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Office of Human Resources

East Tennessee State University

The specific requirements for recruiting and hiring at ETSU are outlined in PPP-35 Search Guidelines for Filling Faculty, Administrative, and Clerical/Support Vacancies. On this page you will find tips and best practices for planning and conducting job searches.

 

Reference Checks

Reference checks are a vital part of a recruitment plan. Keep in mind that personal or professional reference checks may be conducted in a variety of ways such as speaking with a supervisor personally by phone or email or by soliciting letters via mail or through the eJobs Applicant Tracking system. Based on feedback from references and applicants and also on common recruitment practices, Human Resources makes the following recommendation for conducting employment and reference checks:

Administrative Staff/Faculty

Electronic letters of recommendation may be used but are not required for administrative staff or faculty positions. It is recommended that one or more reference checks (via telephone, email, reference letters, evaluations, personnel file, etc.) for administrative staff or faculty positions be collected only on applicants that are submitted to Equity and Diversity for pool certification. Use these settings when creating a posting in eJobs to solicit electronic letters of recommendation only for selected candidates:

  1. When creating a posting
    • For "Reference Notification", select the state Solicit Letters of Recommendation
    • Leave "Recommendation Workflow" blank
    • For "Recommendation Document Type" select Reference Letter
  2. In the Reference tab, enter a 1 or greater in the 'Minimum Requests' field
  3. To request letters of recommendation prior to submitting applicants for pool certification, move the selected applicants to the “Solicit Letters of Recommendation” state. This sends automatic emails to the applicants’ references. [Note: This can be done in bulk. See the instructions for Applicant Reviewer: Reviewing and Processing Applicants on the eJobs Information and Training webpage for more information.]
  4. When you have checked and are satisfied with at least one reference, move the selected applicants to a recommend for interview state.

See the instructions for Support Staff to use an alternate method for checking references other than electronic letters of recommendation.

Support Staff

Electronic letters of recommendation are not required or recommended for support staff positions. Applicants for support staff positions often apply for multiple open positions; when electronic letters of recommendation are used, references may be sent multiple requests for letters. References do not understand that each letter is for a different department, and often express concern about being asked to provide multiple letters. It is recommended that one or more reference checks (via telephone, email, evaluations, personnel file, etc.) for support staff positions be collected only on applicants that are submitted to Equity and Diversity for pool certification. Use these settings when creating a posting in eJobs for a support staff position:

  1. When creating a posting
    • Leave “Reference Notification” blank
    • Leave "Recommendation Workflow" blank
    • Leave “Recommendation Document Type” as No Document
  2. Leave the fields in the Reference tab blank

Starting a Posting for a Budgeted Position

To start a posting for a budgeted position that is either currently vacant or will be vacant, using the 'Create Posting from Position Description' option will auto-populate the position description number as well as department, required knowledge and skills, etc.

Assigning Applicant Reviewers

In the new eJobs system, only Applicant Reviewers have the ability to take action on an applicant such as 'Recommend for Interview'. Ideally this would be the supervisor if this is a supervisor hire or the search committee chair. It is a good practice for the hiring manager or other individual creating a job posting to also be assigned as applicant reviewer to assist in moving applicants to the appropriate workflow as needed.

Supplemental Questions

Supplemental questions may be added to a posting to provide the search committee or hiring supervisor additional information about the job applicants. Follow these guidelines when using supplemental questions in an application:

  • When possible, use an existing, active question. Use the Category filter or keyword search to find an appropriate question.
  • If you cannot find an appropriate question, see the instructions in the eJobs Advanced Features guide on the eJobs Information webpage for adding a new supplementat questions. New questions are pending until Human Resources reviews and approves the question. Use these guidelines when submitting new supplemental questions:
    • Choose an appropriate category.
    • Write questions so thay they may be reused in future posts/position types when possible. For example, rather than 'Do you have at least 2 years of supervisory experience?' use a multiple choice question such as 'How many years of supervisory experience do your have?' and include all enclusive ranges as the possible answers. This version could be used for both entry and senior level supervisors. Another option would be to make the question open ended. For example, 'How many years of supervisory experience do you have?". If you have questions about writing new supplemental questions, contact Human Resources before you submit the posting for approval.
  • Use disqualifying answers aparingly and only for questions related to the minimum qualifications listed in the posting. If you have questions about using disqualifying answers, contact Affirmative Action.
  • Adding the questions ‘How did you hear about this employment opportunity?’ and ‘Specify Source’ to your posting can help you identify how best to advertise future postings for your department. Learn more about Supplemental Questions in the eJobs - Advanced Features Guide on the eJobs Information and Training webpage.
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