Filling a Position

If a position is vacated or a new one created, the department discusses the vacant position with the Vice President of the department.
All positions must be approved by Finance. Please use this link to submit your request: Rationale Request to Fill
Human Resources will notify you if approved.
An updated job description must be sent to HR for review. A pay grade analysis will be performed to ensure equity and appropriate grade level.
Once the job description is complete, it is uploaded into the applicant tracking system, ADP Recruiting Management (ADP RM).
The department (usually the VP Assistant) creates a requisition to fill through ADP RM.
HR receives the request and the requisition is sent for electronic approval VP of the department, Director of Human Resources, and Finance.
Appropriate parties involved in the search are identified in consultation with HR and will be granted access to the system.

HR will email instructions on how to log in for first time and how to navigate the system. In person training by HR will also be available if requested.
Once approved, the position is posted to DePauw’s Career Site and advertised. Positions are posted to Indeed, HigherEdJobs, and DiverseJobs to identify a broader diverse applicant pool. Additional advertising requests will be reviewed for cost.
Before applications are reviewed, the Search Committee must meet with Human Resources to review interview regulations and guidelines, including the DePauw University Values Grid, for phone screens and on campus interviews.
The Search Committee reviews applications materials and schedules interviews.
Candidates must come to HR for a candidate session where benefits will be reviewed and candidates’ questions will be answered. Please contact HR to schedule. HR requires 30 minutes to meet with candidates interviewing for full-time positions and 15 minutes for part-time positions.

Once the search committee has selected a candidate they would like to extend an offer, they must notify HR. HR will extend the offer to Staff candidates. Academic Affairs will extend offers to Faculty candidates.
Once offer is accepted, the Search Chair contacts all other candidates who were interviewed but not selected.
Start date is determined between department, HR, and candidate. Typically, this is three weeks from verbal offer to start date.
Offer letter is created by HR and sent to the candidate to sign electronically.
Once the candidate signs the offer letter and signs the background authorization form, HR begins the background check process. This typically takes 7-10 business days.
An account access request email will be sent to the supervisor to set up accounts once the background check has been completed and is successful.

An orientation agenda is sent via email to the new employee and contains information of what to bring, where to report, where to park, and other essential item.
Orientation is held on the employee’s first day and begins at approximately 8:30 am and ends at 4:00 pm. Orientation will cover HR, Benefits, and IT.
We ask supervisors to accompany the new employee to lunch on the first day (11:30 am-1:00 pm). Individual departments are responsible for choosing location and costs of lunch. Please meet your new employee in the HR lobby.

Supervisors should ensure all steps have been completed to request for accounts and access to University network and email, etc.
Follow the New Employee Checklist - A Guide for Departments to provide a welcoming experience for new employees.

For Candidate Reimbursements, please use this link: https://goo.gl/CFoKOH
Receipts may be uploaded at the end of the Candidate Reimbursement document.
Candidate reimbursements will be reviewed and processed by HR. The list of regulations and guidelines is listed on the Human Resources webpage: https://www.depauw.edu/handbooks/employee-guide/ectc/.

For any questions, please contact Kathy McMurtrie at extension 4182 or kathymcmurtrie@depauw.edu

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