P&S System Hiring Process
Equal Opportunity & Diversity Procedures
Initiating a P&S Search - Requisition
and Recruitment Plan
Recruitment Advertising
Guidelines
Advertising Salary Requirements
External Advertising Wordmark Requirements
Pre-Interview Audit
Search and Selection Summary
Waiver of Search
Appointment Forms
Equal Opportunity and Diversity Procedures
When recruiting for P&S positions, the department must adhere to the procedures outlined in the Equal Opportunity & Diversity Recruitment Manual. The following description focuses on the documents to be submitted at each step of the recruitment process.
Initiating a P&S Search - Requisition and Recruitment Plan
- Log in to the Employee Self-Service website using your HawkID and password
- Click the HR Applications tab
- Under the Systems tab, click Hire@UIOWA to enter the HR Web Transaction System (please note that the training manual, which includes detailed instructions for completing the form, can also be accessed from this web page)
- Click Advertise P&S/Faculty
- Follow the instructions as provided in the Training Manual
- Within the Requisition/Recruitment Plan there are Help buttons which provide additional details about each field on the form
Attachments Required for NEW P&S positions
- Detailed CLAS Job description
- P & S Position Description Questionnaire (PDQ)
- IT Position Description Questionnaire (IT-PDQ)
- Organizational Chart
- External Ad - required for all advertising done other than the Hire@UIOWA site. It is important that the external ad states all required qualifications and refers to the Hire@UIOWA website and job requisition number.
University Logo & Wordmark Advertising Requirement
University departments are required to use
the wordmark, and strongly encouraged to use both the UI logo and
wordmark together in all job-opening advertisements. The University identification
by use of the logo and/or wordmark is intended to allow job seekers to identify job opportunities available at the University.
The UI logo and wordmark are available to University of Iowa units
placing notices of available positions in local and regional newspapers
and other publications. The Office of University Relations has supplied
electronic images of the logo and wordmark to the Cedar Rapids Gazette,
Iowa City Press-Citizen, and Des Moines Register."
When placing an ad with one of the newspapers cited above, remind the
newspaper that the University has supplied them with a wordmark and
logo.
If you have questions about this topic, you may contact Scott Ketelsen at scott-ketelsen@uiowa.edu or 4-0018.
After the Requisition/Recruitment plan is approved, the ad will be placed on the Jobs@UIOWA website and the department may advertise externally.
Departments may advertise the vacancy by stating the minimum salary to the maximum salary for the position's pay grade, the minimum salary to the 1st quartile for the position's pay grade or the minimum salary to commensurate.
In addition the department may choose to advertise the salary stating the minimum to a predetermined salary within the range but above the 1st quartile or to commensurate; or stating a salary above the minimum up to the first quartile to a salary within the range or to commensurate; or stating that salary is commensurate based upon selected candidates education, experience, skills or other relevant factors.
Pre-Interview Audit
Throughout the advertising period the applications may be reviewed by the chair or administrator of the search committee. Search committee members may access the applications once the chair "opens" the applicant information to the committee. (See the online Training Manual for roles and responsibilities of search committee members, chairs and administrators.)
Committee members rate applicants by logging on to their self service page, selecting HR Applications, then Hire@UIOWA. Then selecting "Search Committee Options" listed under Search@UIOWA. Select the radio button for the search you wish to access, then select "Rate Applicants". Proceed to review and rate each applicant based on established criteria being sure to save pre-interview information for each applicant.
Once search committee members have completed the rating process for each applicant, the chair or administrator must review the ratings and proceed to complete the "Search Chair Options" section which will populate the Pre-Interview form. The chair will be asked for an action code for each applicant. It is important that all information be reviewed carefully at this point because once the pre-interview report has been submitted you may not edit the report. The chair submits the pre-interveiw report for approval by selecting: Pre-interview reports form the search committee options page. The report will be routed through workflow, once approved by the Office of Equal Opportunity and Diversity the Search Chair will receive electronic notification of approval and may conduct interviews.
Prior to beginning the Search and Selection Summary Form, the chair must update the rating codes following the interviews, indicatiing all candidates who were interviewed, withdrew from consideration, or were previously offered the position but declined. The chair will indicate which candidate has been selected for hire by clicking the radio button next to the candidate's name. There are several questions to answer on the form regarding your selection. You are also required to attach your letter of rationale of the hiring decision and a draft offer letter to this form.
The proposed salary must conform to the P&S Salary Schedule (available at http://www.uiowa.edu/hr/classcomp/pay/index.html). If the department recommends a salary higher than the first quartile for the relevant pay grade, the DEO/administrative designee must enclose a letter to the Director of Human Resources-CLAS providing reasons for the advanced starting salary.
If the offer includes a non-standard probationary period or other non-standard status, the DEO/designee must enclose a letter to the Director of Human Resources-CLAS requesting the non-standard appointment.
When an offer of appointment has been accepted, the department submits an appropriate "Appointment” form created using the Human Resources web transaction system - select HR Self-Service, then select HR Applications main menu, then select HR Transactions and finally select Appointment.
When hiring a non-U.S. citizen who is not a U.S. permanent resident, the department should work closely with the Immigration Specialist in Human Resources, 121 University Services Building, to apply for immigration status.
The department must submit the appointment papers via work flow by the fifteenth day of the month in which the appointment is made in order to ensure that the appointee will receive salary payment on the first day of the following month.