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Develop a position description consisting of a Job Overview, Qualifications, and Essential Functions.

 Consider consulting with the Human Resources Compensation Department for market research, salary ranges, organizational charts, and other compensatory factors.

 Use the Position Description Questionnaire [PDF] to create a thorough description using only job-relevant factors.  Find additional details on the Job Evaluation Factor Explanation Form [PDF].

Department Originator Req Review

Department Originator creates and submits requisition for approval to Dean/Director on DrexelJobs.

 Create a guest user account in DrexelJobs to allow the Search Committee to review applicants' information.

 Use disqualifying questions to ensure your applicant pool meets your desired qualifications. Two disqualifying questions are required for each requisition.

Dean/Director reviews requisition content, budgeted salary, labor distribution, and position number and sends to Compensation for approval. 

 The Dean's Proxy, typically a budget administrator, will often approve at this level.

Compensation reviews the job description and budgeted salary to consult on the appropriate range, title, grade, class, and EEO category and send to VP/Provost for approval.  Compensation will either approve or communicate any issues to the department within 1 business day.

VP/Pres/Provost reviews requisition content and approves. 

 A VP/AVP or designee will typically approve at this level.  The Provost or designee serves as the approver at this level for all academic units.

HRIS checks the funding information, confirming that the department has budgeted the requisite funds. HRIS will either approve or communicate any issues to the department within 2 business days.

 For assistance with Budget Administration, please consult the Budget Administration Resources.

Employment/Talent Acquisition reviews the requisition in its entirety and approves, or communicates any issues to the department within 1 business day.  Employment/TA will recommend advertising to ensure a diverse applicant pool.  All positions within Job Group 10, executive level positions that typically report to the President, require diversity advertising.

 Utilize your Talent Acquisition Consultant to develop a recruiting, screening/interviewing and hiring strategy. 

The position must be posted for a minimum of 5 calendar days before a finalist can be selected. 

All external postings must include the Drexel University EEO Statement:

Drexel University is an Equal Opportunity/Affirmative Action Employer. The [insert the department name] is especially interested in qualified candidates who can contribute to the diversity and excellence of our academic community. 

 HR will manage recruitment for any department where certain job groups are deemed underrepresented by the Office of Equality and Diversity.

Review and sort resumes/applications based on those who are not qualified, qualified and best qualified using the qualifications and essential functions listed in the requisition.  Update applicant's status accordingly.

 Use status updates in DrexelJobs, some of which include: Resume Reviewed, Phone Screen by Department, Phone Screen by HR, Interview Pending, Interviewed, Finalist, etc.

Conduct telephone screenings to determine which applicants are most qualified for a face-to-face interview.

 A Telephone Pre-Screen Form [PDF] with sample questions can be found on the HR website.  Ensure all questions are strictly job-related.  For a more custom form or for assistance, please contact your TA Consultant.

Conduct face-to-face interviews for the most qualified candidates.  Please ensure that all qualified/scheduled candidates are given equal time and consideration.

 Should a candidate request accommodations, please contact the Office of Disability Services.

 Be sure to avoid inappropriate interview topics.  Refresh your memory by using Interview Do's and Don'ts.

 Please review the Equality and Non-Discrimination Policy [PDF].

 Visit Career Pathway (select Career Pathway on the Employees tab in DrexelOne) for Legal Interviewing Training availability. This training is required for all hiring managers.

Make a final selection.  Inform your finalist that you are close to extending an offer, but need to gain final approval.  Discuss a potential start date and negotiate salary (ensure that the salary is within the Compensation-approved salary range and also within your budget).  Be sure to allow enough time for approvals and allow the candidate time to provide notice to another employer.  Let the finalist know that once approved, the official letter will be emailed directly from HR.  The manager will be cc'd on the offer.

Department Originator submits request to hire for Dean/Director approval once start date and salary is agreed upon.  Once the request to hire has been submitted, the requisition is no longer available to view in DrexelJobs and applicants will no longer be able to apply. 

 HR recommends that the hire date on the request to hire should be at least two weeks from the date of submission to allow for approvals, new employee paperwork, background checks, and the creation of accounts.  It is important for all new hires to begin on a Monday, so that they can attend New Hire Orientation.  The New Hire Orientation schedule can be used to plan additions to your staff.

If the finalist is not a US citizen or Permanent Resident Alien of the US, then the requisition must be routed to ISSS to begin the international employee hiring process. ISSS initiates the international process, and then approves.

Employment/TA emails offer letter to finalist, copying the supervisor and any other appropriate parties.  Employment/TA also answers any candidate questions and collects the new employee paperwork.  The I-9 document [PDF] with appropriate identification [PDF] is collected at New Hire Orientation.

New hires who are not US citizens or Permanent Resident Aliens of the United States are required to complete the International Tax Form [PDF] and return it to the Tax Office or your Talent Acquisition Consultant.  Once the form has been received by the Tax Office, the employee will receive an email with instructions on how to complete the Glacier Non-Resident Alien Tax Compliance Systems requirements.  Once the employee has been entered into the Glacier system, the Tax Office will provide HR with a GOAINTL form which indicates that the employee is authorized to work in the US as a non-citizen.

In order to be entered into the Payroll system, all employees must have a social security number.  International employees must provide Human Resources with a receipt of their social security number application prior to their first day of employment.  Keep in mind that the Social Security Administration requires that non-citizens be present in the United States for at least ten consecutive days before they apply for their social security number.  Once the social security number is received (typically approximately 4 weeks later), the employee must bring their documentation to the Human Resources and Tax Offices.  Please contact your TA Consultant with any questions.

 Keep in contact with your finalist and make sure that they will be sending their paperwork to HR by 5:00pm on the Wednesday before Orientation in order for them to begin on the following Monday.  If paperwork is not received by the 5:00pm deadline, this could delay their start date. 

 Once Finalist is approved, contact your Talent Acquisition Consultant to review the most recent performance evaluation for an internal hire.  Hiring Managers will only be allowed to view the previous year's evaluation.

Using DrexelJobs, notify remaining applicants who were not chosen by changing the applicant's status.  This will send notification emails to applicants. 

 Alerting all candidates is a good business practice that lets candidates know that Drexel appreciates those who take the time to apply to our institution.  It may be a good idea to personally inform second and third choice candidates that they have not been selected.  They may be first in line the next time your department has an opening, and you want them to retain their interest in Drexel.  If you chose not to personally notify candidates, change their status in DrexelJobs so they receive some notification.

 If your new hire will be relocating, please refer them to the HR website for relocation and area attraction information. 

Once you have updated all applicants' statuses to ensure that they have received notification, Employment/Talent Acquisition will mark the position as filled in DrexelJobs and the requisition will move to your historical tab.

Employment is classified as "at will" as described in the Introductory Period Human Resources Policy.  Policies and procedures are subject to change at any time. 

Within 2 business days of Banner entry by HRIS, the employee is active and can now see job information in the Employees tab in DrexelOne.

Begin preparing for your new employee by getting desk supplies, setting up computer, phone, etc.

 Use the DU Manager's Checklist for New Employees to make sure that your new hire has a productive first few days on the job.

 It can be helpful to set up a training schedule for new employees.

 Review job functions and share expectations as soon as possible.  Participate in an Introductory Period Performance Evaluation.

 User ID and University ID are available 60 days prior to start date once all paperwork has been received and entered into Banner.

For payroll information, please visit the Payroll Schedule on the Comptroller's website.