Staff Recruitment Process

Human Resources and Workforce Strategy’s (HR) mission is to recruit exceptionally talented faculty and staff who will advance the mission of the University. We are committed to providing the highest levels of service, efficiency and expertise to our campus customers, and a positive and memorable experience for every job applicant.

This site offers an outline of the process, resources and tools needed to navigate the staff hiring process. The Talent Acquisition team is available to advise department recruitment coordinators, supervisors and search committees on every aspect of the hiring process, including recruitment strategies and special solutions for difficult-to-fill positions. Meet and connect with your Talent Acquisition or Recruiting professional.

Common Talent Acquisition and Compensation Acronyms

6 Stage Process

Before You Begin

Overview:

Look at the Big Picture – Want to avoid losing a new hire and having to refill their position in six months? Want to ensure that top applicants have a positive experience with Boise State University, one that will encourage them to take the time to apply for our jobs again in the future? The answer to both of these questions is ‘yes’!

Start Slowly – We understand. Your position needs to be filled yesterday. The office is short-staffed and morale is taking a hit. These are difficult realities to deal with. However, more often than not, rushing through the hiring process leads to making poor hiring decisions and/or having to re-run the same search 6-12 months from now. We will provide you and your team with the guidance and resources you need so you don’t have to prioritize speed over “doing it right”.

Follow the Pre-Recruitment Flowchart and subsequent next steps to get your recruitment and hiring process off to a great start.

Overall Requirements for Stage 1 – Before You Begin:

Review the Pre-Recruitment Flowchart to understand where you need to begin.
Determine the appropriate Action based on your particular hiring need/situation.
Submit a Position Action Request Form, if applicable (refer to the Pre-Recruitment Flowchart).
Wait for Comp/Class approval before proceeding to Stage 2. If a Position Action Request form is not required, according to the Flowchart mentioned above, proceed to Stage 2.
Supervisor, Department Recruitment Coordinator (DRC), Search Committee, and/or department leads meet to discuss the position’s needs and prioritize the needs of the business as it relates to the position.
If you think you might hire someone who will require a Visa Sponsorship (rare for non-faculty positions), first find out if your vacant position is eligible for a visa-sponsored employee. Submit the Position Eligibility for Visa Sponsorship Form and obtain a Yes/No decision. Some positions are not eligible – better to know now than later.

Role-Specific Responsibilities for Stage 1 – Before You Begin

Role: Department Recruitment Coordinator (DRC)

The DRC is a role designated for a business manager or administrative coordinator within a college/unit department who will act as a single point of contact between the HR Talent Acquisition team and the college/unit department. The DRC is the primary hiring process coordination and support specialist for a department who will work with the search committee chair, supervisor and other department decision-makers to ensure all steps and requirements of the hiring process are completed accurately and promptly.
The DRC is primarily responsible for completing the first few tasks in the above “Overall Requirements” checklist. Usually the DRC will start by either (a) submitting a Position Action Request Form and will work with an analyst on the HR Compensation team to agree on the finalized job description content (title, minimum qualifications, and salary range, etc.), or (b) if a job description has already been approved by HR Compensation, the DRC will proceed with creating a requisition in PageUp (the University’s Applicant Tracking System). If you choose option (b), you will need a position control number (PCN) in order to start the PageUp requisition.

Role: Supervisor and Search Committee Chair

The Supervisor is the final hiring selection decision-maker and starts by selecting a search committee chair, familiarizing the search committee members with the priorities of the position being recruited for, possible recruitment sources and other details.
The Search Committee Chair, often with input from the Supervisor, will select three or more individuals to serve on the search committee for the complete duration of the search.
The Supervisor obtains a copy of the most recent job description or creates a brand new description, and partners with the search committee and DRC to review and approve the content of the job description. Questions about job descriptions can be directed to HR Compensation on their website or via email.

Role: Search Committee

Per policy 7640.4.3(c), all search committee members must complete search committee training prior to reviewing applications or taking part in interviews.
Members of the Search Committee will work with the Supervisor and Search Committee Chair to review and finalize the job description draft. Any questions about job descriptions can be directed to HR Compensation on their website or via email.
Search Committee members should expect to commit their time fully to planning the search and later reviewing applications to determine which applicants to interview, and ultimately, which candidate to hire.

Role: HR Compensation

The HR Compensation Team provides guidance prior to the start of the search process by reviewing an existing description (or helping create a brand new one) to ensure the correct classification, minimum qualifications and salary range. They are available for consultation at any time throughout this stage.
The HR Compensation Team is the recipient of the Position Action Request form, and they work with the Supervisor, Search Committee Chair and the DRC approve the job description and assign a PCN.

Initiating Other Types of Employee Hires

Recruitment and hiring for all benefit-eligible positions (temporary or regular) are handled by the HR Talent Acquisition team. If you are looking to hire other types of employees, please visit the BroncoHub Training Portal page for information and instructions.

Tools, Links & Resources:

Strategy

Overview:

After completing the pre-recruitment steps in Stage 1, it’s time to create a recruitment strategy. This phase of the search will require some critical thinking and planning by the Supervisor, Department Recruiting Coordinator (DRC) and Search Committee Chair to prepare the job post and set the search up for success.

Take a look at the Hiring Strategy Blueprint to find out what steps need to be considered when creating a successful strategy. Once the strategy is in place, the roles and responsibilities can be assigned.

Overall Requirements for Stage 2 – Strategy:

Search Committee completes search committee training.
The DRC and the Search Committee/Chair consider hiring strategies for the position. The assigned Talent Acquisition Specialist is available for consultation before, during and after the recruitment and hiring process.
The DRC creates a requisition in PageUp, and initiates the requisition approval workflow.
The Talent Acquisition Specialist reviews the requisition and creates a draft of the job posting content. The Talent Acquisition Specialist will then share that draft with the DRC (and the DRC shares with the Search Committee Chair) to ensure the accuracy of the duties and qualifications in the job posting.
Once the job posting content is approved, the Talent Acquisition Specialist will post the position on Boise State Careers for the requested duration of time.
Our positions are all posted to LinkedIn, HigherEdJobs, and a number of other sites. Your Talent Acquisition Specialist can also post the position on their LinkedIn account.Ask your department colleagues and division/college communication specialists to repost any online postings to further aid in recruitment.

A Few Differences Between Classified and Professional Hiring – Review this table to understand requirements between classified and professional position recruitment. This compares job posting and closing dates, whether salary should be included in the posting, which jobs allow remote work or visa sponsorship, when screening questions are allowed, when applications are available and when interviews must be offered.

Role-Specific Responsibilities for Stage 2 – Strategy

Role: Department Recruitment Coordinator (DRC)

Gathers PCN (Position Control Number), funding source account string, the maximum budgeted salary amount, desired employee start date, desired number of weekly hours to be worked, number of months worked (9,10,11 or 12), and search committee member names. Include all of this information in the PageUp requisition.
Partners with the Talent Acquisition Specialist (HR) and the search committee to review the job posting content and optimize the language for marketing purposes.
Reviews and verifies that the job posting content meets their expectations once it is posted, and communicates any issues or questions to a Talent Acquisition Specialist for resolution.

Role: Supervisor

Approves PageUp requisitions when prompted by an automated email notification (automated approval workflow) sent from the PageUp system so that the posting can be prepared and posted.
Stays in contact with the DRC and the search committee members to ensure that everyone is informed and up-to-date throughout the recruitment and hiring process.
Partners with the Talent Acquisition Specialist (HR) and the DRC to review the job posting content and optimize the language for marketing purposes.
Two weeks prior to the posting close date, blocks out times on search committee calendars for candidate review discussions and interviews.

Role: Search Committee

Completes Search Committee Training BEFORE reviewing any applications or participating in interviews.
Meets to discuss current and upcoming committee responsibilities and review instructions on how to view applications in PageUp.

Role: Talent Acquisition Specialist

Upon DRC requisition submission, reviews and/or revises information in requisition, including job posting content and all other fields in the requisition.
Partners with the DRC and the search committee chair to review the job posting content and optimize the language for marketing purposes.
Approves Requisition in PageUp and works with the DRC and/or search committee chair to finalize the job posting content.
Posts job announcement to online sources such as Boise State University’s Careers web page, job boards or other websites that help attract qualified individuals.

Tools, Links & Resources:

Applicant Review

Overview:

The review of applications for professional positions can begin at a predetermined date or time – discuss this with your Talent Acquisition Specialist. Applications for classified positions cannot begin until the job posting has closed, which is traditionally when most application review processes begin.

Terminology Tip: Applicant vs Candidate: “Applicants” are anyone who has submitted an application for the position. “Candidates” are applicants who have either been selected for additional review (they made it through the first screening), or selected for an interview.

Overall Requirements for Stage 3 – Applicant Review:

Before reviewing applications, the Search Committee will need to create and use applicant/candidate evaluation tools (sample rubric) and agree on a set of ranking criteria that aligns with the position’s responsibilities and minimum/preferred qualifications.
The Search Committee can begin evaluating applications as they come in, but must wait until the position closes, if the position is Classified.
The Search Committee will decide which applicants they would like to interview. At this point, they can identify applicants who will not be interviewed or considered further, and notify the DRC (Department Recruitment Coordinator) so that those applicants’ statuses can be updated in PageUp. Statuses then dictate which types of communications are sent to applicants (i.e., rejection notifications).

Key Recommendations & Options

Use Applicant/Candidate Evaluation Tools:

If the committee did not create an evaluation tool in the early stage of the recruitment process, start by defining which applicant/candidate evaluation criteria will be used to determine an applicant or candidate’s suitability for the position.

Applicant/Candidate evaluation tools (sample rubric) help ensure that the requirements you use to make your screening decisions are consistently applied to every applicant or candidate. For example, if a position requires a certain job qualification or type of work experience, this requirement standard should be used when evaluating every single applicant or candidate. You can create your own rating/ranking system for how to distinguish between lesser qualified individuals and those you want to interview (or hire). This applicant evaluation work can also be completed in PageUp where each committee member can view application materials, file notes, and make notes or assign a basic score.

An evaluation tool can range from a basic rubric-based scoring sheet, to a more complex and customized scoring spreadsheet. How applicants are evaluated is a committee decision, but the methods for evaluation need to be clear, measurable, documented for decision-making and consistently applied to all applicants and candidates by all members of the committee.

Auto-Screening

The PageUp system automatically screens any application where the applicant has indicated that they do not meet the minimum qualifications of the position. Only applicants who indicate in their application that they meet the minimum qualifications will be accessible to you.

Reviewing Applicants in PageUp

To review applicants in PageUp, search committee members can follow the Review Candidates job aid. When reviewing a list of applicants in PageUp, you’ll notice icons (or flags) that indicate a particular attribute about an applicant. This PageUp Flag chart explains what each of those mean and some flags indicate that a certain applicant must be interviewed.

Reviewing All Applications in a Single PDF Document

If the search committee would prefer to review all applications in a single PDF document, the Department Recruitment Coordinator (DRC) can follow the Bulk Compile and Send job aid.

Retain All Rating Tools and Applicant Evaluation Materials

Please retain all notes and materials that are generated during the applicant review and interviewing processes. The DRC will coordinate the gathering and sending of these materials to the Talent Acquisition Specialist, or they will upload the materials to the PageUp requisition at the conclusion of the hiring process. We are required to keep these materials in confidential storage for three years.

Notifying Applicants That They Won’t Be Further Considered

It’s important to let our valued applicants know as early as possible if their application will not be considered further due to other applicants being more qualified. The DRC can easily initiate these notifications in PageUp using the steps outlined in Moving Applicants to a Final Stage job aid.

Role-Specific Responsibilities for Stage 3 – Applicant Review

Role: Department Recruitment Coordinator (DRC)

Assist Search Committee, as needed, with creating and managing applicant/candidate evaluation tools and criteria.
Send Search Committee members instructions on how to begin reviewing applications.
Update the application statuses of applicants in PageUp to statuses such as “Search Committee Review Unsuccessful” or “To be Interviewed”, etc.
Though it is rarely done for non-faculty positions, if your department is open to filling the position with someone who will require visa sponsorship, then submit a Position Eligibility for Visa Sponsorship form to see if the position is eligible to be filled by a visa-sponsored employee. Some positions are ineligible.

Role: Supervisor

Assist the search committee with creating or providing input on applicant/candidate evaluation tools and criteria.
Review applications and help select candidates to interview as part of the committee.

Role: Search Committee Chair & Members

Create and use applicant/candidate evaluation tools and consistent rating/ranking criteria.
Review applications and work to identify and select candidates to interview.
Alert the DRC as to which candidates will be interviewed.

Role: Talent Acquisition Specialist

Assist the DRC and Search Committee with creating/using evaluation tools and a set of rating/ranking evaluation criteria.
Assist with applicant/candidate review and PageUp functions, including changing applicants’ status.

Tools & Resources:

PageUp Actions for Department Recruitment Coordinators (DRC’s)

Interviews

Overview:

Once the search committee reaches a consensus on which applicants to invite for an initial interview, the Department Recruitment Coordinator (DRC) will need to change the application statuses for these individuals to a “To be Interviewed” status in PageUp. This will enable Talent Acquisition to review the pool of interview candidates. After these candidates have been moved to a ‘To be Interviewed’ status, the DRC may begin coordinating the scheduling of interviews.

The Talent Acquisition Specialist will reach out with any necessary guidance concerning applicants who have Veteran’s Preference, Layoff Rights (Classified positions only), Visa Sponsorship needs, or requirements for working remotely. If the position is remote-eligible, HR and the General Counsel’s office will need to review the list of to-be-interviewed candidates to ensure the committee is informed about any limitations and costs of hiring candidates who will be working from other locations, especially outside of the state of Idaho.

If there are applicants that the search committee has reviewed, but will not be interviewing, the DRC must move those applicants to a final application status of “Search Committee Review – Unsuccessful”.

Overall Requirements for Stage 4 – Interviewing:

The Search Committee selects which applicants they would like to interview.
The Search Committee Chair creates interviewing events in PageUp or schedules interviews outside of PageUp.
The Search Committee conducts interviews, as scheduled.

Preparing for and Conducting a Successful Interview Process:

Search Committee Mindset

During the interview stage, search committee members must keep in mind that they are responsible for serving two very important purposes:

Determining whether a candidate is a good fit for the position. Do they meet the required qualifications and does their knowledge, skills and experience position them for success in the role?
Determining whether a candidate is a good organizational fit for Boise State. Do their career goals and professional values match up well with those of the department and the University?

Focusing on these simple concepts from start to finish will greatly increase the odds of hiring and retaining the best possible person for the position.

Develop Interview Questions

Prohibited Questions: Per state law (SB1274), state agencies are prohibited from asking any interview questions that inquire about a candidate’s “views on, experiences with, or contributions to diversity, equity, and inclusion”. The law also prohibits requesting written diversity statements during the application process. If you have questions about this please contact your Talent Acquisition Specialist.
As a committee, write up a set of interview questions that will evaluate the right skills and attributes. Questions should reflect what was posted in the job description, as well as the criteria you’ll use to evaluate the employee’s performance in the future.
Refer to Boise State’s Guide to Interview Questions. Write interview questions that are positively worded and directly align with the specific competencies or behaviors you want to evaluate. If you need help crafting effective interview questions, ask your Talent Acquisition Specialist to review your questions and suggest revisions.
The search committee should review and understand which types of interview question topics they should avoid. See a complete list in our ‘Interview Topics to Avoid’ job aid.

Schedule Interviews

Clearly communicate expectations to every candidate you invite for an interview. Describe how they’ll be interviewed, the anticipated length of the interview, where and when they will interview, and who will be in attendance during the interview.
For remote interviews, consider time zones and technical requirements for video calls (internet access, computer, software or work space). Ensure that the candidate possesses the tools and ability to participate in a remote interview.
Provide specific location details for in-person interviews (address, building name, room number and parking instructions). Candidates may not be familiar with campus, so provide them a map or other details to lessen their anxiety on interview day.
Send a confirmation email after scheduling. Don’t assume “they’ll figure it out”.

Conduct Interviews

Put the candidate at ease when they arrive for their interview. A relaxed candidate will interview better, which means you’ll get better information out of them.
Maintain consistency in timing and format for each candidate. Give every candidate the same opportunities to have a successful interview.
Allow time for candidate questions at the end of each interview. The nature and thoughtfulness of their questions can often provide additional insights into their priorities, preparedness and fit for the role.
Take thorough notes during the interview in order to remember key details about a specific candidate a week later after you’ve interviewed several candidates.

Post-Interview

Collect notes, evaluation sheets and other materials from all committee members and interviewers.
Provide all of these materials to your DRC so they can upload them into PageUp. This may require the assistance of your Talent Acquisition Specialist.

Additional Evaluation Methods (Optional):

Skill-based exams, facilitated by the Idaho Department of Labor, are available for further screening of applicants. Contact your Talent Acquisition Specialist for more information.

Role-Specific Responsibilities for Stage 4 – Interviewing

Role: Department Recruitment Coordinator (DRC)

Reach out to candidates to schedule interviews, either through the PageUp system or externally.
Update application status in PageUp as candidates are screened in/out.
Support the search committee in preparation of, and during, the interview phase.
Ensure that interview notes, evaluation sheets and other documentation is stored in PageUp. Ask the Talent Acquisition Specialist for assistance as needed.

Role: Supervisor

Assist the committee in writing interview questions using this Guide to Interview Questions.
The supervisor will likely participate in interviewing candidates, either during the first rounds of interviews, or as the final interview prior to hiring a decision being made. For questions or advice on how a Supervisor should be involved, contact your Talent Acquisition Specialist.

Role: Search Committee Chair & Members

Work with other committee members (and possibly the supervisor as well) to write effective interview questions. Follow the guidelines and requirements in the “Develop Interview Questions” section (above). HR’s Guide to Interview Questions.
Conduct interviews efficiently and effectively, ensuring a positive candidate experience, a thorough and fair evaluation of each candidate, and robust discussion with the committee to arrive at the best possible hiring decision.

Role: Talent Acquisition Specialist

Assist and support the DRC, supervisor and search committee with all steps of the interview process.
Assist the DRC with completing any PageUp actions as needed.

Tools & Resources:

Senate Bill 1274 – Idaho law prohibiting DEI-related interview questions and diversity statements
Summary of Interview Topics to Avoid
Helpful Guide for Writing Interview Questions
Best Practices for Virtual Interviewing
In-Person Interview Confirmation Template
Log in to PageUp

PageUp Actions for Department Recruitment Coordinators (DRC’s)

Offer

Overview:

After interviews are completed and the search committee and search committee chair have agreed on which candidate should be hired, it’s time to check references. Checking references are only required for the final candidate that you wish to hire. However, in some situations, checking references on the top two candidates may aid the committee in making the hiring decision. If the references support the committee’s hiring decision, a verbal offer can be made. Before making the verbal offer, alert the DRC and Talent Acquisition Specialist that you are at this stage. Once the verbal offer has been accepted, the written offer letter will be drafted and reviewed before being sent electronically to the candidate.

Overall Requirements for Stage 5 – Offer:

Conduct reference checks.
BEFORE making the verbal offer share the salary details with your Talent Acquisition specialist who will verify any potential salary discrepancies .
Extend the verbal offer to the final candidate (typically via phone call).
Following verbal offer acceptance, the DRC initiates the creation of the written offer letter in PageUp and submits it for review and approval.
Following approval, the written offer letter is electronically sent to the final candidate for their review and acceptance.

Reference Checks

Reference checks can be completed via phone calls or emails, or by having the DRC use the automated reference checking function in PageUp. If you are checking references you can utilize this sample basic reference check document, adjusting the questions to fit your needs.

When checking references:

Be sure to notify candidates when you are ready to contact their references.
Conduct at least three professional reference checks. If references listed by the candidate are not responsive, make at least two communication attempts for each listed reference (phone/email) to demonstrate due diligence.
When applicants submit their applications, they are required to provide three references.
Only contact references that the candidate has provided. Contacting references outside of a candidate’s list can jeopardize their current job and professional relationships. If you would like to contact someone who is not on the candidate’s reference list, get permission from the candidate before contacting them. They may be able to provide additional references or explain their preference for not including certain references.
Be sure to ask reference questions that pertain to the skills and abilities relevant to the position. If you need help on writing good reference check questions, work with your Talent Acquisition Specialist to create some.
Do NOT ask any reference questions that relate in any way to the person’s age, race, gender, health or personal life.
If you get a poor reference try to get clarification to ensure you understand the performance issue and any potential causes. Consider whether it’s reasonable to assume how these issues might continue in the new position.

Verbal Offer

Once a final candidate has been selected by the committee and the position’s supervisor is in agreement with the committee’s hiring recommendation, a verbal job offer can be made, usually by the supervisor or search committee chair. The candidate may want to negotiate the offered salary amount, relocation reimbursement, start date and other details. Discuss these details with your department leadership before calling the candidate. All of these details should be clearly communicated to your Talent Acquisition Specialist to ensure the accuracy and content of the written offer letter.

Written Offer

Once a verbal offer is accepted, information related to start date, salary, and relocation reimbursement should be relayed to the Department Recruitment Coordinator (DRC) for their entry into the offer card in PageUp. The DRC’s submission of the offer card will automatically launch the background check and degree verification process in HR. Talent Acquisition will also draft an offer letter using approved language.

The offer letter will be sent electronically to the candidate after it has been reviewed and approved by the supervisor and Fund Source Manager. Again, be sure that all verbal negotiations with the candidate are communicated to your Talent Acquisition Specialist.

When the candidate accepts the written offer (sent electronically), the candidate will automatically receive a prompt to complete new employee paperwork and a checklist to complete the various required HR onboarding tasks (I-9, account setup, parking, etc.). These actions are outlined in the New Employee Resources website.

NOTE: Since temporary non-benefit eligible employees and student employees are not hired through PageUp, there isn’t an automated offer letter creation step available. It is recommended that you request an approved offer letter template from your Talent Acquisition Specialist when providing a written offer letter to non-benefit eligible temporary employees and student employees.

Background Checks:

All benefit-eligible Boise State University employees must have a completed background check on file before they begin working. Background checks will be automatically initiated by Talent Acquisition for any hires processed through PageUp. Non-benefit eligible hires (adjuncts and temporary non-student employees) and Volunteers will require the DRC or Supervisor to submit a Background Check Request Form before the employee (or volunteer) begins working. Background checks are conducted on Student employees and Affiliates based on certain criteria (see below). Review the Background Verifications Policy 7005 for clarification on when background checks are required for all individuals involved with the University.

Background checks for Student Employees

Student hires are submitted through the Campus Solutions hiring system. During the approval workflow process in Campus Solutions, HR will be prompted to initiate the background check if you’ve indicated that the student’s work will include any of the qualifying criteria in section 3.17 of the Background Verifications Policy.

Background checks for Affiliates

Affiliates are brought into the University through the Affiliate Visitor eForm. HR will be prompted to initiate a background check based on the information provided in the Affiliate Visitor eForm.

Conducts Reference Checks for Final Candidates.
Creates Offer Card in PageUp based on hiring details provided by the department.
Releases remaining candidates from the pool.

Notifying Applicants/Candidates of their Final Application Status

One of the most common concerns expressed by job seekers today is the lack of follow-up communication from employers after submitting an application or completing an interview. At Boise State, we recognize the time and effort candidates invest in our hiring process and are committed to providing timely and respectful communication throughout every stage .

Non-Interviewed Applicants:

For those not interviewed, the Talent Acquisition Specialist or Department Recruitment Coordinator (DRC) will use PageUp to send a mass communication thanking applicants for applying and informing them that we have either moved forward with other candidates or filled the position. To ensure the correct notifications are sent, it is essential for the DRC to update application statuses in PageUp.

Interviewed Candidates:

For candidates interviewed via phone, Zoom, or in-person, the supervisor or committee chair is strongly encouraged to make a personalized phone call to notify them the position has been filled. This thoughtful gesture leaves a positive impression of Boise State, increases the likelihood of future applications, and encourages positive word-of-mouth.

If a search does not result in a hire, the DRC should still update application statuses in PageUp. Finalists who visited campus must be personally informed that the search closed without an offer. For reposted positions, collaborate with your Talent Acquisition Specialist to plan a new search strategy.

Submit Recruitment Materials to HR

All recruitment materials must be submitted to your Talent Acquisition Specialist (or uploaded by the DRC into the PageUp requisition). Recruitment materials would include any of the following:

Interview Questions and Notes
Reference Check Forms
Applicant Scoring Sheets/Rubrics
Any additional screening or interview materials used to determine which applicants/candidates should be interviewed or hired

Role-Specific Responsibilities for Stage 5 – Offer

Role: Department Recruitment Coordinator (DRC)

Support the search committee and supervisor during each step of the offer phase.
Assist with initiating automated reference checking using PageUp’s reference checking functionality.
Initiate the creation of the written (electronic) offer card in PageUp based on hiring details provided by the search committee or supervisor.
Update applicants’ status in PageUp and send notification messages to applicants/candidates who weren’t selected for interviews or as the final hire.
Ensure all search materials are gathered from the search committee and stored in the requisition in PageUp.

Role: Supervisor

Assist search committee in making the final hiring decision.
Confirm offer details (negotiated salary, start date, etc.) prior to anyone extending a verbal offer to the final candidate.
Extend the verbal offer, or this may be done by the search committee chair or DRC.

Role: Search Committee

Make the selection of the final candidate (the candidate to be hired) with input from the supervisor.
Contact interviewed candidates (who were not hired) via a phone call to thank them sincerely for their time and encourage them to apply for future positions. Some of our best hires are people who applied for positions here previously.
Ensure that any interview notes, evaluation sheets or other related materials are gathered and provided to the DRC or Talent Acquisition Specialist for a mandatory three years confidential storage.

Role: Talent Acquisition Specialist

Support the DRC, supervisor and search committee with advice, resources and assistance throughout the offer stage.
Review, create and approve written offer letters in PageUp.
Send the written offer letter to the final candidate once it is reviewed and approved.
Provide end-stage support as needed to the final candidate as they become a new hire at Boise State.

Tools & Resources

PageUp Actions for Department Recruitment Coordinators (DRC’s)

Onboarding

Overview:

Once a candidate has accepted an offer it is time to start an onboarding plan. Supervisors and DRC’s may find it helpful to utilize an onboarding checklist. Onboarding a new staff member is just as important as any other part of the hiring process. Help your new employee quickly build connections with their peers, colleagues and key individuals across campus.

An active onboarding schedule will make a new employee feel welcome and engaged, and will even help the University retain the employee as they grow and develop in the first months and years of their career at Boise State. Need some advice on onboarding? The Employee Communications and Engagement team is available to partner with you and others in your college or department to ensure the best possible onboarding experience.

What Should Happen at Stage 6 – Onboarding

The Supervisor and DRC utilize the comprehensive Onboarding Checklist to manage all related onboarding tasks. Best practices should be diligently followed so that the new employee is engaged in their new job from day one.
The Talent Acquisition Specialist moves the final candidate to “Hired/Onboarding” status in PageUp which will send an automated email to welcome the new employee and provide instructions on accessing their Employee portal. The Employee portal will lead them to a list of tasks and resources to help them get prepared for their first day of work. This includes a link to the New Employee Resources website and a checklist of to-do items for them to complete prior to and upon hire.
After the candidate accepts their electronic offer from Human Resources (HR), they will be automatically prompted to complete additional steps which will start the process of building a new employee profile for them in our Oracle HCM system. The supervisor will also receive a link to HR’s New Employee Resources website.

ONE Orientation

It’s important for new staff and faculty to participate in Orientation for New Employees (ONE). This orientation is a great welcome to campus, and helps build a network with other incoming staff members. New employees will automatically receive an invitation to attend – encourage them to attend in-person on their automatically enrolled orientation date. It is helpful to have a supervisor or colleague escort a new employee to the orientation. The in-person ONE concludes with a Student Union tour where new employees receive a free 30-day parking pass, a free lunch at Buster’s Kitchen and a Bronco ID card.

Complete the I-9 form:

All new hires are required by federal law to complete an I-9 form on or before their first day of employment. This can be completed remotely, if they are not in Boise. The HR offices are open from 8 a.m. to 5 p.m. Monday through Friday. Questions related to I-9 forms can be directed to i9information@boisestate.edu or (208) 426-1616.

Role-Specific Responsibilities for Stage 6 – Onboarding

Role: Department Recruitment Coordinator (DRC)

Ensure all search materials, interview notes, etc., are uploaded into the requisition in PageUp.
Assist supervisor and colleagues with employee onboarding responsibilities and coordinates the completion of certain tasks (see onboarding checklist).

Role: Supervisor

Work from the Onboarding Checklist to manage all related onboarding tasks. Partner with the DRC or other department colleagues to assign certain checklist items to others. Best practices should be fully utilized so that the new employee is engaged and involved from day one.

Role: Talent Acquisition Specialist (TAS)

Verify completion of candidate background check and degree verification, and move the new employee to “Hired/Onboarding” status in PageUp.
Assist the DRC, Supervisor or search committee with any final responsibilities or tasks before closing out the search.