Hiring Processing
New Hires
When a position becomes vacant or is created, managers are responsible for completing a Recruitment Request/Justification Form, sending it to their department head and then sending to the department HR Administrator for processing. The document will be routed to the department VP, CFO and Human Resources(HR) for approval. Upon receiving necessary approvals, the position will be posted on the HR web site. If positions require posting in additional locations (trade publications, professional organization job listings, etc.), please notify the department HR Administrator at time of Recruitment Justification submission. Once the position is posted, online and paper applications will be sent to the hiring manager. It is the Hiring Manager’s responsibility to set the the interview panel, schedule interviews, etc.
Non Union Staff positions should be posted for five days. Union staff positions must be posted for fourteen days. For all positions, the following is required:
- All applicants interviewed MUST complete a GU Application.
- Once a decision has been made, the Supervisor/Manager completes the online Recruitment Summary indicating all person(s) interviewed, when and why they were/or were not offered position, whether they would recommended for another position. The email of the candidate to whom the position is being offered should be entered on this screen. This will start the background check process. If the candidate does not have an email address, the manager/supervisor should provide contact information to the department HR Administrator for coordination of the background check.
- Once an offer is made, a conditional hire letter is issued (explaining start date is conditional upon successful completion of background check. This process could take up to 10 business days. If there is a problem found in the background check, a Senior HR Generalist will be in touch with the hiring manager.
- Once background check has been satisfied, the candidate should come to the Planning & Facilities Management Business office to complete hiring paperwork. Candidates are encouraged to come prior to the start date to ensure their information would be already approved in GMS prior to their start date.
- Applicant must present original documentation for completion of I-9 process.
- The department HR Administrator will make sure employee is notified of when to attend New Employee Orientation and Benefits Orientation, where to pick up GoCard, where to go to activate NETID, etc. New Employee and Benefits Orientations are important processes in employee processing into the University. Employees will need to allot the required time to attend the orientation sessions.
- Employee is given documentation explaining the Onboarding process (how to setup direct deposit, completion of W4 – Federal Tax, selection of health, dental, etc. benefits, verify contact information is correct, etc.)
- The Manager/Supervisor must assure that the employee is provided complete information about appropriate time keeping procedures, call in policy and other pertinent information to assure the employee’s successful transition into the University.
- Union staff will receive a copy of the bargaining agreement from a union delegate.
Temporary Hires (direct hires)
Temporary employees are hired to replace employees out for various types of short and long term leave and to support short term seasonal work. The document will be routed to the department VP, CFO and Human Resources(HR) for approval. Upon receiving necessary approvals, the Hiring Manager can hire the temporary employee. A supervisor/manager may elect to have the position posted. The applications received will be sent to the hiring manager. When there is the need for a temporary employee, a Recruitment Justification Form must be submitted.
For all positions, the following is required:
- Employee must complete a GU Application
- An Offer Letter is issued (detailing work shift, when the position ends)
- Background checks are generally not required for temporary hires but employees who will work within the residential facilities will be subject to a background check before the start date.
- The candidate should come into the Planning & Facilities Management Business office to complete hiring paperwork. Candidates are encouraged to come prior to the start date to ensure their information would be already approved in GMS prior to their start date.
- The candidate must present original documentation for completion of I-9 process.
- The department HR Administrator will make sure employee is notified of where to pick up GoCard and where to go to activate Net ID.
- Employee is given documentation explaining the Onboarding process (how to setup direct deposit, completion of W4 – Federal Tax, verify contact information is correct, etc.)
Student Hires
GU Students
Georgetown students are hired within the department to support office functions. To hire a University Student Employee, you must do the following:
- Check with the PFM Business Office to assure that the position is created or that a vacancy exists.
- If the position is not created or a vacancy does not exist, a new position must be created with the Student Employment Office. This requires that the office have a position description and total number of positions needed.
- Managers should send the student to the PFM Business Office to complete hiring paperwork. It is strongly encouraged that the student come to complete the paperwork before the first day of work.
- The candidate must present original documentation for completion of I-9 process if he or she has not ever worked for the University before.
- Once entered into GMS, student employee will then be able to complete onboarding process within GMS.
- If the student has a job on campus, the process is the same except for the prior two processes.
Managers may hire No-GU students to support office functions. Hiring a non- GU student follows much the same process as the hiring of a temporary employee. Approval is required to create the position if it does not exist.
For all positions, the following is required:
- Employee must complete a GU Application.
- An Offer Letter is issued (detailing work shift, when the position ends).
- Background checks are generally not required for temporary hires but employees who will work within the residential facilities will be subject to a background check before the start date.
- The candidate should come into the Planning & Facilities Management Business office to complete hiring paperwork. Candidates are encouraged to come prior to the start date to ensure their information would be already approved in GMS prior to their start date.
- The candidate must present original documentation for completion of I-9 process.
- The department HR Assistant will make sure employee is notified of where to pick up GoCard and where to go to activate NETID.
- Employee is given documentation explaining the Onboarding process (how to setup direct deposit, completion of W4 – Federal Tax, verify contact information is correct, etc.)