Manager Tool Kit

RECRUITMENT ROLES

Initiator 

• Creates the requisition and hiring details

Budget Approver

• Verifies and adds budgeted salary
• Approves offers for staff, service staff, and faculty
• Creates offers for faculty

Recruiter

• Completes and posts requisition
• Sources and screens candidates
• Creates offer letter for staff and service staff

Search Committee Member

• Provides interview feedback via interview central
• Can view résumés

Internal Candidate

• Purdue Fort Wayne employees (all, nontemp)
• Apply via the Careers module in SuccessFactors

External Candidate

• Non–Purdue Fort Wayne employees
• Apply via the external careers site

To initiate the process of hiring a staff member, please reach out to Pooja Singh, senior compensation and classification analyst, at [email protected]. Singh will work with you to get the position approved through the hiring committee. Once the position is approved, your recruiter from talent acquisition will work quickly to start the Inclusive Hiring Process Form 1 and post the position. It is important that you and your search team have completed the inclusive hiring training prior to interviews beginning. Please contact us at [email protected] for more information.

Inclusive Hiring Training Workflow
Inclusive Hiring Form 1
Inclusive Hiring Form 2
Inclusive Hiring Form 3

The faculty recruiting process can take some time, depending on the requirements and candidate pool. The faculty affairs director serves as the department recruiter and processes the requisition to post the position, manages the candidates through the recruitment pipeline, and completes the onboarding in SuccessFactors.

Take a look at a general recruitment checklist, forms needed for recruiting new faculty and staff, and advertisement information:

• Faculty and Librarian Recruitment Checklist
• Guide to Hiring International Faculty
• Required HRE0-1 Recruitment Request
• Required Position Web Posting Form
• Form 12 Requisition for Advertisement
• Sample Advertisement
• Sample Email to Promote Available Position

Limited-term lecturers and continuous lecturers require following the offer letter templates outlined on the provost website. They do not route to the provost for approval. However, they do require department head and fiscal approval. Review the following resources. Contact Human Resources at [email protected] when further guidance is needed.

Operating Procedure for Lecturer Appointments
Terms and Conditions of Employment of Lecturers (VI.F.4)

1. Create a job description that includes student learning outcomes.
2. Create a Handshake Account, if you don’t have one currently. Review the Handshake instructions on how to create an account as well as the Handshake Terms of Use.
3. Post your student-employee positions on Handshake. Use the job description you wrote as a guide to create the posting. Please make sure that you select “Work-Study” as the position type if you are intending on using Federal Work-Study funds.
4. Once approved, the job will be live on Handshake, and students will then have the opportunity to search and apply for your position.
5. Review student documents and decide which students you would like to interview. If you need to confirm that a potential candidate has work-study funds, go to Cognos > PFW Shared Reports > Work Study > Students Eligible for Work Study Positions. Run report and enter the Student ID number for your potential candidate. If the report does not give you results, the student does not have a work-study award and you cannot use work-study funds to pay the student. If you have questions or you cannot access the Cognos report, please contact the Office of Financial Aid.
6. Interview selected students.
7. Make the job offer. Review the Purdue Fort Wayne student pay scale for guidance on what hourly rate to offer. When you are ready to hire, all positions classified as work-study need the Work-Study Authorization Form.
8. Once you have made an employment offer, you must also fill out a short survey. All paperwork for your new employee will be processed using SuccessFactors. Please inform students of the importance of checking their email for any additional paperwork or signatures that may be required to complete the process.
9. Prepare for your student employee’s first day of work. Consider requiring your student employee to participate in the Student Employment Training Program.

Work-Study Forms, Dates, and More

• Beginning and ending dates the student is able to work in a term can be found online.
• Your department should keep track of each student’s earnings to compare to their work-study award; once they’ve used all their work-study funds, you can make a change on their time card to reflect the change in wage funding and continue their employment.
• Monitor the Student Employment Work History Form (RJISEWH) on a regular basis to ensure accuracy. The student cannot exceed their Federal Work-Study–awarded amount.
• Students are unable to use work-study funds for hours worked prior to being awarded and accepting the work-study award.
• Once students are no longer employed in your department, you’ll need to complete the PA form to separate or end the appointment, and send the form to Human Resources.
• Purdue University Fort Wayne is an Equal Access/Equal Opportunity University.

Temporary staff may work up to, but not exceed, 1,000 hours in a 12-month period. 

Purdue has negotiated temporary staffing services through a staffing firm. The services include recruiting and hiring when a candidate is not known and employing candidates who have been preidentified by Purdue Fort Wayne.

Knowledge Services: Clerical, medical, IT, and all other industries

Employment of Minors
Review Purdue’s Employment of Minors page for information about the policy, age restrictions, employment certificates, and more.

To provide the safest possible environment for students, faculty, and staff, campuses in the Purdue system conduct regular background checks for new hires. In addition to checks for newly hired faculty and staff, proposed policy updates expand the background checks to include transfers of position by existing employees, temporary positions, and student workers with certain levels of responsibility. The proposed policy updates became effective on August 1, 2022.

To supplement the updated policy, newly implemented operating procedures require misconduct screening for all new hires. These screens specifically request information from job applicants about past findings of misconduct by previous employers and/or educational institutions.

Sex-offender-registry checks are also required for new hires, and this check supplements the current process of regular sex-offender-registry checks. 

Hiring Managers
For external hires, please complete the Employee Account Creation and the Telephone Operations request.

For internal hires, please complete the Account Modification Form and the Telephone Operations request.

These forms will also be sent by your recruiter to you to complete once onboarding has ended. They need to be completed immediately to ensure that the employee has the proper tools on their first day.

New Hires
Your onboarding is completed by your recruiter. New hires will receive an email to fill out their new-hire wizard and from payroll to set up their I-9s.

New Employee Orientation
Our New Employee Orientation is an important component within the onboarding program. Here’s what you will accomplish through your participation:

• Acquire an understanding of the university’s mission and values
• Obtain information regarding benefit programs in order to make informed decisions
• Understand the values that foster respect within the campus community
• Learn how to access mandatory training modules that inform employees about policies and procedures
• Appreciate how a diverse campus recognizes the inherent worth of all individuals

You should attend a three-hour session with Human Resources in your first month with Purdue Fort Wayne. We’ll discuss policies and procedures, benefit offerings and functionality, training requirements, and key campus expectations. We might just have a little fun too.

New hires are strongly encouraged to attend. At hire, a session will be scheduled between your department and Human Resources, at which time someone from our department will contact you to confirm your attendance.

If you have identified a candidate, you’ll work with your department’s business manger to hire the candidate and fill the position. If you do not have a candidate identified, contact Human Resources for assistance.