The Hiring Process
Below you will find each category of hire that we have at the university. Please click the one that applies to your needs for further guidance on how to hire for that position.
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SuccessFactors and the Purdue Hiring Process
SuccessFactors Roles
Recruitment Roles
INITIATOR- Creates the requisition and hiring details
BUDGET APPROVER- Verifies & adds budgeted salary
- Approves offers for staff, service staff, faculty
- Creates offers for faculty
RECRUITER- Completes & posts requisition
- Sources/screens candidates
- Creates offer letter for staff & service staff
SEARCH COMMITTEE MEMBER- Provides interviews feedback via interview central
- Can view resumes
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
Please email [email protected] for additional questions.
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Staff Positions
To initiate the process of hiring a staff member, please reach out to Pooja Singh at [email protected]. They work with you to get the position approved through the Hiring Committee. Once 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 reach out to [email protected] to gain more information on this.
STAFF RESOURCES
- Inclusive Hiring Training Workflow
Staff Recruitment Process Staff Recruitment Process Step Resource Supervisor and area leadership discuss staff hiring needs Supervisor or department administrative assistant reviews current position and contacts [email protected] for assistance The Organizational Structures and Positions web page provides many resources.
Position approval needed from Hiring Committee Inclusive Hiring Form 1 completed and position is posted Recruiter Inclusive Hiring Form 2 started and interviews start; Form 2 ends when interviews have been completed Recruiter and OIE; Search Team completes searches Inclusive Hiring Form 3 and Reference Checks completed Hiring Manager Offer approval completed with Business Office then Recruiter will tell Hiring Manager when they may verbally offer the candidate -
Faculty Positions
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
Additional Advertising Resources can be found in the "Advertising and Social Media" tab on this page.
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Limited Term Lecturer (LTLs)
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 [email protected] when further guidance is needed.
- Operating Procedure for Lecturer Appointments
- Terms and Conditions of Employment of Lecturers (VI.F.4)
- Offer Letter Templates – search for Limited-term Lecturer or Continuing Lecturer
- Management of Faculty, Lecturers and Post Doc Appointments Training Guide
Limited Lecturer and Post Doc Quick Hire Process outlined Discuss Limited Term Lecturer hiring needs
Department Head, DFA, Business Office or Payroll Center and inform ‘initiator’ when ready to start hiring process
Locate Vacant Position
Follow the Identify Vacant Position step in the LTL and Post Doc Quick Hire QRG. If a vacant position does not exist, follow Create a Position QRG. When further guidance is needed, contact [email protected] for position creation guidance. The Organizational Structures and Positions web page provides many resources.
Manage candidates through talent pipeline
- Review resumes, organize candidate pool, move desired candidates through pipeline for interviewing and final selection. Move final candidate to Offer.
- Department Head and others agree on final candidate.
Follow the section on "Manage Candidates through Pipeline" outlined in the following Quick Reference Guide
Prepare Offer Letter
- The Offer Letter is created using the template available on Provost website or the SuccessFactors offer letter template.
- The offer letter is reviewed with and approved by the budget approver (DFA/business manager) and Department Head. Some colleges route to the Dean for approval as well – your business manager or DFA will know if Dean approval is required.
- Offer can be routed electronically for final candidate approval.
Follow the section on "Create Offer, Offer Approval and Route to Candidate" in the Quick Reference Guide
Move Candidate through the final steps in the talent pipeline – background and ready to be hired
- Follow the section on "Move Candidate to Background Check" in the following Quick Reference Guide.
- Talent Acquisition will contact you when the background check is complete and the candidate can be moved to Ready to Hire.
Move Candidate to onboarding; close out requisition
Initiate Onboarding and complete Post-Hire Data Verification.
Follow the following section on "Move Candidate to Onboarding and Close Requisition in the Quick Reference Guide.
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Continuing Lecturer
Continuing Lecturer Recruitment Process outlined Continuing Lecturer Recruitment Process Discuss Lecturer hiring needs
Dean and VCAA and inform The Faculty Affairs Director when ready to start hiring process
Create position, if Position doesn't exist
The Faculty Affairs Director will create the position.
Create, Approve and Post Requisition
Continuing Lecturer requisitions are approved by the Budget Approver and reviewed by OIE.
Manage candidates
The department recruiter can manage the candidates through the talent pipeline and assist interviewers with ratings.
Offer letter, approval process and post offer tasks
The department recruiter will create offer letter and route for approvals.
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Student Positions
HIRING A STUDENT
Here are the steps for on-campus departments to hire a Purdue Fort Wayne student:
- Review the Vision for Student Employment.
- Create a job description that includes student learning outcomes.
- 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.
- Post your student employee positions on Handshake. Use the job description you wrote as a guide to create the posting. Please make sure you select “Work-Study” as the position type if you are intending on using federal work-study funds.
- Once approved, the job will be live on Handshake and students will then have the opportunity to search and apply for your position.
- 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 the student wants to be considered a work-study student, then the student needs to submit a Financial Aid Adjustment Form [PDF] to Financial Aid. If you have questions or you cannot access the Cognos report, please contact Financial Aid.
- Interview selected students. Use some of these sample interview questions [PDF] so that you know what you can and can’t ask in an interview.
- 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.
- 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 Success Factors. Please inform students of the importance of checking their email for any additional paperwork or signatures that may be required to complete the process.
- 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
Here is other important information to keep in mind:
- Beginning and ending dates that 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 up 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.
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Temporary Staff
The University has approved a new temporary standard governing the employment of temporary staff. Effective Jan. 1, temporary staff may work up to, but not exceed, 1,000 hours in a 12-month period. The current temporary position request form will no longer be used, and departments will assume the responsibility for hiring temporary staff and monitoring their hours.
Take a look at additional temporary instructions and guidelines.
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 pre-identified by Purdue Fort Wayne.
- Knowledge Services—Clerical, Medical, IT, and all other industries
- Temporary Staffing and Third-Party Employer FAQs
Employment of Minors
Review Purdue's Employment of Minors page for information about the policy, age restrictions, employment certificates, and more.
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Advertising and Social Media
Advertising Resources
If you'd like to use any of these resources to post your open positions, please reach out to your recruiter. Prices are subject to change.
* = Less than $100; ** = Less than $200; = Less than $300; *= More than $300
Hispanic Professionals of Greater Milwaukee*
Hispanics in Higher Education**
Educase***
American Association for Access, Equity and Diversity***
Association of Professional Christian Women***
Racing Toward Diversity Magazine***
Diversity Recruiting Center***
National Alliance for the Advancement of Haitian Professionals***
HBCU Connect***
Women in Business and Industry***
Monster.com***
EOP's Diversity and Inclusion Career Center***
Job Elephant****
Student Affairs****
National Association of Asian American Professionals****
Diverse Issues in Higher Education****
ALPFA Job Board****
African American Employee Network***
We are always looking for more resources! If you'd like to suggest any please use this form: Suggestions
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Background Checks and Misconduct Policy
Background Checks and Misconduct Policy
To provide the safest possible environment for students, faculty, and staff, campuses in the Purdue system conduct regular background checks for new hires, see https://www.purdue.edu/policies/human-resources/vif6.html. 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 August 1, 2022.
To supplement the updated policy, newly implemented Operating Procedures will require Misconduct screening for all new hires. These screens will 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 will supplement the current process of regular sex offender registry checks.
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Onboarding and Orientation Resources
Here you will find information on onboarding and orientation along with several links beneficial for new employees.
Onboarding
Hiring Managers:
For external hires, please complete the ITS Employee Account Creation and the Telephone Operations request.
For internal hires, please complete the ITS 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 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 I9s.
New Employee Orientation
Our New Employee Orientation (NEO) is actually an important component within the onboarding program. Here’s what you will accomplish through your NEO 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 NEO session with Human Resources in your first month with Purdue Fort Wayne. We’ll discuss policies and procedures, benefits 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.
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Your Employee's First Week
Your Employee's First Week
Congratulations on your new hire! If you haven't already, you need to complete the links found above in the Onboarding tab.
Their first week is important to their initial impression of Purdue Fort Wayne. To make sure everything moves smoothly, feel free to use these links to help with any questions.
Attend Orientation
Helpful Resources
2024 Employee Benefits Summary
Retirement for Monthly Employees
Retirement for BiWeekly Employees
Helpful Contacts
Benefits - Amy Jagger: [email protected]
Employee Relations - Tracy Mitchener, [email protected]
Payroll - [email protected]
General HR Questions - [email protected]