Hiring & Onboarding Employees

Attracting and hiring quality candidates is an important job.

These tools can help you through the process.
PageUp job aids and resources will be found within the PageUp dashboard.

Pageup

Recruiting Resources from the Search Committee Training

• PageUp Training Videos
• UND Interview Team/Search Committee Training
• Interview Team and Search Committee Training Resources Page
• Interview Guide
• Interview Summary Sheet
• Direct Hire Process
• Staff and Faculty Recruitment Procedure

Recruitment Best Practices

UND Resources

• Discrimination and Harassment Policy
• UND Strategic Pan - Affinity
• HR Interview Guide

External Recruiting Resources

• EEOC (Equal Employment Opportunity Commission), Best Practices for Employers and Human Resources/EEO Professionals
 • Circa, How to Create a Veteran Inclusive Job Posting

Federal Agencies

• EEOC, Federal Laws Prohibiting Job Discrimination Q&A
• Office of Federal Contract Compliance

Interview Guide

Interview Preparation

Identify your interview team and ensure they have completed UND Interview Team/Search Committee Training. This training is required for anyone participating in interviews to complete on an annual basis.

• Determine the type of interviews that you will be holding; phone, video, or in-person. Tips for phone and video interviews can be found in the next section of this guide.
• Prepare your interview questions. Core questions will need to be consistent for all interviews completed. This guide will provide you with suggested questions but feel free to ask questions specific to the job that is being interviewed for. You may also ask clarifying and follow up questions based on information the candidate does or does not share in their answer.
  • Do not ask questions that may involve race, national origin, religion, gender identity, sex, sexual orientation, age, disability status, pregnancy status, family obligations, political affiliation, ideological viewpoint, or any other protected class.
• Prepare your interviewers. Provide each interviewer with a copy of the position description, the applicant’s resume, and the list of questions that will be asked.
• Prepare your interviewees. Provide each candidate with a copy of the position description along with the time and location of their interview. If applicable, provide them with detailed parking information and directions to the interview location.
• When interviews are complete, collect any notes taken during the interview process. These notes must be uploaded into the recruitment when a selection has been made.
  • Interview notes will be saved for 2 calendar years and are subject to review by the Equal Opportunity & Title IX office. They are also subject to Freedom of Information Act (FOIA) requests. For further detail on why interview notes need to be stored and tips on how to take interview notes,
• As a final step after interviews are complete. Contact references for any candidates that may receive an offer of employment. Instructions on how to locate reference information in PageUp can be found

Phone & Video Interview Tips

• Let your interviewees know the type of interview that you are scheduling; if it is a video interview let them know which platform will be used.
• For a video interview, make sure your candidate has all the information they will need to log in successfully to the online platform. Encourage them to log in to the meeting link prior to the actual interview, as a test run, in case they have any issues or questions. Make sure all interviewers are comfortable with logging on as well.
• Don’t forget to provide your interviewers with the candidate’s resume & the list of questions that will be asked. Set up a plan of who will be asking which questions during the interview as nonverbal cues can be more difficult to pick up on over phone and video.
• Collect written/typed feedback afterwards from your interviewers.
• Reinforce your department values & goals and anything else that might not be as easy to convey through a phone or video call.

Direct Hire Eligibility Requirements

The following requirements must be met to direct hire:

• Must be part of an educational opportunity.
  • This will include Medical Resident, GRA, GTA, Internships, Co-Ops, FWS Student hires
  • Hires must meet outside requirements to be eligible and no one outside of those requirements would ever be eligible for this opportunity.
• Example: a requirement may be that they are enrolled in a specific educational program such as UND Graduate Space Studies program
• Example: a medical resident is matched to UND through a national search
• Example: federal work study students have been granted federal work study, students without federal work study are not eligible for these opportunities.

OR

• Must be hired through an outside search firm, this will include trailing partner hires

All other direct hire inquiries/requests must be approved by AVP HR, Peggy Varberg.

Direct Hiring Process

1. Identify your hire and confirm they fall under one of the above requirements or you have proper approval to direct hire.
2. Determine if your hire requires a background check. View Guidelines
3. Request the background check, if required: Background check request form. HR will notify you when the background check is complete.
4. Once you are notified of a clear background check access the Direct Hire Form.
   • Navigator > Manager Self Service > Job and Personal Information > New Hire Request
5. Click ‘New Hire Request’ and enter the position number
6. If your hire already has an Employee ID, click ‘yes’ and enter it. If not, click ‘no’. Click ‘Continue’.
7. Enter the employee’s start date and email address.
8. Do not enter any information into the Personal Data section. The employee will fill this out.
9. Open the Payroll Data section and enter the compensation frequency and rate.  
10. The Contract Length, Tenure Accrual, Time Clock Employee & Work Study fields are not required but should be completed if they are applicable to your hire.
11. Open the Campus Address/ Campus Phone section and complete these fields. A campus address for your employee is required. Do not submit without completing these fields.
12.  Attach required documents, ex. Graduate Assistants will require their fully executed LOU signed by the student, department chair and the graduate school.  
13. Add a comment with the background check clearance date.
14. Once you have submitted the form, an email will be sent to the hire to complete the personal data section. Please notify your hire of this step so that they may complete it promptly, delays to this step can result in delays to your hire. When that is complete, HR will approve the hire and the employee will receiving an email notifying them to start their onboarding.
    • Hires must be submitted a minimum of 3 business days before their start date to ensure adequate time processing and paperwork to be complete.
    • Your employee must complete Step 1 of their I-9 on or before their start date and step 2 within 3 business days of their start date

Required Job Posting Language

On-Boarding Email Links

• New Employee On-Boarding Login
• Claim Your Account