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SECTION: Human Resources
SUBJECT: Employment Hiring Process – Selection of Candidate Process Documentation
APPLIES TO: All Regular Staff Members (Excludes Temporary Employees)
Selection of Candidate Process Overview
The objective of the selection of candidate process is to review candidates’ experience and qualifications, against
the posting’s qualifications and expectations and select the most qualified candidate for the position. This
process also serves in documenting the record of decision making process.
Selection of Candidate Process
Activity
Responsibility
Reference/Comments
If the position is a bargained-for position, refer
to the appropriate contract for process
activities.
For information on Unions and
Contracts: http://www.hr.umich.
edu/staffhr/unions.html.
If the position is a Regent-approved position,
refer to the Regents Bylaws and Regents
Communication Manual for process activities.
Regents Bylaws can be found at:
http://www.regents.umich.edu/by
laws/.
Regents Communication Manual
can be found at: http://www.hr.
umich.edu/acadhr/manual/index.
html.
Identify qualified candidates by working with
the candidate pool in eRecruit.
FBS Client
SPG 201.22, Recruitment and
Employment
For information on how to work
with the candidate pool,
including running the Applicant
Summary Report, running
screening on applicant pool,
viewing candidates, viewing
resumes, viewing responses to
pre-screening questions, and
emailing and printing resumes,
MY LINC
. In the Catalog
Search box, type “eRecruit” and
start the item called
eRecruit:
User Resources.
Review RIF candidates listed on the Manage
Applicants page in eRecruit, or on the
Applicant Summary Report, to determine if
candidates are qualified. “Qualified” means the
employee is believed to be competent to
perform the full range of duties as described in
the position posting. It is not appropriate to
eliminate a RIF candidate from consideration
for a vacancy based on his/her current salary or
the perception of being over-qualified.
FBS Client
SPG 201.72 Reduction in Force
Staff members affected by layoff
may be transferred to a position
after the position is posted but
prior to considering non-RIF
bidders.
Department resources concerning
Reduction-in-Force can be
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accessed at http://www.hr.umich.
edu/empserv/department/rif.html
Review disability placement candidates made
known to the unit via contact from HR, to
determine if qualified, consistent with
applicable SPG policies and procedures.
FBS Client
SPG 201.84 EEO Affirmative
Action Policy for Individuals
with Disabilities
Also see question #15 in the
PeoplePay Q&A: https://people
pay.umich.edu/faq.php?q=15#15
Also, definition is available on
summary of earnings code (row
37) http://www.finance.umich.
edu/finops/payroll/forms/earning
scodedefinitions.
Identify potentially strong candidates by
reviewing resumes and cover letters.
For job postings with numerous bids, use the
screening feature in eRecruit. (Screening is
optional and questions must be added to the job
opening before it is posted.) Note that the
screening questions allow you to use the search
feature to narrow the candidate pool by
matching keywords from screening questions
against the candidates’ resumes and cover
letters.
For candidates who have a restricted code
noted on the Applicant Summary Report
(available in eRecruit or acquired through
FBS), determine if notation in the restricted
table is relevant to the posted position.
FBS Client
For information on using search
techniques to identify potentially
strong candidates among the job
bids and on viewing the restricted
table, MY LINC. In the Catalog
Search box, type “eRecruit” and
start the item called
eRecruit:
User Resources.
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For postings containing an affirmative action
goal, hiring team will receive a notifying email
prompting you to run the Applicant Summary
Report in eRecruit and review the diversity of
the applicant pool. The goal is used to signal
“targets of opportunity” for units to do more
outreach to identify and interview qualified
women, veterans, people who identify with a
disability, and minority applicants for their
positions.
Review applicant pool summary data on the
Applicant Summary Report with the
Affirmative Action Availability data using the
link at the bottom of the Report. This is to
ensure pool resembles availability.
Select appropriate candidate disposition codes
(Hire, Interviewed, Withdrawn, etc.) and notify
SSC via the eForm for seriously considered
candidates. At a minimum, set the disposition
for candidates that have been interviewed.
Keep notes related to the selection process that
can be used if needed to support the hiring
decision.
FBS Client/FBS Client
Hiring Team
Review should be done by
someone other than hiring
manager.
SPG 201.82, EEO/Affirmative
Action Policy
For information on using the
EEO Summary Data report logon
to MY LINC. In the Catalog
Search box, type “eRecruit” and
start the item called
eRecruit:
User Resources.
Applicant Disposition should be
updated to provide a record of
candidates interviewed for the
position, those extended offers,
those rejecting offers, and those
who are ultimately hired are
automatically updated by the
system.
The unit HR officer or someone in the
department not directly involved in the hiring
decision, reviews pool for qualified candidates
and compares results against hiring manger’s
list of potentially strong candidates to ensure
due diligence in non-discrimination in selection
process.
If pool is not diverse or the pool does not
contain qualified candidates, additional
outreach should be done which may include
networking, advertising in publications and
other websites, or extending the posting.
Hiring manager and the person performing this
review should collaborate and reach
understanding of exclusion and/or include
additional candidates as appropriate.
FBS Client
Review should be done by
someone other than hiring
manager.
Tips on recruiting a diverse staff:
http://www.umich.edu/~hraa/emp
serv/department/empsel/diverse.h
tml.
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Interview qualified candidate(s) to determine
best fit for position. Document and file
interview notes in eRecruit or local file.
FBS Client
Guidelines for documenting
interview notes including legal
interview questions and notes:
http://www.hr.umich.edu/empser
v/department/empsel/legalchart.h
tml
Documenting the Interview in
eRecruit: MY LINC. In the
Catalog Search box, type
“eRecruit” and start the item
called eRecruit: User Resources.
Administer tests as appropriate to determine
skills or abilities relevant to the position.
FBS Client
SPG 201.22, Recruitment and
Employment
Select most qualified candidate based on the
results of the selection process.
FBS Client
Additional department approval
may be required.
After selection of preferred candidate(s),
perform professional reference checks.
Document and file reference check notes in
eRecruit or local file.
FBS Client
Making reference checks: MY
LINC. In the Catalog Search box,
type “eRecruit” and start the item
called eRecruit: User Resources.
If applicable, contact the International Center
for assistance in applying for proper
employment related visa status for staff.
FBS Client
SPG 201.18, Employment of
Non-U.S. Citizens
Notify SSC of candidate selected and other
interviewees so that disposition record status
for selected candidate can be changed to “Hire”
and those interviewed changed to
“Interviewed” via the HR eForm.
FBS Client
For information on disposition
status including definitions of
each: MY LINC. In the Catalog
Search box, type “eRecruit” and
start the item called
eRecruit:
User Resources.
For additional training, search
“HRE114”.
Ensure a valid working permit is secured on or
before the first day of work for every minor.
Minors are individuals under the age of 18,
whether in employee or volunteer status, who
have not graduated from high school. The
minimum age for legal employment is fourteen
(14).
FBS Client
SPG 201.20, Employment of
Minors
Discuss all actual and potential conflicts of
interest or commitment with candidate and
obtain disclosure obligations as necessary.
FBS Client
SPG 201.65-1, Conflicts of
Interest and Conflicts of
Commitment
Consult department policy.
If the candidate has a relationship to another
FBS Client
SPG 201.23, Appointment of
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individual employed by the University, ensure
this relationship constitutes neither an
advantage nor a deterrent to appointment by
the University, provided the individual meets
and fulfills the appropriate University
appointment standards.
Relatives or Others with Close
Personal or External Business
Relationships; Procedures to
Assure Equal Opportunity and to
Avoid the Possibility Of
Favoritism (Nepotism)
The University may require security clearance
for its staff members, as a condition of
employment in certain positions. Such
clearance may be necessary for incumbents or
applicants for employment if their work
requires access to information classified by the
Federal Government. The determination of
need for security clearance for specific
positions or projects will be mutually
determined by the University (i.e., University
Human Resources, department of Public
Safety, Occupational Safety and Environmental
Health) and the responsible government
agency.
FBS Client
SPG 201.53, Security Clearance
For permanent term-limited and temporary
employee appointments qualifying as “Full-
Time” under Employer Shared Responsibility
regulations, complete the ESR Eligibility
Certification form and return to Human
Resources at the start of the appointment to
trigger an offer of health care coverage.
FBS Client
Form can be found at
hr.umich.edu/esr-form.
NOTE: For variable hour
temporary employee
appointments, Human Resources
will track hours worked and, if
indicated, trigger offer of health
care coverage at end of
measurement period.
Review unit Continuity of Operations Planning
(COOP) and identify critical services and
critical employees and inform employees of
their critical status designations.
FBS Client
SPG 201.27, Emergency
Reduction in Operations
Both the COOP Template and
the Critical Employee
Designation Letter are available
on the Division of Public Safety
& Security website. The link to
the DPSS Emergency
Management page is DPSS
Emergency Management. Once
there, the user will need to go to
the Resources section on the
left-hand side and click either
“COOP Template” or “Critical
Employee Letter”. Access to
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Other related information:
Key Contacts:
• Additional employment resources for departments can be found on the Recruiting and Employment
Services website at http://hr.umich.edu/empserv/ and My LINC eRecruit: User Resources
.
• Contact your HR Unit Liaison for eRecruit access questions.
• Contact HR Officer for any concerns.
• For University HR assistance contact University HR Rep, or University HR Employment Process
Coordinator.
Related Standard Practice Guides:
• In accordance with SPG 201.24, Employment of Students
, employment of students is encouraged to
support their financial and educational needs, and to provide work experience that will assist them as
they enter the regular workforce. Students will normally be placed into jobs that are seasonal, irregular,
or sporadic and are considered supplementary to the regular workforce.
• In accordance with SPG 201.65-0, Employment Outside the University, University employees may be
employed outside of the University, but the outside employment must not detract from the performance
of the duties and responsibilities of the University position, nor may it create a conflict of interest.
• In accordance with SPG 201.35, Non-Discrimination, the University, in its employment and human
resource policies and practices, will not discriminate against any individual because of race, color,
religion, creed, national origin or ancestry, age, marital status, sexual orientations, gender identity,
gender expression, disability, special disabled veteran and Vietnam-era veteran status, and height or
weight, except as allowed by the need for bona fide occupational qualifications. Reasonable
accommodation will also be provided to persons with disabilities, to disabled veterans, and to
accommodate religious practices.
• In accordance with SPG 201.84 EEO/Affirmative Action Policy for Individuals with Disabilities, the
University will not discriminate in its employment practices against applicants who have a disability.
• In accordance with SPG 201.87 EEO Affirmative Action Policy for Disabled Veterans and Veterans of
the Vietnam Era, the University will not discriminate against any employee or applicant for employment
because he or she is a disabled veteran or veteran of the Vietnam era in regard to any position for which
the employee or applicant for employment is qualified.
• In accordance with SPG 201.46, Personnel Records - Collection, Retention and Release, the collection,
availability and disclosure of the contents of personnel files is governed by regulations established by the
University and applicable laws. The Faculty and Staff Records Office, the Medical Center Staff Records
these documents will require a
valid Kerberos login.
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Office and the custodian of personnel files or records in various departments, schools, colleges or other
University offices are subject to these regulations.
• Refer to
SPG 604.01, Department Record Retention For Business and Financial Records, to
determine the proper record retention period relating to the job posting process.
Record of Revisions:
Date of Issue
Description of Change
Page(s)
Affected
7/11/2007 Original template created All
11/20/2008 Updated with SPG revisions and corrected links All
6/18/2010
Updates made for FY2010 Certification
(information on eRecruit)
All but 5
12/20/2010
1 minor update made for FY2011 Certification
dealing with checking restricted code
2
11/12/2012
Updated for FY2013 (additional step regarding
assigning disposition status)
2
1/15/15
Disability candidate placement; eRecruit status
clarification
2,5
1/18/16 Updated instructions 3,4,5,6
10/15/2016 Adopted “new” Internal Control template. All
12/2016
Added clarifying language and removed COOP
(added to “Offer Letter” written procedures.
2, 3, 6
09/2017
Modified language for affirmative action goals,
candidate dispositions codes, and added MyLINC
and eRecruit references under Key Contacts
3, 7
08/2018
Added minimum standard for updating dispositions
and link to Recruitment and Employment.
3, 4
Document Owner: Fleming Business Services (FBS) supported departments and FBS
Administrative Owner: FBS