Filling a Vacancy

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Staffing Options- Open Recruitment

Open Recruitment is a competitive process that seeks a broad pool of qualified, diverse applicants and normally utilizes a search committee to screen, interview and identify a candidate for hire.

Hiring managers are strongly encouraged to fill positions by Open Recruitment.

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 Employee & Labor Relations Analyst (ELRA) 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.

Process Overview:

  1. The Hiring Manager (HM) initiates a recruitment request, using the RMS Recruitment Worksheet; the Certified Hiring Manager (CHM) initiates a recruitment request in RMS.

    1. The Employee & Labor Relations Analyst (ELRA) reviews the request.

    2. The Recruitment Specialist (RS) reviews the request.

    3. The Divisional Approver (DA) approves the position.

    4. The Classification Analyst (CA) classifies the position.

  2. The RS posts and advertises the job.

  3. Before releasing applications, the RS screens applications to identify special selection, preferential rehire and special re-employment applicants.

  4. The ELRA notifies the HM when applications are available for viewing; the CHM receives an e-mail notification from the RS.

    1. Initial batch - RS releases applications within one business day after the initial review date (IRD).

    2. Subsequent batch(es) - RS releases additional applications within one business day after receipt of request.

  5. The Search Committee selects interviewees and conducts interviews after screening application materials.

  6. The HM/CHM conducts reference checks and makes a hiring decision.

  7. The RS makes a formal job offer to the selected candidate.

  8. Employment conducts a sign up if the selected candidate is a new hire or rehire.

  9. The ELRA conducts on-boarding of the selected candidate.



  • Assures greatest access to available pool of qualified candidates
  • Allows greatest opportunity for interested parties to compete
  • Invigorates and brings new skills and perspectives to unit workforce
  • Provides an opportunity to address underutilization within the classification and/or job group
  • Recruiting the most qualified candidates is critical to campus succession planning
  • Requires allocation of resources for outreach and advertising
  • Process can take several months

See Recruitment for Policy Details.

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Revised November 2011: C.21