HR Hiring Process Checklist
College/District divisions receive notice of position to be filled.
Communicate with the Hiring Manager in person or over the phone to review the hiring
process, the Search Plan, and other resources.
Direct the Hiring Manager to the Search Plan on the Hiring Process Website to ensure the most
current version of the form is used by the Hiring Manager.
Discuss with the Hiring Manager about scheduling a meeting to review the Search Plan draft, or
remind the Hiring Manager to give you a few days advance notice when the Search Plan is ready
for review.
If desired, ask the Hiring Manager to send the draft Search Plan prior to the review meeting for
review before you meet in person.
Meet with the Hiring Manager to review the Search Plan and identify revisions if needed.
Create the Job Requisition before, during, or after the Search Plan review meeting. Determine
whether the SP is complete enough to allow release of applicant materials.
Calendar key milestone dates for monitoring recruitment progress and Hiring Manager follow
up as needed.
Remind the Hiring Manager to move the job posting approval process forward at her/his
location.
HR final approval of the job posting.
Release application materials as appropriate for internal and external closing dates.
Monitor key milestone dates and check in with the Hiring Manager as needed.
Prepare the Screening Spreadsheet and provide it to the Hiring Manager along with the link to
the Hiring Process Website for the Screening Team Instructions and instructions for how to view
and/or print applications.
Receive the Screening Spreadsheet from the Hiring Manager, conduct a quality assurance check
of the screening results, and record screening results in HRMS.
Receive the interview schedule from the Hiring Manager and record interview schedules in
HRMS. HR contacts applicants to schedule interviews if applicable according to the Search Plan.
Create the Interview Packet and provide it to the Hiring Manager.
Check in with the Hiring Manager about interview process status.
Receive the Interview Packet, conduct a quality assurance check, and record interview score
results in HRMS. Update candidate status as applicable.
Record Preferred Candidate selection in HRMS if it was not recorded when interview scores
were entered.
Confirm reference checks are complete and perform a quality assurance check.
Ensure the PAR is prepared according to established practice at your location.
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HR Hiring Process Checklist
Simultaneously run the background check and calculate salary placement. Remember
background checks may not be necessary for internal candidates.
If the Preferred Candidate is internal, and if applicable, send Transfer Approval request.
Prepare job offer information. Provide job offer information to the Hiring Manager if she/he is
extending the offer.
Conduct the job offer specifics follow up phone call if the Hiring Manager made the initial job
offer call.
Send job confirmation information to appropriate departments.
Prepare job offer letter and send job offer email with attachments.
Finalize recruitment in HRMS – applicant status, status letters/emails, close the recruitment.
Send green PAR to payroll.
Prepare hiring packet for archiving.
Send new hire documentation to Compensation for personnel file development for all positions
except adjunct faculty.
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