Prepared by CALS Admin Services
Revised 09/12/07

This document is intended as an overview of the hiring process for classified staff employees within the College of Agriculture and Life Sciences (CALS). It incorporates College policies and procedures into the University process. For further information, consult the Recruitment and Hiring area of the Human Resources (HR) website at http://www.hr.arizona.edu/01_rec/recrhirindex.php.

It is important to note that this document does not address procedures for Reclassification (changing a person's job title due to reorganization within a unit that necessitates a change in job duties) and In-Classification Career Progression (increasing an individual's rate of pay in their current job title when they take on more complex and significant responsibilities over time). It does, however, cover Promotion or Lateral Transfer of a current employee (appointing a current employee to a different position within the hiring authority's area of responsibility), since these fall within the scope of policies for non-competitive selection.

Terminology: For purposes of these instructions, "local units" are CALS departments located within Pima County. "Remote units" are CALS departments or positions located outside Pima County.

CONTENTS

QUICK REFERENCE - HIRING STAFF IN CALS
STEP 1: Determine Whether Competitive Recruitment Is Required
STEP 2: Create an On-Line Requisition
STEP 3: Obtain Approval on Your Requisition
STEP 4: Work Out Your Recruitment Plan and Advertising Requirements With HR
STEP 5. Collect Application Materials
STEP 6: Interview Candidates and Make a Tentative Selection
STEP 7: Fill Out the Hiring/Appointment Form (HAF)
STEP 8: Obtain Approvals to Make an Offer
STEP 9: Inform Benefits-Eligible Employees of Procedures/Deadlines for Benefits and Retirement Enrollment
STEP 10: Close Out the Hiring Process
RESOURCES / REFERENCES

STEP 1: Determine Whether Competitive Recruitment Is Required

A competitive search is required for every position that is anticipated to last longer than three days, unless a situation exists which meets the University's established criteria for non-competitive selection. (Promotion or lateral transfer of a current employee is also allowed without a search.) Refer to the Non-Competitive Selection Policy #117 in the Classified Staff Manual on the HR web site at http://www.hr.arizona.edu/09_rel/policies/pp117.php .

If your position satisfies the University criteria for non-competitive selection, prepare a written rationale explaining the basis for the exemption from competitive recruitment. Include in the letter a description of the duties to be performed. Send the rationale for non-competitive selection to CALS Admin Svcs along with the version of the Hiring/Appointment Form (HAF) for non-competitive selection, as well as the candidate's resume or signed application, and all the backup paperwork (I-9, etc). They will obtain College level approval to fill the position on a non-competitive basis, and fax the CALS Checklist for Hiring of Classified Staff Employees (Checklist) form back to the hiring unit. To view the Checklist, go to CALS Checklist For directions on how to fill out the HAF, proceed to STEP 7: Fill Out the Hiring/Appointment Form (HAF).

STEP 2: Create an On-Line Requisition

If your position requires competitive recruitment, use Career Track to set up an on-line Requisition. Log in at http://www.uacareertrack.com/hr . If this is your first time, you will be required to first set up your account by filling in several fields. The system will also prompt you to set up an approval hierarchy within your department and an email notification scheme, so you'll need to decide what these parameters will be ahead of time.

Once you have finished setting up Career Track, you may begin your Requisition. On the left side of the screen under "Create Requisition", choose either "From Template" (for an original posting), or "From Previous" (if you are creating a posting similar to an earlier one). Then enter the job code or choose a title from the drop-down menu, and click "Search", then "Create" on the next screen. You'll see five categories listed across the top of the screen. Complete each category fully before proceeding to the next one.

Posting Details (only the items that may need some explanation are listed here)

Position Title. If you are advertising for multiple positions with one search, indicate that next to the title (for example, "2 positions @ .50 ea", or "up to 8 pos. @ .25 ea").

Department Name. Be sure you choose the department number that is most appropriate to the position and funding, if your department has more than one department number.

College/Division. College of Agriculture and Life Sciences (full name).

Location. Choose "Main Campus" if your position is located in Pima County. Choose "Outside Tucson" if your position is located outside Pima County. If the duties are to be performed outside of Tucson, you must check "Outside Tucson", even if the department is considered an on-campus department.

Posted Rate of Pay. Career Track will provide the range minimum, midpoint and maximum for the pay grade, and you will enter the actual range. Enter a pay range from the minimum of the pay grade up to the lesser of the pay grade midpoint or dollars available. (If you feel you need to advertise a pay rate higher than the midpoint of the pay range, consult CALS Admin Svcs.)

FTE (full time equivalent). As a general rule, establish the FTE by calculating the number of working hours per week divided by 40 (for example, 1.00 FTE=40 hrs/week, .50 FTE=20 hrs/week). If the number of hours worked per week is greater than 40, the FTE is 1.00. It is important that you accurately reflect the FTE of the position at the recruitment stage, because the pool of interested candidates may be affected by the advertised FTE. If you are advertising for multiple positions with one search, make sure that is clearly indicated here (for example, "2 positions @ .50 ea", or "up to 8 pos. @ .25 ea").

Recruitment Categories. Note: Staff employees pay into Arizona State Retirement from the first day of employment if they are expected to work more than 4 months and 29 days at .50 FTE or greater. Incumbents who are not initially expected to work more than that length of time, but end up doing so, will have Arizona State Retirement contributions deducted beginning after 4 months and 29 days of continuous employment at an FTE of at least .50, retroactive to the beginning of employment.

Regular: positions with an FTE of .50 or greater that will last 6 months or more. These are benefits eligible positions. Incumbents are generally paid on salary (object code 1180). Some may also be paid on wages (object code 1360) if individuals don't work the same number of hours each pay period, or work more than 40 hours per week on a regular basis, as in certain titles at the Agricultural Centers.

Temporary: positions lasting less than 6 months at any FTE. Employees are not eligible for benefits. Incumbents are paid on wages (object code 1370).

Extended Temporary Employment (ETE): positions at .50 FTE or greater which will last between 6 months and 24 months, due to funding limitations. Employees in such positions are eligible for benefits. At the end of their temporary appointment the employee will NOT be placed on lay-off status. Employees are required to sign an Extended Temporary Employment agreement. Incumbents are paid on wages (object code 1360). Note that ETE positions can be converted to Regular staff positions without having to re-recruit, if permanent funding becomes available, the incumbent has passed probation, and the position was originally recruited for.

Part Time (Ongoing): positions with an FTE of .49 or less that will last 6 months or more. Part time employees are not eligible for benefits. Incumbents are paid on wages (object code 1370).

On-call: positions of an intermittent, on-again, off-again, or seasonal nature. Employees working at less than .50 FTE can be extended for any length of time. Employees working at .50 FTE or higher may not work more than 6 months continuously. On-call employees are not eligible for benefits. Incumbents are paid on wages (object code 1370).

Funding Notes. You must enter an account number, or for new grants, a brief explanation of where the funding is coming from. Indicate the source(s) of funding for the position in the spaces provided. If the position will be funded with budgeted monies, be sure the source of funds is clear. If monies will come from a vacant personnel line, or from a wage line, indicate both the department number and budget line number. If funding will come from approved temporary commitment funds, indicate that in sufficient detail instead. If funding will come from accounts that do not belong to your department, indicate if the other department has approved using their funds.

Job Open/Close Date. Estimate a job opening date and closing date. The closing date must be at least 5 working days from the job opening date. Due to the timing between submission and posting of a Requisition, these dates may need to be adjusted after submission; HR will change them for you.

Documents that must be attached. Check all that apply. Required documentation must be requested of all applicants equally.

Position Summary. Along with the summary, indicate where the position will be located, if it is off campus or outside of Tucson.

Duties and Responsibilities. The "generic" job descriptions and job codes for every classified staff title can be found on the HR web site at http://www.hr.arizona.edu/06_jcl/jobdesc/. You must tailor your description for your unit - you may not just copy the wording from the generic description. This site also gives the FLSA coding for each title.

Pre-Employment Screening Requirements. Check "None". HR doesn't yet have the capability to do criminal background or Motor Vehicle Division checks.

Affirmative Action Goals. Career Track automatically fills this in. For more information, click on "To check Areas of Assignment", or go to http://w3fp.arizona.edu/affirm/index.htm .

Advertising Strategies.

Internal Search: (UA candidates only) Any employee who is paid by the University is considered an internal candidate (student and ancillary staff employees included). You may NOT do an internal search if your position has Affirmative Action Plan goals. [minimum posting period = 5 working days]

Local/Statewide Search: UofA and non-UofA candidates, where the primary source of applicants is from the local area. For local units, the primary source of applicants would be from Tucson. For remote units, the primary source of applicants would be from the surrounding area. (For example, a local search conducted by the Yavapai County Extension Office would target applicants from Prescott, Cottonwood, or other towns in close proximity.) [minimum posting period = 5 working days]

National (Standard) Search: UofA and non-UofA candidates; search is much broader--statewide or national in scope [minimum posting period = 10 working days]

List all applicable search strategies to be utilized in conducting the search. See Recruitment Policy #116 in the Classified Staff Policy Manual at the HR web site: http://www.hr.arizona.edu/09_rel/policies/pp116.php to determine the advertising requirements for your position. Positions that have Affirmative Action Plan goals associated with them require broader outreach than those with no such goals. Additionally, requirements are different for Internal, Local, and Standard searches. In particular, list web sites, listserves, and/or publications that you intend to use to communicate your job opening.

Search Committee Chair/Membership. Enter the name, gender, and ethnicity of the interviewer. Also enter the names, genders, and ethnicities of any other people on the search team. Strive for diversity in the makeup of your search committee.

Posting Specific Questions

Listing questions is optional; limit the number of questions to no more than 10.

Points

You may assign points to answers that can be used to rank applicants.

Guest User

You may assign a guest user to someone, such as members of the search committee, if they will need to see applicant materials.

Notes/History

A history of the job posting is provided here. You may also add any pertinent notes in this area.

STEP 3: Process and Obtain College Approval on Your Requisition

Once you have completed the above, if you select "Continue to Next Page", you will see a screen titled, "View Requisition Summary", where you may elect one of several options. If you want to keep the posting, be sure to click on "Save w/o submit", and "Continue." If you're ready to submit it to the next level (someone else in your department, or to CALS Admin Svcs, depending on how you set up your approval hierarchy), click on "Ready for Dept Reviews & Final Dept Approval", and "Continue". You will see a screen giving you the option to "Confirm" or "Go Back". Clicking "Confirm" will submit your Requisition to CALS Admin Svcs. Career Track is totally electronic, so don't send any hard copy of what you submit on line. Of course, you may print a copy for your own records. If needed, you may "Go Back" and "Cancel" your Requisition anytime before you "Confirm" the submission.

Once you have submitted your Requisition, Career Track will automatically assign a job number to your recruiting effort. This number is used to link the recruitment and hiring documents, and to gather and track Affirmative Action statistics about your recruiting process. Be sure to use this job number on all subsequent forms and memos regarding this recruitment effort. However, don't confuse this number with the position control number (PCN) or the job title code.

Even if you've already confirmed the submission of a Requisition, it may be cancelled. Contact HR to remove it and advise CALS Admin that you are doing so. If the job has already been posted, you also need to follow the steps in Career Track to cancel the position and to advise any applicants of the cancellation.

Remember, CALS requires that you get College-level approval on your Requisition before you begin recruitment for ANY staff position. After you confirm the submission, CALS Admin Svcs will review your Requisition and either approve it or send it back to you for modifications.

Note: Advertisements or job announcements that you intend to use do not need to be routed through CALS Admin Svcs but MUST be approved by HR before you place or post them. However, note that HR will not approve your ad for posting until they have received approval on the Requisition from CALS Admin Svcs. See STEP 4 for more about advertising requirements.

STEP 4: Work Out Your Recruitment Plan and Advertising Requirements With HR

Once HR has received your Requisition electronically from CALS Admin Svcs, they will post it on line and will send a confirmation email to whomever is designated in your department to receive the notice. Also check Career Track on either the employer side at http://www.uacareertrack.com/hr or the on applicant side at http://www.uacareertrack.com to ensure that your job has been posted correctly. If necessary, HR will contact the hiring unit if there are details of the recruiting process that need to be worked out.

Here are a number of issues regarding the recruitment process you may need to discuss with HR:

Finalizing application materials. HR can assist you in determining exactly what materials you want to receive from candidates (resume, UofA employment application, resume and application, letters of reference, etc). This is an important consideration, because once you decide, you should specify this in all job announcements and advertisements, and then review ONLY the specified materials in making your decision.

Advertising requirements. HR requires that your ads and job postings be pre-approved by them. Advertisements and/or job postings should specify a pay range from the minimum of the pay grade up to the lesser of the pay grade midpoint or dollars available. Precise rates of pay should not be specified in a job posting unless the pay grade minimum is all the money you have available for the position. A pay rate should be determined only after a candidate is identified and approved at the College level prior to making an offer of employment.

You can fax or email your ad to HR. As a convenience, HR can place ads for your department in these three publications: Arizona Daily Star, Arizona Republic, and Higher Ed Jobs on Line. Simply click on these boxes when you create your Requisition. In this case, you don't need to fax or email the ad; HR will get the required information from the Requisition. Of course, the department is still responsible for payment of the ad.

HR will inform you of the minimal advertising requirements for your position. These are based upon affirmative action goals, employment category, and type of search. However, you may choose to advertise more widely to attract a broader applicant pool. Some advertisements or postings will be placed by HR (as stated above), and others will be the unit's responsibility, so be sure to clarify with HR what they will do and what you need to do. For "local" and "standard" searches, remote units must always post job openings with the local DES office, regardless of the type of position. You may place this ad yourself, or request that HR do it for you. (It may be faster to do it yourself.)

In general, jobs will be posted within 24 hours of HR receiving the Requisition. Job announcements that need to be placed in newspapers or other publications may require more lead time due to advertising deadlines.

If this is a re-posting of a position, be sure to tell the CALS HR representative to remove the previous job posting from the HR Jobs-on-Line site (reference the prior recruitment job number).

Skills Testing. Units may elect to have applicants tested for specific skills (for example, typing levels), but must apply tests uniformly (for example, if you test one finalist, you must test all finalists), and must ALWAYS get approval for any test in advance from HR.

Special Circumstances. A unit that anticipates hiring many individuals with the same job title throughout the year (such as farm attendants) may conduct a local or standard search with a posting period that has a specific start date and an end date reflecting open until filled, but which lasts less than 12 months. During that time, all applicants in the pool at any given time must be considered for every opening with that job title. However, at the end of the posting period, the search must be closed, records kept by the unit for 3 years, and all applicants notified that they are no longer being considered. Consult the CALS HR representative for assistance in using this option.

STEP 5. Collect Application Materials

Note: Units should NOT accept unsolicited application materials (resumes, CVs, applications). In fact, you should return them with a note that states "The University of Arizona does not accept unsolicited applications. No employment decision was made on the materials you provided."

On-line application materials are collected and reviewed by the hiring unit. Your unit will prescreen the materials to determine that applicants meet the minimum qualifications for the position; and you will additionally screen for your preferred qualifications. HR no longer collects any application materials and no longer prescreens applicants. If you have any questions about whether or not an applicant meets those requirements, contact our College's HR representative for assistance.

STEP 6: Interview Candidates and Make a Tentative Selection

Make sure candidates understand whether the position is benefits-eligible or non-benefits-eligible; and whether it's exempt or non-exempt under the Fair Labor Standards Act (FLSA); and what those terms mean, especially with the new federal FLSA regulations. For information on FLSA, go to http://www.hr.arizona.edu/04_cb/comp/flsa/flsaResources.php.

Note: Additional explanation may be needed if a position falls under the special Ag Exempt category (directly engaged in agriculture or farm production work).

As part of your screening process, be sure to determine whether a candidate may already be employed at the University and whether they intend to keep that job, because there may be employee benefits issues. If this case arises, contact CALS Admin Svcs.

You are required to obtain approvals from the College before you make an offer of a job or any amount of pay, so it is important that you don't make promises during the interview stage that you can't keep. The fact that you have written a position into a grant proposal budget at a specific dollar amount does not guarantee that you may hire at that level. Rates of pay are decided based on qualifications, experience, and equity factors. You MAY indicate to an individual that you WANT to hire them, and that you will RECOMMEND a salary of $xx,xxx or an hourly wage of $xx.xxx, but you MUST also indicate that you must submit paperwork and obtain approvals (STEPS 7 and 8) before you have the authority to formally make an offer or allow them to begin working. It is College policy that you may not make an offer of employment or allow a new employee to begin work until you have College level approval. CALS Admin Svcs will complete the Checklist and fax it to you. Only after you have received this form may you make a firm offer to a candidate. Under certain circumstances, when time is of the essence, our office will call you with the approval, instead of faxing it.

Currently, offer letters are not required for hiring of classified staff employees, but it is an option your department may choose. If you do an offer letter, it must be approved by CALS Admin Svcs before you give the final version to the candidate. You may, however, show the person a copy of letter clearly marked as "DRAFT" and explain to them that further approvals are needed before you can make a firm offer. Once our office has approved the letter, we will fax it back to you along with the Checklist.

If you decide on a candidate who already works at the Uof A, that person may have a balance of accrued vacation at the time that they change jobs. Subject to a few exceptions, and unless other arrangements are made, employees carry existing balances of vacation and sick leave with them when they change jobs within the University. If accepting that balance is a problem for the hiring department (which is usually not the case except for some grant-funded positions), the issue should be addressed BEFORE an employment offer is made, and expectations should be put IN WRITING to the candidate so that there is no misunderstanding at a later date. (For example, "because this position is grant-funded, we do not have a mechanism to pay for prior accrued vacation, and we are therefore unable to accept transfer of your accrued vacation balances. Please make arrangements with your current department to use all accumulated leave prior to your start date in our department".)

STEP 7: Fill out the Hiring/Appointment Form (HAF)

For non-competitive promotion or lateral transfer of an existing employee, HR allows hiring units to substitute a PAF and 2 PCFs for the HAF under the Non-Competitive Selection Policy #117, found on the HR website at http://www.hr.arizona.edu/09_rel/policies/pp117.php . If you choose this option, submit a PAF and 2 PCFs (one to end funding in the current position, and another "doctored up" one to initiate funding in the new position). Then proceed to STEP 8: Obtain Approvals to Make an Offer.

The HAF is in the Hire/Appointment Forms section of the Forms page on the HR web site at http://www.hr.arizona.edu/forms.php. There are two versions, one used for competitive hires, and one for non-competitive hires. Most of the information for the two forms is the same; the only real difference is a special section for non-competitive selection categories.

In the upper right corner of the form, enter the Job Number that was assigned to your recruitment effort. Leave this box blank if you did not recruit per the Non-Competitive Selection Policy #117.

First Section: Employee Categories

Check the appropriate box for the applicable staff employment category. (Note: ETE positions require a signed ETE agreement.)

Check "fiscal" if the individual will work year-round on the July 1 to June 30 fiscal year calendar, or "academic" if the individual will work the 44 week academic year (see the Academic Staff Enrollment Form found on the Systems Control website at http://w3.arizona.edu/~syscon/docs/acdstf.doc).

Check the appropriate box under "Benefits Eligibility".

If the individual will work on a flex schedule, check "Flex-Year Position" and circle the appropriate number (see the Flexible Year Positions Policy #104 at http://www.hr.arizona.edu/09_rel/policies/pp104.php ) and indicate the type of flex schedule desired (1,2,3 or 4, based upon the number of non-work pay periods). Check "Add'l" if this individual has another position at the University of Arizona, and ignore "Multi-year". Note: Both "academic year staff" and "flex" positions require signed enrollment agreements which can be found at the Systems Control web site (see above).

For a non-competitive selection, check the appropriate category of employment. Note that not all apply to Classified Staff positions. For an explanation of each category, go to http://www.hr.arizona.edu/09_rel/policies/pp117var.php. Be sure to also attach your supporting rationale memo for non-competitive selection.

Second Section: Employee Information

Enter the name of the individual to be hired (last, first, and middle initial). Do not use nicknames.

Indicate the employee identification number (EID) if one has already been assigned to the individual to be hired. If not, leave this field blank and one will be assigned. Keep in mind that once a person has worked for the University they will have a permanent EID assigned to them, and that number should be used for all subsequent hirings. It is a very good idea to check Screen 30 on PSOS before hiring someone to be ascertain their status.

For salaried employees, enter the annualized salary, which is what the annual salary is at 1.00 FTE, even if you are hiring at less than 1.00 FTE. For wage employees, enter the hourly rate. The U of A uses hourly rates that are rounded to 3 decimal places (examples: $9.076 or $8.720). Note: if an employee is being hired as regular and the hours worked per week won't usually vary, indicate an annualized salary. All other hires should be indicated as wages.

Enter the hiring full time equivalent (FTE). In general, calculate FTE by using the number of work hours per week divided by 40. For employees who routinely work more than 40 hours per week, the FTE is 1.00.

Indicate the first day the employee is scheduled to begin work in the "Start Date" field. The employee cannot begin work until you receive the faxed Checklist from CALS Admin Svcs, so set the start date far enough in the future to allow time for paperwork to be processed. Enter the employee's end date, or the last date of the current fiscal year, whichever comes first, in the End Date field. (Note: If the position is funded on non-budgeted funds, and we're almost at the end of the current fiscal year (usually mid-May), you may show an end date into the next fiscal year as long as you don't show funding beyond the end date of the account, or the end of the next fiscal year, whichever comes sooner.)

Enter the primary position title, and record the job code for that title. Job codes can be found in the Classified Staff Alphabetical List of Titles document in the Compensation Tools section of the Compensation & Pay area on the HR website at http://www.hr.arizona.edu/06_jcl/titlesall.pdf . If there is a concurrent title, record it next.

Enter the hiring department name, department number, and college name ("CALS" is okay) in the spaces provided. Enter the building and room number (for on-campus units), P.O. Box and phone number of the individual to be hired.

Check the Exempt or Non-exempt box. This is a very important item, due to the recent FLSA changes. For information on FSLA, go to http://www.hr.arizona.edu/04_cb/comp/flsa/flsaResources.php.

Check the next box if the employee will be working with animals or animal by-products.

Third Section: Tenure/Continuing Service Information

This section is not applicable to staff positions.

Fourth Section: Position/Budget Information

For each different account number on which the individual will be paid, indicate the position control number (PCN), funding department name, funding department number, budget line number (for salaried positions only), account number, amount to be paid from the start date to the end date (from second section), payroll roster distribution percentage, and object code.

If the position is new, you can leave the PCN field blank, and Systems Control will assign a number. All payroll roster distribution percentages for a given position must be whole numbers and add up to 100%.

Fifth Section: Department Information

Insert the name and departmental information for the preparer of the form.

In the "Department Approval" space, have the form signed and dated by an authorized departmental signer. Note: for pay raises and equity issues, your department head must either sign the HAF or must sign the supporting paperwork, such as a justification letter.

STEP 8: Obtain Approvals to Make an Offer

Send the following documents to CALS Admin Svcs:

Completed Hiring and Appointment Form (You may elect to substitute a PAF and 2 PCFs for existing employees in the case of non-competitive Promotions or Lateral Transfers)

Rationale for non-competitive selection, if you did NOT recruit competitively

Justification of salary/wage level (required if the suggested pay rate is above the midpoint of the pay grade or raises equity issues with current CALS employees within your department)

Signed application and/or resume of the individual you are proposing to hire

Most recent PAF and PCF to end the employee, if they are already working at the UofA but will end that position to begin work in your department. If you are unable to obtain the PAF/PCF from the former department, ask them to send it separately to Systems Control.

Request for Budget Change, if temporary or permanent budgeted dollars will be added to, or subtracted from, any budget line. Permanent dollars and FTE in a budget line must exactly match the dollars required for the position.

In time sensitive cases, you may be permitted to fax the HAF to our office along with the candidate's application and/or resume (and position description in the case of a non-competitive hire). We expect that this special type of processing will be the exception rather than the rule.

Extended Temporary Employment (ETE) letter, for ETE positions only. This is available in the Other Employment Forms section of the Forms page on the HR web site at http://www.hr.arizona.edu/forms.php.

Enrollment agreement for academic year staff or flex positions

Note: The first two forms below are required for employees that are changing from a student group position to a classified staff position. All three of them are required for individuals who are new to the University (not active in PSOS). They are available in the New Employee Packet Forms section of the Forms page on the HR web site: http://www.hr.arizona.edu/forms.php#new:

Notification of Policies
Benefits and Retirement Agreement
Employee Information Form

I-9 form (Employment Eligibility Verification Form). The employee must fill out, sign, and date Section1 of the form ON or BEFORE their start date. Additionally, the unit representative must fill out Section 2 AFTER the new employee signs Section 1, and the completed I-9 form must be reviewed by CALS Admin Svcs before the new employee may begin working for the University. Photocopies of witnessed original documents must be included. Be sure to enter the employee's start date (as entered on the HAF) in the "Certification" section, even if the I-9 was completed beforehand. (Note that while I-9 regulations give the unit representative 72 hours from the employee's start date to complete their portion of the paperwork, we have had so many problems with I-9s being filled out improperly and requiring alteration of the start date as a fix, that we require the I-9 to be fully completed, reviewed, and approved prior to the employee beginning work.).

State of Arizona Employee Loyalty Oath

W-4 and A4 Forms. Due to new rules, W-4 (Employee's Withholding Allowance Certificate-federal) and A-4 (Employee's Withholding Allowance Certificate-state) must be completed separately on line. Once your new employee has an EID, they may do this via Employee Resources, Employee Link at http://www.hr.arizona.edu/empresources.php.

Self-Identification Sheets. There are 2 Self-Identification Sheets that need to be given to the new employee--one for Race/Ethnicity and Sex, and another for Veteran Status and Disability. Most people will fill out these forms without question; however, these forms are optional, so you should not press the issue. Additionally, employees may elect to mail the completed forms themselves to Systems Control. Note: these 2 forms may be sent together with the rest of the hiring packet or may be sent directly to Systems Control.

CALS Administrative Services will verify position funding issues and completeness of materials, and will combine this paperwork with any hiring materials previously submitted. Additionally, proposed rates of pay are reviewed for equity within the hiring unit and throughout the College. Once CALS Admin Svcs has given approval, a copy of the Checklist will be returned by FAX to the hiring department with authorization to make an employment offer, with any required changes noted. No offer of employment may be made until this authorization has been received from CALS Admin Svcs.

Paperwork will be then be forwarded to HR, who will in turn send it to Systems Control for assignment of a Position Control Number (if it's a new position), and entry into PSOS.

In ALL cases, individuals may not begin working for the University until the hiring unit has received notification (either by fax of the Checklist, or by phone) from CALS Admin Svcs that the hiring packet has been reviewed. If, for any reason, paperwork is not fully approved prior to the start date indicated on the hiring form, the new employee MUST complete that paperwork as the very first order of business on their first work day. An employee is not authorized to work without a complete and accurate I-9. If you would like, before you mail the I-9 form, you can fax it and copies of the supporting documents to us and we will can verify its accuracy.

STEP 9: Inform Benefits-Eligible Employees of Procedures/Deadlines for Benefits and Retirement Enrollment

For local units, hiring departments should register new employees for a New Employee Orientation session as soon as Systems Control assigns an EID, and within the first week of employment, by calling the benefits office at 621-3662. A one hour "Understanding Your Benefits" session is offered in conjunction with the New Employee Orientation. The sessions are designed to assist employees who need additional assistance with their benefits enrollment activities.

For remote units, we recognize that it is not always possible for new employees to come to campus for New Employee Orientation, although it is encouraged. The University benefits orientation program is offered on-line at www.hr.arizona.edu/04_cb/benefits/select_enroll/online_or.php. Prior to reviewing the orientation program, employees are encouraged to carefully review the Benefits Packet they will receive from their home department to help familiarize them with the variety of benefits programs and plans available to benefits-eligible employees. Packets will be mailed automatically from the benefits office to the departmental payroll representative. If you do not receive a packet for a new benefits eligible employee within 5 to 10 days, please call benefits at 621-3662. After reviewing the on-line orientation program, they will be given instructions for on-line benefits enrollment. They will need to have a NET I.D. and also their EID and benefits PIN number to access the on-line enrollment system. PIN numbers are automatically generated by hiring paperwork and are mailed to the employee's home address.

In all cases, benefits-eligible employees have a maximum of 30 days to sign up for insurance benefits, after which time they must wait for the next University-wide open enrollment period (which only happens once a year). As long as they fill out their paperwork within that 30 day period, their insurance coverage is effective on the first day of the month following their benefits enrollment date. For example, a person hired on November 20 has until November 30 to turn in their enrollment paperwork, for their effective date of coverage to be December 1. There is no longer any retroactive coverage.

Both the benefits enrollment and retirement sign up forms are included in the packet available at New Employee Orientation, or by request to the Benefits Office, at 621-3662.

Note: It is important that your new employees understand matters relating to retirement deductions and where their position will fall under the rules. The Benefits and Retirement Agreement form available at http://www.hr.arizona.edu/forms.php contains useful information.

STEP 10: Close Out the Hiring Process

After a candidate has been selected and approvals obtained, you'll need to close out the recruiting process through Career Track. To do so, log in and select View Active. Then click on View (under Position Title). Under Status, click on Change Status, and then choose the appropriate reason for both the chosen candidate(s) and the non-chosen candidate(s). Click on Continue to Confirm Page, then Save Status Changes. Note that if you request that an email be sent to non-selected candidates, you no longer need to write a letter to them.

Once you have done this, go back to the View Posting Summary and you'll see that the Fill radio button is already preselected. Click on Continue and then Confirm.

To check that your position has been closed properly, choose View Historical to see that the Posting Status now says Filled.

All paperwork related to the recruitment of classified staff positions (forms, copies of ads and job postings, notes of individuals involved in the search, applicant files, screening records, copies of letters sent, etc) must be retained within the hiring unit for 3 years.

QUICK REFERENCE - HIRING STAFF IN CALS

To obtain approval to recruit, submit electronically:
    (1) On-line Requisition via Career Track (this step not necessary for non-competitive selections)

To obtain approval to place ads or job postings, (this step not necessary for non-competitive selections):
    (1) Email or fax to Lois in HR at longob@email.arizona.edu or 626-5066

To obtain approval to make an offer of employment, send the following to CALS Admin Svcs:
    (1) HAF (may substitute PAF/PCFs for non-competitive Promotion or Lateral Transfer)
    (2) If hiring an existing employee, PAF/PCF to terminate them in their current position
    (3) Rationale for non-competitive recruitment, if non-competitive selection
    (4) Job description, if non-competitive selection
    (5) Justification of salary/wage level, if needed
    (6) Candidate's signed application or resume
    (7) Request for Budget Change, if needed
    (8) DS 2019 Request form, if needed
    (9) Signed Extended Temporary Employment (ETE) letter, for ETE positions only
    (10) Signed enrollment agreement, for academic year staff or flex positions
    (11) University of Arizona Employee Information form
    (12) Notification of Policies
    (13) Benefits and Retirement Agreement
    (14) I-9 form
    (15) State of Arizona Loyalty Oath
    (16) Two Optional Self-Identification forms for Race/Ethnicity/Sex and Veteran Status/ Disability (may be sent separately to Systems Control)

To satisfy records retention requirements, retain the following recruitment records for 3 years:
    (1) Application and/or resume of all candidates not hired
    (2) Any letters of recommendation or reference
    (3) Copies of any correspondence to/from applicants
    (4) Copy of HAF
    (5) Search committee notes and records pertaining to the selection process, interviews, reference checks, etc.
    (6) Copies of approved and published advertisements, including web postings

RESOURCES/REFERENCES

To view a copy of the CALS Checklist for Hiring of Classified Staff Employees, go to CALS Checklist

CALS Admin Svcs, Operations - Margo Santucci, 621-7202, santucci@ag.arizona.edu

CALS Admin Svcs, Operations - Diana Froehlich, 621-9420, froehlch@ag.arizona.edu

Benefits Information 621-3662, benefits@email.arizona.edu