Hiring procedures for staff positions


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.

  • 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

  • Minimum posting period

    • A minimum of 5 or 10 working day posting period is required for all staff positions. Positions that are determined to be “underutilized” must be posted for a minimum of 10 working days. Campus HR determines whether the position is underutilized.
  • Recruit.

  • eRecruit

    • All applicants must go through the online application process to be considered for a position.

  • Initial communication with candidates

    • Acknowledge receipt of application. (Automatic through eRecruit.)

3. Review applications — screening of candidates.

  • Online screening

    • Candidates who apply for staff vacancies are asked “pre-screening questions” when they apply. These questions are directly related to the university classification of the position. Only candidates who pass the pre-screening questions will be available for the search committee to review online.
  • Application Material Review (AMR).

    • The search committee should conduct an Application Material Review (AMR) after the minimum posting period. The search committee chair should handle these step, and contact Billie Wilson for assistance.

    • Candidates who pass the minimum qualifications as stated on the job description may be considered for an interview.

    • Additional criteria may be evaluated based on the preferred qualifications.

    • Hiring approval process & flowchart (PDF)

  • Select candidates to be interviewed.

    • The search committee or hiring supervisor chooses candidates to interview.
  • Schedule interviews.

    • The search committee chair or hiring supervisor should schedule the interviews.
  • Communications with candidates.

    • The search committee chair or hiring supervisor maintains communication for candidates.

      • Determine availability and interest of candidates selected for interviews.

      • Inform unsuccessful candidates of application status.

  • Update extension HR.

    • Information concerning candidate selection will be needed to update eRecruit. Send information to Billie Wilson.

4. Interviews

  • Determine the scope of the interviews.

  • Arrange interview logistics.

    • The search committee chair 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 search committee chair 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 HRD form #2 (DOC)
  • Conduct interviews.

    • The search committee conducts 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.
  • Complete candidate "interview summary."

  • Communication with candidates.

    • The search committee chair maintains communication with candidates.
    • Candidates who are no longer being considered for the position should be contacted as soon as possible, while keeping in mind those candidates who may be called to interview if the position remains vacant.
    • Extension HR can send email communications through eRecruit notifying candidates of the status of the position, if appropriate or desired. For questions about this process, contact Billie Wilson.
    • Interview sample letter (DOC)

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.

  • For regional positions

  • 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 search committee chair 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