BPPM 60.16).
• Reference Check Form (Sample document)
• Best Practice Tips for conducting references via email.
• Background Check Program: Information for hiring managers and search committees.

Phase 5: Hire & Onboard

• Offer Letters Templates: The most up-to-date offer letter templates
• Search Documents Retention: Overview of required documentation
• University Records – Retention and Disposition (BPPM 90.01)
• New Hire Onboarding: Benefits, orientation and other information for the new hire