Approval is requested by completing a PAR/CRF (Position Authorization Request/Compensation Request Form) for the position needing to be filled. A PAR form must be submitted to fill an existing position, reclassify an existing position, or create a new position. The request form provides Talent Acquisition and Compensation with the essential information and approvals from the department to help facilitate your search.

The HR Staffing Specialist will review the information provided in the PAR/CRF to create the job posting, assign posting location (internal vs external), and set the posting duration.

Internal vs. External Postings

• Internal: Internal job postings open positions to current employees. Use in the case of promotions, hiring internally, succession management, job slotting, employee development.
• External: External job postings are used to hire and bring in new talent. Use when seeking a larger candidate pool, to gain new perspectives, to increase brand.

Posting Duration

All positions must be posted for a minimum of 3 calendar days.

The maximum initial posting period is 14 calendar days. If a candidate has not been identified from the applications received within the initial 14 days, the posting period may be extended.

The Staffing Specialist has the responsibility of monitoring and managing the number of applications received to ensure that there is full and proper consideration of each application received. Because of this, a position may be posted or unposted at any time if the Staffing Specialist deems it necessary.

If a department has a paid external advertisement, the position will remain posted through the paid advertisement period.

Default Posting Locations

All UAB jobs that are posted "externally" are advertised on:

• UAB Careers site
• Indeed

Paid Posting Locations (optional)

Talent Acquisition can obtain quotes to advertise on additional external job boards if the department would like to consider increasing exposure. Costs associated with ads would be charged to the department. Please let your Staffing Specialist know if you would like to obtain quotes.

The HR Staffing Specialist reviews applications and forwards first batch of applications to department within five business days.

• Reviews application materials to ensure that minimum qualifications are met
• Reviews internal candidates for transfer eligibility
• Reviews former employees for rehire eligibility

Screening

Hiring Department will review applications and resumes forwarded by Talent Acquisition to identify the most qualified candidates. Once the most qualified applicants have been identified, the department should set up and conduct interviews.

Interviewing

Interviewing successfully is the process of gathering information about the applicant and their work experience while asking open-ended questions (How is your future?), accomplishment questions (What is your greatest accomplishment?) and situational questions (Can you tell me about a time you went above and beyond for work?) during the interview. This will eliminate yes or no answers.

For interviewing tips, explore a curated collection of LinkedIn Learning videos: Interviewing Collection

Types of Interviews:

• Telephone interview
• Competency based interview
• Panel interview
• Sequential interview
• Behavioral interview

Preparation:

• Determine the style of interviewing such as one interviewer or a panel.
• Read the applicants resume.
• This should be done before each applicant’s interview.
• Prepare interview questions.

Interviewers should ask questions that are appropriate and that are not unlawful. No interview questions should relate to gender, religion, race, national origin, pregnancy, medical conditions, or disabilities. Questions should be related to the specific job and the skills, abilities, and knowledge of the candidate.

Conducting the Interview:

• Be polite and professional.
• Set the tone of the interview by introducing yourself.
• Take notes.
• Allow the candidate time to put thought into questions before answering.
• Refer to something you noted about the candidate, to show that you have listened carefully and to help ease the candidate if they are nervous.

Closing the Interview:

• Thank the candidate.
• Ask if there are any questions or more, they would like to say.
• Explain to the candidate the next steps such as how the candidate will be informed of a decision and when a decision will be made.
• Impressions and image are lasting, so give a pen or pencil with the company’s logo on it or company brochure.
• Make any last-minute notes about the applicant and interview so that you don’t forget any important detail.
• Advise the candidate that you will be checking references and ask permission to talk with a current supervisor.

Candidate Selection

• Identify the best qualified candidate for the position
• Once the department has selected a candidate to proceed with, they are ready to consider the offer details.

Starting rates should be based on Compensation Guidelines and take into consideration total relevant experience (UAB/UAB Medicine and outside experience), grade minimum, internal equity, and pay ranges. When a hiring decision is made, the recruiter should be contacted immediately, before an offer is extended so that the entire process can be reviewed and approved in accordance with policy and procedure. If the selected candidate is an internal transfer or promotion with a salary adjustment, a Salary Consultation CRF may be needed prior to an offer being made.

View Compensation Guidelines for the current fiscal year.

A pre-employment background investigation will be performed on individuals in the final stages of recruitment at UAB. This policy applies to all faculty and staff in the following assignment categories: Full-time Regular, Part-time Regular; Full time Temporary, Irregular, Credentialed Credit Course Instructors, Volunteer Faculty and Postdoctoral Fellows and Trainees. Due to the nature of faculty appointments, the background investigation will be completed prior to final approval of employment.

The standard investigation includes a criminal background check, degree (education) verification, prior employment verification, and a driver’s license and driving record verification (if the employee will be driving a state vehicle). Office of Inspector General (OIG) and General Services Administration (GSA) checks are also conducted on all new hires at UAB.

If the routine pre-employment check reveals a criminal conviction, further investigation will be done to determine the nature of the offense, after which a determination will be made as to the eligibility of the candidate for employment at UAB.

A background investigation report may or may not result in failure to extend a job offer to a final candidate or final approval of employment. If a report indicates that a candidate has omitted information or provided false information on the background consent form, he or she will be ineligible for hire.

Initiating a Background Check

Once offer details have been determined, the Hiring Manager will change the Step/Status of the selected candidate in Taleo to "HM Interviews — Create Offer" and enter the offer details (offer amount & start date) in the ‘Comments’ box. This will prompt the Staffing Specialist to initiate the background checks if they are needed. If no background is needed, the Staffing Specialist will proceed with extending the offer.

Once the background checks are complete and satisfactory, the Staffing Specialist will proceed with extending the offer.

The Staffing Specialist will extend the offer once job qualifications have been verified.

Upon offer acceptance:

• The Hiring Manager will disposition the remaining candidates in Taleo. There should be reasoning assigned to candidates that didn’t meet the qualification and those that did meet qualifications but were not selected.
• The Staffing Specialist will draft and send the hire letter and close out the requisition in Taleo.

If an applicant is interviewed and not selected, the department is encouraged to personally notify the candidates that they were not selected. This is very important to image and brand of UAB.

ACT stands for Appoint, Change and Terminate. ACT consists of eight customized, user-friendly forms that serve as the employee's official personnel record. The ACT form in the Administrative Systems is used to create (appoint) a new personnel record, to update (change) any part of that record, or to end (terminate) the relationship with UAB. The form is also used to view personnel data, which is limited by the security access assigned to the end user. ACT is integrated with the Administrative Systems HR and Financial applications.

New Hires/Rehires: HRIS systems will automatically create a hire ACT document via Auto ACT. If the system is unable to create the ACT document, the department will receive an email communication notifying them to complete and submit the ACT document.

Transfers/Promotions: The department will manually update the ACT document. In the event of a transfer, the department will request, from the employee’s current supervisor, that the ACT doc be reassigned to the new department so updates can be entered and processed.

• ACT Document Types & Reasons
• ACT Document Processing
• How to Search Using the ACT Find Window
• Recruitment Process Timeline
• Overview of Hiring Process (Flowchart)
• Roles and Responsibilities Throughout the Hiring Process