For Managers

**General Note: The Sr. HR Generalist is a resource and available to help you with any questions or issues. **

CREATE A NEW POSITION:

1. Complete a new Position Description form
   1. Also determine how to fund the new position ("salary justification") which your Department Head must review and approve as well.
2. Submit the completed Position Description form to your Department Head for review and approval.
3. After receiving the Department Head's approval, forward the following to the Chief Financial Officer (CFO) for review and approval:
   1. the original signed Position Description form;
   2. the salary justification information; and
   3. a copy of the department organizational chart.
   If approved, the CFO signs off on the Position Description and forwards it to the Sr. HR Generalist for classification.
4. Within 5 business days of receipt of the Position Description form, the Sr. HR Generalist reviews and classifies the new position. You will receive a Classification Memo from the Sr. HR Generalist containing the results of the classification review.
5. Once you receive the Classification Memo, immediately forward it to your departmental HR Contact who will create the new position in GMS.
   1. After all the necessary information is input into GMS to create the new position, GMS automatically routes this new position submission to collect the required approvals which are (in order): HR Partner, Finance Partner and CFO.
   2. Your HR Contact is responsible to monitor and manage the approval process and makes sure the necessary approvals are obtained within 2 business days.
6. Once GMS acquires all the necessary approvals, the HR Contact receives notification in GMS that the process to create a new position is now complete.
7. If needed, contact the Assistant Dean for Administrative Services to request office space for the New Hire.

RECLASSIFY AN EXISTING POSITION:

1. Complete a new Position Description form.
   1. If this reclassification is expected to result in a change in the position’s salary, determine how to fund the reclassified position (“salary justification”) which your Department Head must review and approve as well.
2. Submit the newly completed Position Description form along with the existing Position Description form, if available, to your Department Head for review and approval.
3. After receiving the Department Head’s approval, forward the following to the Chief Financial Officer (CFO) for review and approval:
   1. the original, signed new Position Description form;
   2. the existing Position Description form (for the position prior to the reclassification), if available;
   3. the salary justification information, if applicable, and
   4. a copy of the department organizational chart.
4. If approved, the CFO forwards the approved copy to the Sr. HR Generalist for reclassification.
   1. If the reclassification involves an increase in salary for the incumbent, the CFO must notify the Payroll Manager of the salary increase and the effective date.
5. Within 5 days of receipt of the new approved Position Description form, the Sr. HR Generalist reviews and classifies the Position Description, and assigns a class code and pay grade. You will receive a Classification Memo from the Sr. HR Generalist containing the results of the classification review.
6. Once you receive the Classification Memo, immediately forward it to your departmental HR Contact who will modify the existing position in GMS.
   1. After all the modifications are made, GMS automatically routes this reclassification submission to collect the required approvals which are (in order): HR Partner, Finance Partner and CFO.
   2. Your HR Contact is responsible to monitor the approval process and makes sure the necessary approvals are obtained within 2 business days.
7. Once GMS acquires all the necessary approvals, the HR Contact receives notification in GMS that the process to reclassify an existing position is now complete.

POST A POSITION AND ACCESS ONLINE APPLICATIONS

1. Complete a Position Justification/Recruitment Request form.
   1. Attach the position summary and the minimum requirements for the position to the Recruitment Request section of the form. You can take this information directly from the Position Description form.
2. Submit the completed Position Justification/Recruitment Request form to the Department Head for review and signature.
3. After receiving the Department Head’s approval, forward the original signed copy to the Chief Financial Officer (CFO) for approval to post the position.
   1. Within 5 days, the CFO reviews the Position Justification/Recruitment Request form and if approved, s/he forwards the form to the Sr. HR Generalist.
4. Within 2 days of receipt of the CFO’s approved form, the Sr. HR Generalist posts the approved job on the Georgetown University HR website. It is viewable online immediately. These postings are also included in Washington Jobs.com at no additional cost to the department. External websites also ‘sweep’ our job site and place our job postings in various sites across the internet. Job postings will be up for a minimum of 5 business days.
   1. Additional external postings are available at a reduced cost to the department. Contact your Sr. HR Generalist for more information on the following options: http://www3.georgetown.edu/hr/hoya_staffing/advertising.html
5. The person(s) responsible for managing the administrative functions of the recruitment process will receive an electronic notification when the position is posted online.
   1. A recruitment file for the job posting is included in this email notification. The recruitment file contains:
      1. a Recruitment Memo with instructions on how to access resumes online and information on managing the recruitment process; and
      2. a link to the Recruitment Summary, a necessary form to be completed at the close of the search (for more information see Close the Recruitment Process section).
6. All applicants must apply online. Once the position is posted, direct applicants to apply at http://www12.georgetown.edu/hr/employment_services/joblist/jobs.cfm.

INTERVIEW CANDIDATES

1. As the Hiring Manager, you are responsible for interviewing applicants for the vacant position in your department. The goal of the recruitment process is for the candidate pool to be sufficiently qualified, experienced and diverse to enable the selection of several applicants for interviewing. If this goal is not achieved, contact the Sr. HR Generalist to discuss additional or alternative recruitment methods.
2. Develop standard phone pre-screening questions and interview questions. Ask all applicants the same questions.
3. Ensure interview questions are fair, objective, and consistent. See Interview Questions and Inquiry Guide.
4. Have all candidates who are interviewed complete a University Employment Application Form either before or during their first interview.
5. During the interviews, make sure to tell the candidates that the University conducts a pre-employment screening comprised of checking references, a health/drug screening (required for certain positions), a criminal background check, and in some cases, a credit check.
6. Inform the candidates that if they are selected as the finalist, they must give their consent to conduct the background check. The University utilizes an online system to administer the background checks which requires a valid email address. The background check consent form will be emailed to the candidate with further instructions.
7. Explain to candidates that all offers of employment are conditional, based on successful completion of the pre-employment screening.

MAKE AN OFFER & COMPLETE FINAL PRE-EMPLOYMENT STEPS

1. Once you make a decision and select a candidate to hire, extend an oral offer of employment to him/her. The oral offer needs to be confirmed with a written offer letter. Contact your Sr. HR Generalist for the standard offer letter template and with any assistance in negotiating the offer.
   1. The offer letter template contains important language about classification, benefits, probation, orientations as well as background checks and other pre-employment screening which must be part of any offer letter.
   2. NOTE: Academic and Administrative Professional (AAP) appointment letters at the Law Center require prior approval of the Associate Dean for Administration and Finance, as well as the Dean’s signature.
2. Once the candidate accepts the employment offer, complete the final pre-employment steps that may include, but are not limited to, checking references and conducting background checks and health/drug screens if required for the position. Contact your Sr. HR Generalist for more information on completing the required pre-employment steps.
   1. Obtain from the finalist and check at least two professional references and document these reference checks for your files (NOTE: you must check references for both internal and external applicants). See the guidelines Reference Checking and Sample Reference Questions on the Georgetown University HR webpage. Prior to contacting any references, advise the candidate that their references will be checked.
   2. The background check is conducted by a third party vendor based on the information provided in the Recruitment Summary form (see Close the Recruitment Process section #3 for details). The background check usually takes 48 to 72 hours to process and the results will be emailed to you from Human Resources.
   3. To initiate the background check, fill out the online Recruitment Summary form (See Close the Recruitment Process section #4a).

CLOSE THE RECRUITMENT PROCESS

1. Notify the candidates who were interviewed but not selected that the position has been filled.
   1. Either call or send an email, depending on the circumstances. See your Sr. HR Generalist for guidance and rejection letter templates, if needed.
2. Once the offer is accepted and the pre-employment steps have been successfully completed, contact the Sr. HR Generalist to close the recruitment process, begin the new hire paperwork (see Onboarding a New Hire section for details), and complete an evaluation form about the recruitment process that will be emailed to you from Human Resources.
3. To close the recruitment process, open the Recruitment file that was emailed to you (See Post a Position and Access Online Applications section #5a), click on the link to the Recruitment Summary and complete the form.
   1. Information from the Recruitment Summary is required for Affirmative Action reporting and initiating the background checks, so it is very important that it is completed promptly.
   2. The Sr. HR Generalist can provide access to the Recruitment Summary to other department members as needed.

ONBOARDING A NEW HIRE

(Either the Hiring Manager or a designated, departmental onboarding contact is responsible for overseeing the onboarding process - varies within departments.)

1. After the offer of employment is extended in writing and accepted, and all pre-employment steps, including background checks, are successfully completed:
   1. Inform IST of the New Hire by emailing the following information to helpdesk@law.georgetown.edu and put "New Hire Information" in the subject line:
      • the Department
      • Start Date
      • Supervisor
      • Office location
      • Name of the person who previously held the position, if applicable
   2. Email the Law Center’s onboarding Passport booklet to the New Hire 1-2 weeks prior to their first day. Contact the Payroll Office to obtain an electronic copy of the Passport or to obtain a hard copy to give to the New Hire on his/her first day.
      • In your email, stress the importance of reviewing the Passport as it contains critical onboarding information that they must be aware of in order to begin their employment and in order to get paid.
      • Encourage the New Hire to make an appointment with the Payroll Department prior to their start date, to quicken the generation of their NetID.
   3. Furnish the following information to the Payroll Manager who will initiate the Hire Employee process in GMS. This triggers the creation of the NetID:
      • a copy of the offer letter;
        
      • a copy of the Classification Memo, if needed (see Sr. HR Generalist);
      • one phone number;
        
      • personal email address;
      • what source the candidate used to learn about the position;
      • business title: the job title to be displayed in the University directory – this can be different from the GMS job title (This information should be in the offer letter);
      • end employment date – if applicable and not stated in the offer letter
2. The Payroll Manager meets with the New Hire to verify identification information required to complete the Hire Employee process and the Employment Eligibility Verification form (Form I-9).
   1. Information from one government-issued ID is a mandatory component in the process of completing the Hire Employee process in GMS. Please make sure that the New Hire is aware of this requirement, which is detailed fully in the onboarding Passport.
3. The Payroll Manager completes the steps in GMS’ Hire Employee process.
   1. Once the Hire Employee process is completed, GMS automatically routes the new submission to collect the required approvals which are (in order): HR Partner, Finance Partner and CFO.
   2. Contact your HR Contact for status updates on the approval process.
   3. NOTE: Once GMS acquires all the necessary approvals, a NetID is generated in GMS. On the following morning, the New Hire and their NetID will appear in the University directory.
4. After the NetID is created, an IST member will contact the New Hire and provides his/her NetID, LawMail email address and the temporary passwords with instructions on how to consolidate them into one password.
5. Provide the New Hire with the necessary supplies/uniforms/resources/equipment.
6. When the New Hire has his/her NetID, direct him/her to log into GMS to finish the GMS onboarding process using the "Checklist for New Administrative Employees".  Required steps include completing Federal tax elections, updating emergency contact information and work information as well as setting up direct deposit.
7. Make sure the New Hire gets his/her University GOCard. Reference the onboarding Passport.
8. The Sr. HR Generalist will contact the New Hire about the New Employee Orientation.