Once the unit is ready to hire for a new position:
- Reach out to Sr. Financial Analyst to confirm funds are available & KFS account. Provide the following information:
- Title of new position
- Pay range for position and posting
- Contact the HR Generalist to have a position number created. Provide the following information:
- Name of supervisor for this position
- Salary range for the posting
- Job description
- Exempt or Non-Exempt
- Full-time/Part-time (FTE)
- Staff or Contract
- KFS account number
- The HR Generalist will notify VCSA Business Manager of the new position number. Once approved, the HR Generalist will submit the JD in JDX for review and approval by the Director of HR & Staff Development and the Compensation Analyst. This process typically takes about 2-3 weeks.
- After approval, the HR generalist will inform the hiring manager and Sr. Financial Analyst.
Next step is for the hiring manager to submit the recruitment packet.
Recruitment packet includes (Compile the forms into one packet):
- Position Request Memo: The body of the memo is editable for the hiring manager to include an explanation for the position request.
- Position Request Form: For the salary grade range, include the minimum and mid-range salary (the proposed pay range the Sr. Financial Analyst approved). For non-exempt positions, put the hourly rate.
- Approved JD
- Unit’s Organizational Chart
- SA Personnel Funding Routing Sheet
Forms must be signed in the following order via DocuSign:
- Hiring manager: sign position request memo, position request form, and initial routing sheet
- Sr. Financial Analyst: initial on routing sheet
- Associate DOS (if applicable): initial on routing sheet
- Director (if applicable): initial on routing sheet
- Rameen Talesh, Ed.D., Associate Vice Chancellor SLL: sign position request memo, position request form, and initial routing sheet
- Yumi Saito, Business Manager: initial routing sheet
- Brice Kikuchi, Chief Financial Officer: initial routing sheet
- Willie L. Banks, Jr., Ph.D., Vice Chancellor, Student Affairs: sign position request form and initial routing sheet
- Once the Recruitment Packet has been signed/initialed in DocuSign, Hiring Manager to download a complete copy and send it to the following:
- HR Generalist
- Associate Vice Chancellor/ Dean of Students
- Associate Dean of Students (if applicable)
- Director (if applicable)
- Project & Policy Analyst
- Student Affairs, Director of Human Resources & Staff Development
- Student Affairs Sr. Human Resources Business Partner.
- Include the following in the email,
- Desired posting duration (minimum is 10 days)
- Hiring committee names
The HR Generalist will post the job in iCIMS after receiving the signed packet. This step typically takes about 1 week.
Once approved, the Hiring Manager will receive an email from iCIMS and the HR Generalist confirming the job is posted.
INTERVIEW PROCESS
Committee will review applicants through iCIMS, conduct interviews, and perform reference checks. Please remember to provide comments and reasons for selecting or not selecting each candidate.
*Salary Negotiations: If the hiring manager wishes to discuss a salary negotiation and intends to offer a salary higher than the pay range posted, please contact the HR Generalist & Sr. Financial Analyst. In some cases, extraordinary approvals from the Student Affairs, Director of Human Resources & Staff Development might be required.
After selecting a candidate, inform the HR Generalist, Sr. Financial Analyst, AVC SLL/DOS, and appropriate ADOS by providing the following details for the Offer Letter:
- Candidate’s Name
- New hire, Rehire, or UC Transfer
- Position number
- Start Date (account for I9, live scan, and HireRight processes, which typically takes 3-4 weeks)
- Hourly Rate (nonexempt) or Annual Salary (exempt)
The Offer Letter will be generated in iCIMS and sent to the candidate upon approval by the hiring manager. Once finalized, the hiring manager must send the completed SLL New Hire Data Information Form and the signed JD to the HR Generalist.