Filling a Position

Supervisors should talk to their Vice President to confirm they can rehire the positon.
Once the incumbent and supervisor have completed the resignation process in Workday, the supervisor will create the job requisition in Workday. Please find specific instructions here.
If there are changes to the job profile, an updated job description must be sent to HR for review. A pay grade analysis will be performed to ensure equity and appropriate grade level.
Please add each search committee member to the job requisition when prompted. If you do not know who will be on your search committee at the time you create the requisition, HR can add the names at a later date.

If you are requesting a new position, please discuss with your supervisor and Vice President.
When you have support for the new positoin, you must create a new position in Workday. Specific instructions here.
The create position request will be sent up the approval chain in Workday. Once approved, follow the create job requisition process.

Instructions on reviewing candidates and their application materials can be found here. In person training by HR will also be available if requested.
Search committee members will also have access to view candidates and their application materials but will not view salary information.
All positions are posted to DePauw’s Career Site and advertised. Positions are posted to Indeed, HigherEdJobs, Chronicle of Higher Education and DiverseJobs to identify a broader diverse applicant pool. Additional advertising requests will be reviewed for cost.
Before applications are reviewed, the Search Committee must meet with Human Resources to review interview regulations and guidelines, including the DePauw University Values Grid, for phone screens and on campus interviews. (if not previously attended)
The Search Committee reviews applications materials and schedules interviews.
Candidates must come to HR for a candidate session where benefits will be reviewed and candidates’ questions will be answered. Please contact HR to schedule. HR requires 30 minutes to meet with candidates interviewing for full-time positions and 15 minutes for part-time positions.

Once the search committee has selected a candidate they would like to extend an offer, they must notify HR. HR will extend the offer to Staff candidates. Academic Affairs will extend offers to Faculty candidates.
Once offer is accepted, the Search Chair contacts all other candidates who were interviewed but not selected.
Start date is determined between department, HR, and candidate. Typically, this is three weeks from verbal offer to start date.
Offer letter is created by HR and sent to the candidate to sign electronically.
Once the candidate signs the offer letter and signs the background authorization form, HR begins the background check process. This typically takes 7-10 business days.
An account access request email will be sent to the supervisor to set up accounts once the background check has been completed and is successful.

Candidates will receive all onboarding documents through Workday.
Supervisors will receive a task in Workday to select team members to meet with the new employee and/or be a helpful contact. The team members the supervisor chooses will receive and email notification, as well as the new employee. For instructions, go here.

An orientation agenda is sent via email to the new employee and contains information of what to bring, where to report, where to park, and other essential item.
Orientation is held on the employee’s first day and begins at approximately 8:30 am and ends at 3:15 pm. Orientation will cover HR, Benefits, and IT.
We ask supervisors to accompany the new employee to lunch on the first day (11:30 am-1:00 pm). Individual departments are responsible for choosing location and costs of lunch. Please meet your new employee in the HR lobby.

Supervisors should ensure all steps have been completed to request for accounts and access to University network and email, etc.
Follow the New Employee Checklist - A Guide for Departments to provide a welcoming experience for new employees.