1. Hiring supervisor requests to advertise temporary hourly position(s) via HR eForms:
    Open HR eForms
  2. HR to create screening worksheet and email to hiring supervisor.
  3. HR initiates temporary hourly position(s) advertisement using template for posting.
  4. HR receives email from interested applicant. Goal will be to obtain either a resume for the applicant or direct them to DSL Application Portal.
    • If resume received, email with resume will be sent to location desired by applicant.
    • Applicant information with resumes may be sent to multiple hiring supervisors, for example, all 3 marketplaces with similar temporary job postings. Departments are expected to work together and to communicate routinely with their counterparts to let them know that they have interviewed a candidate and the outcome of the interview (example: evaluation on moving them forward to employ). Routine and regular email communication will work for this process.
  5. Hiring supervisor will add new hire to screening worksheet and add justification.
  6. If applicant has University of Iowa experience, hiring supervisor will advise HR to request for internal reference check prior to arranging interview date/time.
  7. HR will conduct manual internal reference check and notify hiring supervisor if favorable or not favorable. If not favorable, HR will provide notes to hiring supervisor for review to determine if they would like to proceed with hire.
  8. Hiring supervisor will update application in DSL Application Portal, if applicable, if applicant is not qualified.
  9. Hiring supervisor contacts candidates of choice and arranges interview date/time. If application is not in the DSL Application Portal, at the time of the call to arrange an interview time, hiring supervisor will ask candidate to bring contact information for a minimum of 3 references to the interview.
  10. Hiring supervisor completes interview. If hiring supervisor intends to move forward with hire, hiring supervisor will initiate the external manual reference check process by sending the completed contact sheet to HR-studentlife@uiowa.edu.
  11. Hiring supervisor to provide HR with completed interview question notes for new hire.
  12. HR will conduct external manual reference check. Once references are concluded, HR will advise hiring supervisor if favorable or not favorable. If not favorable, HR will provide notes to hiring supervisor for review to determine if they would like to proceed with hire.
  13. Hiring supervisor may then extend verbal offer.
  14. Once the applicants accepts the verbal offer, hiring supervisor will update application in the DSL Application Portal, if applicable, and initiate a new hire appointment in HR eForms:
    Open HR eForms
  15. HR will send out an employment paperwork email to the new hire and cc hiring supervisor. The email will include the following items:
    • I-9 acceptable documents list
    • Data collection form
    • Offer letter
    • Instructions for how to set up a 15 minute employment paperwork meeting with HR
  16. After HR emails the new hire, a phone call will immediately follow to ensure email was received, to discuss paperwork, and schedule a 15 minute employment paperwork meeting.
  17. During the employment paperwork meeting, the new hire’s I-9, data collection form, and offer letter will be completed.
  18. Once all pre-employment items are approved, an authorized to work email will be sent to new hire, hiring supervisor, and their back-ups.
  19. After being authorized to work, if the start date has changed from the original offer letter, then HR will amend the start date based on new date provided by hiring supervisor.
  20. HR will then complete appointment in HRIS and add new hire profile in TreeRing.
  21. On the first day of work, HR will email new hire and cc supervisor an HR onboarding checklist which includes the following:
    • UI email
    • University ID
    • Hawk ID
    • Compliances to complete
    • How to set up all items in Employee Self-Service
  22. Hiring supervisor will conduct department onboarding.
  23. Once the position(s) have been fully filled, hiring supervisor will send finalized screening worksheet with updated justification to HR.