Hiring procedures for temporary positions

Assistance

Below are the hiring procedures for staff positions through the timing of the process. To view more information for each category, click on the key to open and access the details.

For questions concerning the hiring procedures, contact Extension HR at hrdext@missouri.edu.

1. Steps that must be completed prior to posting the position.

  • Assess the need for the position.

    • Determine the purpose and goals of the position, ensure a job description is up-to-date and accurately reflects the functions of the position.

    • Identify funding sources, location of position, reporting structure and minimum qualifications for the position.

    • Involve stakeholders in the process of assessing the need for this position.

    • For more information: See CR 320.050 Employee Status and HR-101 Employee Status or contact Billie Wilson, your director or unit manager.

  • Create or revise position description.

  • Select the search committee, if applicable.

    • Mandatory training is necessary for all search committee members.
  • Complete and submit hiring form B.

2. Posting the position — recruitment.

  • Email Billie Wilson the information needed to post the position.

    • See the Hiring checklist HRD form #1 (DOCX) for more on the requirements.

    • Required information includes:

      • Updated position description with preferred qualifications

      • Application materials requested (resume or CV, references, writing sample, etc.)

      • Hiring pay range

      • Search committee names

      • Internal or external search

  • Posting options

  • Minimum posting period

    • There is no minimum posting period for temporary positions.
  • Recruit.

  • Initial communication with candidates

    • Acknowledge receipt of application.

3. Review applications — screening of candidates.

  • Review of applications

  • Select candidates to be interviewed.

    • The unit manager or hiring supervisor chooses candidates to interview.
  • Schedule interviews.

    • The unit manager or hiring supervisor should schedule the interviews.
  • Communications with candidates.

    • The unit manager or hiring supervisor maintains communication for candidates.

      • Determine availability and interest of candidates selected for interviews.

      • Inform unsuccessful candidates of application status.

4. Interviews

  • Determine the scope of the interviews.

  • Arrange interview logistics.

    • The unit manager or hiring supervisor should arrange rooms, schedules, meals, equipment, etc.
    • Determine need and arrangement for involvement of stakeholders and internal groups.
  • Invite candidates to the interview.

    • The unit manager or hiring supervisor arranges the interview. Call first and follow up with email.
  • Conduct reference checks.

    • At least 2 to 3 reference checks should be conducted for all candidates invited to interview.

    • The hiring supervisor should maintain copies of reference checks to review with search committee.

    • Reference Check Form (DOC) (sample)

  • Conduct interviews.

    • Maintain documentation of questions asked and answers received.
    • Due to the criminal background check policy, it is advisable that candidates be informed of the following: “The University of Missouri processes national criminal background checks (CBCs) including guilty pleas, criminal convictions, and Sex Offender Registries." For more, see HR-504 Background Checks and Criminal Convictions.
  • Communication with candidates.

5. Selection of the successful candidate.

  • Select candidate to employ.

    • Determine availability and interest of the final candidate selected for employment.
  • Offer approval.

  • Obtain department approval from unit director or manager.

    • Department approval may be needed prior to obtaining campus or extension administration approval.

  • Obtain extension and campus approval.

    • To obtain approval to make an offer of employment, email Billie Wilson the following information:

      • Name of candidate

      • Recommended rate of pay

      • Justification for offer

      • Any other terms of employment requested.

  • Obtain approved offer letter.

    • Once extension and MU Campus approvals have been received, extension HR will email the supervisor an approved offer letter to provide to the candidate. Contact Billie Wilson for assistance.
  • Offer letter transmitted to successful candidate.

    • The hiring supervisor send letter to the chosen candidate.
  • Criminal background check conducted.

    • As soon as the candidate has accepted the position, inform HR so that the criminal background check may be conducted.
    • The hiring supervisor will be informed by email from Billie Wilson when the CBC has been completed.
  • Determine start date.

    • Start dates may vary depending on the situation. However, in no circumstance may an employee begin before hire approval has been received, a criminal background check has been completed, and the new employee paperwork has been processed.
    • If the employee is new to the University of Missouri then the employee’s first day of employment may be contingent on payroll deadlines, orientation and training schedules.
  • Form 54

    • Process a Form 54 (Personnel Action Form). For assistance with the form, contact Diane Dews.
  • Records management

    • Submit the following to Billie Wilson for records management and USDA Civil Rights Compliance Review audits:
      • Interview summary (HRD Form #3)
      • Reference checks
      • Recruiting efforts (copy of web postings, advertisements, etc.), if applicable.

6. Continued employment of a variable-hours employee.

Continued employment of a variable hours employee requires that the employee work some hours during any twenty-six week period. If a variable hours employee has not worked any hours in a 20-week period, the supervisor will be notified and given the opportunity to keep the employee active by scheduling additional hours.