This article outlines the recruitment processes used to fill Classified Temporary positions, Temporary Agency positions, and OA/Interim positions.
Interim OA Assignments are used to fill critical, short term business needs. A recruitment for a permanent position must be planned for the near future.
The process flows through MyTrack and requires exception level approval if interim appointment results in a 20% or more salary increase for employee.
FASS Agent Step-by-step guide
Classified Temporary | |
WHO | WHAT |
Hiring Supervisor | Sends request to FASS-HR requesting temporary employee |
FASS-HR | Replies with Intake Form, Supervisor completes form and returns to FASS-HR. |
FASS-HR | Completes online form via University HR’s website, prints, routes to supervisor and presiding director for signatures. |
| FASS-HR | Sends completed Request to Hire form to University-HR's documents email for evaluation. |
University HR | Operations team updates information in appropriate systems then alerts hiring supervisor and FASS-HR position is approved and start date is confirmed. |
| FASS-HR | Requests a background check on the prospective temporary employee. |
FASS-HR | Completes a New Employee Checklist for temporary employee. |
| Agency Temporary | |
WHO | WHAT |
Hiring Supervisor | Sends request to FASS-HR requesting temporary employee from an agency. |
FASS-HR | Replies with Intake Form, Supervisor completes form and returns to FASS-HR. |
FASS-HR | Contacts HRService Center requesting Authorization #. Updates the department Master Workbook. Acts as a contact liaison between the agency and the supervisor while candidates are reviewed. |
FASS-HR/ Supervisor | Once an employee is directly appointed and/or chosen through brief recruitment process, FASS-HR will: Work with agency to complete on-boarding logistics Update the department Employment Master Workbook. Send notice to: Agency, Department Supervisor, HR Service Center, FASSIT, FASS Payroll, Debbi Bell (AP), Work Control (if applicable) with the following information:
|
| FASS-Purchasing | Invoices from temporary employment agencies should be emailed to both University HR and FASS Accounts Payable per the Temporary Agency Service Contract Invoices procedure for processing. |
| Classified, Limited Duration | |
WHO | WHAT |
Hiring Supervisor | Submits request to FASS Service Desk identifying a need for a Limited Duration classified employee. |
FASS-HR | Collaborates with Hiring Supervisor and creates a new position description identifying the position as Limited Duration. |
| FASS-HR | Submits position description to MyTrack as a new, Limited Duration position and uses the position description approval process. |
University HR | Reviews the PD, assigns B# for the position. |
FASS-HR | Proceeds with the request using the Classified Recruitment or Direct Appointment Process as appropriate, indicating the position's end date in the posting of the position. |
University HR | Once recruitment process is complete, UHR enters the PRF for the finalist with the end date. |
FASS-HR | Completes New Employee Checklist and onboarding process. |
| OA, Interim | |
WHO | WHAT |
Hiring Supervisor or FASS-HR | Obtain preliminary approval via e-mail from VP/Dean to pursue request for up to 1 year. |
Hiring Supervisor | Prepare position description and Justification Form: business need, potential comparators (if known), and list the recurring funding sources. Send to FASS-HR. |
FASS-HR | Submits an NEW position description via MyTrack, attaches preliminary approval e-mail and Justification Memo in the NOTES tab of MyTrack. |
University HR | Reviews in MyTrack: FLSA status (exempt or nonexempt), classification status, compensation band, salary commensurate with new position, and ensure the position’s responsibilities align with the requirements listed in the position description. |
FASS-HR | Will create a requisition via MyTrack using the Recruitment or Direct Appointment process. |
FASS-HR | Completes Offer Card via MyTrack |
University HR | Will initiate exceptions approval process, if necessary. |
FASS-HR | Upon final confirmation, FASS-HR will submit details of interim position to FASS-Payroll including: Employee name, position #, pay rate, & application materials. Updates internal documents. |
Hiring Supervisor | Communicates with employee(s), reviews position description with them. |
Related articles