1. Initiate Request 3. Interview/Select [Help/Forms/Resources] 2. Screen Applicants 4. Job Offer/Records [View/Print Procedure]
	Filling a Vacancy
Hiring Manager Procedure

1. Initiate Request

A Certified Hiring Manager (CHM) interacts directly with the Recruitment Management System (RMS) to initiate requests, status applications and begin the job offer process. A Hiring Manager (HM) works through their Human Resources Service Team Representative (HRSTR) to accomplish these activities. A Hiring Manager who is interested in becoming a Certified Hiring Manager should contact the RMS System Administrator for information on the process.

Your HR Service Team Representative (HRSTR) is available to assist you with any of the following steps.

1. Determine need for position. Prior to initiating request, ensure appropriate funding through consultation with individuals within your division who have funding authority and/or authority to approve HR actions.
   
   
2. Develop the job description, identify the important/critical job functions and duties, and determine the qualifications required for successful performance. Consult with your HRSTR regarding any required background investigations for the position and when they should occur in the process. See  Critical Functions Guide.
   
   
3. Contact your HRSTR to ensure there are no candidates eligible for recall (Re-employment from Indefinite Layoff).
   
   
4. If no recall candidates exist, consult with your HRSTR to develop a recruitment plan, including appropriate use of supplemental questions, advertising and outreach (taking into consideration underutilization), and to establish a proposed initial review period. Your HRSTR may refer you to your Recruitment Specialist for specialized assistance.
   
   
5. Initiate a request to fill a vacancy by submitting one of the following RMS Recruitment Worksheets via e-mail to your HRSTR. Indicate on the Worksheet that appropriate funding approvals have been obtained. See Recruitment Management System Request Types to identify the RMS recruitment type.
   
   
• Use the RMS Worksheet: Open/Campus-Only - Straight Replacementwhen the position has previously been recruited for in RMS and no changes were made to the job description.
• Use the RMS Worksheet: Open/Campus-Only - all types except Straight Replacement.
  
  
6. Receive e-mail from your HRSTR providing notification that the job has been posted, the approved classification level of the job and the initial review date (IRD).
   
   
7. If you will use a search committee, prepare for application screening and interviews by establishing a search committee in advance of the IRD. See the Fair Hiring Guide for advice on using a search committee.

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