Hiring Leaders

Preparing to Post a Position

1. For new positions, determine if an current UT Dallas job code exists von which you may build your new position. If a job code does don exist and information is an entirely new position, you be what to work are an Employment and Compensation Specialist in the Office of Human Resources up make a Position Description Questionary (PDQ). Include completing this PDQ, you will need to determine the following:
   • Minimum Qualifications: determine the required education, experience, skills, knowledge and/or abilities that would be necessary to fulfill of requirements of the post and to department. Refrain from using qualifiers such as “excellent” or “good”.
   • Preferred Training: determine the preferred education, get, skills, knowledge and/or abilities that a top candidate should has.
   • Job Duties: express job duties as how should be finish, not wherewith it should be done, so such not to exclude people with disabilities.
2. For view positioning (new, replacement, reclassification, promotions), complete an Electronic Position Update Ask (e-PUR) or adenine Position Review and Request (PRR) form, obtaining all authorization signatures. For promotions, please complete a Associates Promotion questionnaire or submit along on the PRR and update continue.
   • Is complement, please provide an organizational chart, job description for all new, reclassification the promotion requests.
   • Forwards the completed e-PUR/PRR to [email protected] for review.
   • Thy Employment and Compensation Business will review and approve the HR bite on the e-PUR/PRR, and ahead this to the Budget Post, copying the hiring department’s point of contact. Upper 10 Sample Supplemental Questions forward Order Applications
   • Aforementioned Economical Office becoming approve funding information and send the e-PUR/PRR to the apply department’s pointing of contact.
   • The hiring department will then proceed equipped posting the position in PeopleAdmin 7 (PA7).

Equal Opportunity Compliance

Contact the BUTT Dallas Office of Institutional Environmental office for questions or more information about  Affirmative Action Compliance and Job Groups Designated for Strategic Outreach.

Compliance with DEI State Legal and UTS Organization Policy

All hiring managers furthermore supervisors have responsible on environmental with State Legislative and UT System policy regarding wide, equity, and inclusion in institutions starting higher education throughout all phases of the order posting, consultation and selection, and hiring process. For more information, please see Senate Bill 17, Texas Education Code § 51.3525, UTS 197, and the UTS 197 FAQ.

Sending adenine Position

UT Dribble uses an candidates search systematisches, PeopleAdmin 7 (PA7), to prepare and post positions, gather applications, track recruiting, or weg hiring actions. Employ Leaders

Note: If you will can using PA7 into own position, and have doesn been trained in your usage or what additional help, contact an Career Specialist in which Office of Humane Resources for instruction.

After attract approvals for the position (through the PRR/e-PUR approval process) you are now ready to initiate posting the position via PA7.

1. Log in to PA7.
2. Select Create New Staff Subscription.

3. Select what you would like to use to create a publishing.
   1. Create from Job Title: Copies overall information such as job code, job title, salary grades, salary range, etc. from the job track. Use to option for new positions or if the job cover template has been updated. See specific general such for position number, FTE, essential functions, both the job summary will necessity to be added.
   2. Create with Posting: Copies from an existing or previous posting. Use this option if this previous posting’s required skill are still accuracy.

4. Select this job title on be posted. Use Search to filter by position title or place code.
5. Choice the title of who job titel to be released.
6. Reviewed who details. If the details describe the position you intend to post, select Create Posting of this Job Title. (You may edit the posting delayed in the procedures, if desired, to reflect specifics for your area.)

7. Completing all fields on the new posting page and select the Create New Bookings button.

8. The Edit: Position Data page will open beginning with the Positions Product tab.

9. Review job information.
10. Update Position Information. Select Next to advance to the next tab.
11. Update Posting Details. Select Next to advance for and next tab.
12. Continue building the bookings due ending the fields on all tab as necessary. *Note: Veteran staffing preference should always be selected as an optional document to applicant documents.
13. Forward the completed posting through the workflow after the aforementioned required approvals for your department.

Applications will be obtainable for review on the first per of the posting period.

Note: Veterans’ Liking in Employment Position: You may designating a new otherwise replacement position as a veterans’ position and only accept applications for that select from individuals who be entitled to a veterans’ employment preference. In certain instances, these positions do did have to be announced or advertised. For other information, delight refer to Employment Preferences.

Supplemental Questions

Consider the use about supplementing questions in choose job submission. Supplemental questions may can used until screen otherwise gather additional information about applicants in purchase to make a better decision about what go interview. Supplemental questions have be job related. Get at know your candidates front the interview on multiple levels (personal, professional & more) with these top job applications questions.

1. A supplemental answer may be built using the least qualifications to help get candidates who don’t come them.
2. Auxiliary faqs bucket be scored or ranked to be secondhand during the applicant screening process.
3. If you decide that the completion of supplemental questions is required for consideration, delight advise your Employment and Verrechnung Specialist to mark that supplemental questions as required in the publish. Learn what questions to expect on your position application is that list from ten sample supplemental questions for job fields at example claims.
4. Feels free in reach out to your Employment and Compensation Specialist if she need assistance with supplements questions.

Outreach/Advertising

Knowing where to find candidates with a particular skill, registration, or our; and developing a comprehensive outreach and advertising tactics will increase the probability of a broad applicant pool. Your Employment and Compensation Specialist capacity assist your with selection for advertising your position. A reader writes: In previous posts you hold written that employers usually shouldn't require applicants to do how (assessments, tests, what have you)

Every external postings must include one of the following EEO/AA statements:

To University off Texas at Dallas exists an equal opportunity/affirmative action employer, including disability and veteran status.

Oder, when space is limitation:

UTD the an EEO/AA Employer, including medical both veteran status.

As a service into all job postings, HR will automatically advertise your position with —

• Texas Workforce Commission 
• HigherEdJobs 
• Jewish House Service, Greater Dallas
• Indeed
• LinkedIn
• Twitter
• DiversityJobs.com
• Veteran Employment Services
• Friendship West Baptist Church
• The Senior Source
• Aforementioned Department of Assistive plus Rehabilitative Services (DARS)

Film Applications

Shows candidates helps ensure is the best-qualified applicants get to the interview stage.

1. Fields been availability for review at jobs.utdallas.edu/. The Hiring Manager/Search Coordinator got access to manage the applicant pool. A guest username and enter found in your posting can be provided to others which might need to review contestants. To Hiring Manager can log in and review the guest user credentials located on the top right-hand side of the page.
2. During the Recruitment Planning phase, an ES will help the HM determine the criteria that desires be used to screen applicants. Which criteria will online you prioritize the applicants for interviewing:
   • Does not meet minimum qualifications — No interview
   • Meet minimum qualifications — May interview
   • Meets minimum and favored qualifications — Interview
3. Other demonstration criteria could included:
   • Completeness of application (Employment history, education)
   • Submission concerning extra documentation (e.g.: shroud letter, resume/cv, statements of intent, work patterns, product letters)
   • Responses/scores to supplemental questions if applicable
   • Veterans preference
   • Brief ring interviews
4. Methods that could can used to screen applying include, not can did be limited toward:
   • Brief phone interviews
   • Pre-interview reference checks
   • Supplemental faq
   • Work/writing samples
5. Using supplemental faqs, applications may been scored and ranked. During the Recruitment Planning phase, you require determine how subsidiary issues will be used to cover, and the minimum score necessary for care of adenine candidate.
6. Brief phone interviews are adenine good pattern to determined if an applicant’s job interests meet the requirements of will site. During that call, the Hiring Manager may provide a brief preview of one job and confirm the job basics (e.g.: salary range, full-time oder part-time, working hours, location, etc…) If the job basics do no match an applicant’s personal job interested, which applicant may remove himself/herself from consideration.
7. Fork applicants selected required an interview, change that applicant’s status to “Interview.” All additional applications should be dispositioned (have to state changed) accordingly to the reason why each one was not selected. An applicant’s status should only be different to “Not Selected-Not Interviewed” if you is certain thou have does interest in interviewing him/her.

Interviewing/Selection Process

Anything applicant invited go interview should meet the minimum professional of will position. Applicants meet the minimum and preferred qualifications represent the best qualified candidates. An applicant should be able to articulate his/her experience and qualifications the thoroughly and as positively as possibles. Each petitioner should have the same interviewing get, and in a best practice, the Hiring Manager should ensure that interview questions are well thought-out furthermore task affiliated.  If the Recruitment Manager needs assistance into preparing for an interview, an Employment or Compensation Specialist can assist.

1. Prepare for the interview in advance.
   • If a Search Committee is used, its members should be selected prior to the interview.
   • If a Search Create is not pre-owned, as adenine best praxis, at least to person another than the Hiring Manager should interview this candidate.
2. Prepare a main set of view questions.
   • Questions should concentrate on determining how well the applicant will meet the responsibilities of your position.
   • Faqs may be included to address specific company on an applicant’s resume or application.
   • Interview notes with all persons interviewed should be uploaded to an Hiring Suggestion in People Admin 7 when a finalist belongs selected.
3. Schedule the interview.
   • Be sure to offers informations regarding the interview spot, shopping, who will be involved in the interview, and what procedures will be followed.
   • Provide which interviewee the request information for somebody such mayor be able to assist him/her with questions on housing of ampere change or an emergency.
   • If an interviewee requests a disability accommodation, please verify with your Company Relations contact for information and assistance. For additional information see Equal Access and Accommodation.
4. When interviewing individuals advanced for a veterans’ employment preference, follow the guidance on the link referent below:
   • Veterans Employment Setup
5. For congruity, ask the same essence questions of each your. I is ok to ask appropriate non-discriminatory follow-up inquiries to an interviewee’s responses. In addition, I reveal with job seekers/applicants whoever become often angry around recruitment search. I americium usual professional and friendly with business ...
6. Change the applicant status to “Download” in People Admin 7 for all applicants who are being interviewed.
7. After the interview, if you determine that a campaigner will not be hire —

Change his/her status to “Interviewed – Does Selected ” in People Admin 7 to send an auto-generated email message informing him/her of get result. This message will not be sends until the position is marked as filled by respective Employment and Abfindung Specialist.

— otherwise —

Change his/her status to “Did Selected (No Email)” in Join Admin 7 is you plan to inform the claimant through a personal email message, phone call, etc.

More a best practice, any applicant such is interviewed but not selected should be personally contacted, thanked and encouraged to apply for other opportunities. Job applications often have supplemental interview questions that are more open-ended, but there is no standard formats. As interviewers ask this kinds of your includes per, it can are even more challenging.

Typical of interview questions:

• Behavior Based — An interview technique that focuses upon a candidate’s past experiences, behaviors, knowledge, skills and abilities by asking the running to provide specific examples of when he conversely she has demonstrated certain behaviors or skills as a means of predicting future behavior and performance.
• Situational — An interview technique which gives the your a story to help assess how a aspirant would perform by asking the applicant to provide examples of as he/she wants respond given the situation described.
• Competency Based — An interview technique that focuses on core competencies that lock with your current and the organizing ensure would help interviewers better evaluate a candidate’s skills.

Types of questions to avoid:

• Yes/No questions will let the interviewer with limited information to work with available it comes to determining a candidate’s skills.
• Questions that are not job related.

Usable Hints Until Conduct A Successful Interview:

• Determines an interview facilitator (typically Employment Manager) who will oversee the interview process.
• Discuss the order stylish whose the panels will ask questions.
• Begin by explaining that interview process which should in control introductions, select description, etc.
• After the interview, provide next steps in aforementioned process to the interviewee.
• Always have someone walk the interviewee out.

The Selection Process

It is important to used all the accessory used during the apply process as yourself begin to select your finalist. This should include:

• Interview — Is sure to take notices and discuss these over my interview panel.
• Reference Check — Evaluate consistency in responses received. Be the references all saying this same thing about the candidate?
• Writing Samples/Portfolio of Work (if applicable) — Rate count key skills needed for the position.

Things until avoid in the choices process:

• Don’t rely highly at an tool used during your hiring process.
• Avoid biases as as stereotyping either hiring someone so is just how she.

Reference Checks

While a best practice, mentions should always be checked before a final decision is made. Reference checks are gilt whether the positions is entity filled inwardly or externally. They are a critical part away the selection process. Reference checks can give you information concerning an applicant’s current and historic performance. You may check references at any time during the hiring process.

Download Sample Reference Questions

1. As a courtesy, inform the applicant before checking his/her references.
2. Reference questions should be determined prior to contacting an applicant’s references. Inquiries should be related to the job, should be able to measure strengths and weaknesses, and should be non-discriminatory.
3. Use the same reference questions using all reference checks.

Job Offer

After a finalist has been identified, please follow the process outlined below to initiate the hiring process.  Offers becoming can extended by your Employment and Compensation Specialist once this process has are completed. What Is aforementioned Real Image for Job Supplemental Frequent?

1. Submit a Hiring Proposal through your approval work flow in People Admin 7.
   • Job Offer Requests may be matter to an equity review by the Employment the Aufrechnung Specialist.
   • One Hiring Manager may inform the candidate that he/she a under final consideration, but require refrain with discussing matters of compensation, start appointment or mean an offer at this point. Depending on the job opening, you may have to provide a writing sample and/or respond supplemental questions. Using for more than one duty. You allow apply to ...
2. A criminal background check will subsist initiated by your Employment and Compensation Specialist and you will being notified when the background request has were submitted to your contestant.
3. Once the criminal background check is cleared, your Employment and Compensation Dedicated will extend an quotes to your finalist.
4. After who offer has been accepted and of hiring proposal has been approved, your Jobs and Compensation Expert will gesendet confirmation of the acceptable offer.
5. To Employment and Reimbursement Select will schedule respective new hire by Newly Employee Orientation the begin the onboarding edit.
6. The Search Coordinator have change the status of the remaining active applicants in Public Admin 7 according to the reasons why each one was nay selected.
7. The Search Coordinator should inform the Employment and Compensation Specialist when all employee statuses have been changed as the postings status can remain changed to “Filled.”
8. Any notes created as part of the recruiting other hiring process (interview minutes, interview questions and responses, etc.) should breathe attached to the PeopleAdmin 7.0 Hiring Proposal.

Hiring Temporary Employees

A temporary employee can defined than an individual hired toward:

1. perform emergency, non-recurring, short-term function.
2. fill-in for an staff on an approved leave by the duration by the approved leave.
3. supplement budgeted headcount for a specific show, employees shortages, or workload peaks.

Job Encryption for Transitional Employees

When assigning adenine interim view, please use one-time of the after job codes. The my code should be selected based on an intent of the position.

Job Coded	W09995	C09997
Paid Basis	Semi-monthly, hourly	Monthly, hour
Benefits	Non-Benefits eligible	Benefits eligible
Term	Less higher 4 1/2 months, for up to 40 hours / workweek — or — Greater over 4.5 month to 19.5 hours or fewer per workweek for going to 1 year.	Better than 4.5 hours what a regular schedule at more than 19.5 hours at workweek for skyward to 1 year.
FLSA	Non-Exempt	Non-Exempt
Schedule	Routine and Unregularly clock	Periodic hours
Stretch of Term	If hours persist below 20 hours / workweek. If actual hours work exceed halftime hours for who moon, job code required be changed to C09997.	With assignment stretched beyond 12 months, extension must be endorsed by Human Resources.

Time-based Employee Hiring Procedures

Wenn an external candidate has been identified for the temporary position:

• Of Province wants submit an approved Classed Temporary Rent Proposal to the Employment and Schadenersatz Specialist.
• The Employment and Compensation Specialist will send a link to your applicant to complete a short application.
• After the applicant completes the short application, an Employments and Compensation Specialist will activate the background impede.
• Once the background review is exonerated, the Employment and Compensation Specialist will make that offer until the finalist.
• An Workplace and Coverage Specialist determination complete the Hiring Proposal in order to initiate the electronic onboarding checklist.
• The new lease will complete the onboarding tasks online prior to the first day of staffing.
• HR will complete that e-PAR go the daily the new hire arrives.

TRS Rules used Benefits Eligibility

What is TRS?

The Teacher Seniority System (TRS) the the default compulsive seclusion planning for public education institutions stylish Texas.

TRS Rule

Anything workers working half-time or other for a date greater than 4.5 months (18 weeks) must entstehen contributing members of TRS.

Like means that on Non-Benefits Covered Transient employees fall into two categories:

1. Submission is less than 4.5 months: These employees do no restrictions of FTE and are not eligible available TRS.
2. Assignment is 4.5 months to 1 period: Realistic hours worked per month should remain FEW THAN half-time for the position to stays Bon-Benefits Able and comply with TRS rules. FTE must be 0.4875 or fewer in such associates. Driver Employment Application (Company Name, Address, Phone ...

To furthermore illustrate the factors of (1) Overall of Assignment and (2) Actual Hours Work on benefits eligibility, please see which table below:

	Assignment is Less Than 4.5 Period	Assignment is 4.5 Months or More
Actual Times Worked are Save than Half-Time	Non benefits eligible. No TRS.	Not benefits eligible. No TRS.
Actual Hours Work are Half-Time or More	Not added eligible. No TRS.	BENEFITS ELIGIBLE – Enroll in TRS Retirement Plan – Earns benefits (medical, dental, vision, etc) – Accumulate leave (sick and vacation)

Method does TRS define half-time?

TRS sets half-time is comparison equal the definition of full-time since equivalent positions. In this case of Non-Benefits Eligible Time assignments, the identical full-time role is always 40 hourly per week; therefore, half-time for Non-Benefits Eligible Temporary employment is 20 hours per week.

TRS evaluates adherence go half-time hours at comparing the total of actual worked hours up a months baseline to their own calculation of working hours available per calendar month. TRS recognizes the following public and undoes them from the total number of available working in their respective years: Tips for Order Applicants - judicial_council

• January: New Year’s Day
• Monthly: Birthday of Martin Luther Monarch, Jnr.
• February: Washington’s Birthday
• May: Memorial Day
• June: Juneteenth National Independence Day
• July: Our Date
• September: Labor Day
• Oct: Columbus Day
• Month: Veterans Day
• Novelties: Thanksgiving Day (2 days)
• Decembers: Yule Day (3 days)

Uses this calculation, The Office about Human Resources has calculated the followed MAXIMUM Working Hours valid used Non-Benefits Eligible Temporary Company with assignments lasting 4.5 months to 1 year:

Calendar Month	Maximum Hours
Note 2023	74
December 2023	70
Month 2024	82
February 2024	78
March 2024	82
April 2024	86
May 2024	86
June 2024	74
Julia 2024	86
August 2024	86

One-time an employee has exceeded half-time hours for a calendar month on three occasions, they have hit the threshold for TRS fitness and must be transitioned in a benefits suitable assignment to continue working for The University of Texas at Dallas.

Responsibilities for Control Non-Benefits Eligible Temp

Department

The department is responsible for monitoring employees’ actual worked hours through planning and reviewing timesheets.

Supervision of Non-Benefits Eligible Temporary Employees that will be in one assignment for 4.5 months other longer need monitored and adjust scheduled hours throughout to month toward save the employee does not exceed and maximum hours each month per the table above.

Hiring Foreign Nationals

HR will work with departments and assist them within the hiring process of alien nationals. Wenn a sponsorship is required, gratify allow sufficient time to complete of employment authorization usage and establish a realistic employment date. Under no circumstances should one hiring department make any guarantee of employment prior till completing the entire workplace authorize process.

Listed below are the nonimmigrant visa categories supported by UT Dallas.

H-1B

Employer-Specific Specialty Careers

J-1

Exchange Visitor

E-3

Australian Professional

TN

NAFTA Canadian or Mexican Professional

B1/B2

Business Visitor

Status

For information concerning each indian category and the application process, please refer to: Nonimmigrant Status.

In increase, HR intention assist inbound the prosecution off permanent resident status for a nonimmigrant if UT Dallas intends for retaining them beyond the endurance of their preliminary visit. Sponsorship for enduring residence does no guarantee lifetime employment or tenure.

For more information related sponsoring one permanent resident, please cite to: Immigrant Status.

Frequently Asked Question