Recruitment Process

This really depends on a number of things. In the best case scenario, once we receive the approved Personnel Requisition, a position can generally be posted on the USD website within 48 hours. In order to ensure the best recruitment strategy, it may take a few days to determine the best external advertising options and to get those postings up. Here is the general process and estimated times to completion.

When you have a vacant regular or courtesy (temporary) position that you want to post on the Jobs website, please follow the steps below:

• Email jobs@sandiego.edu to notify Employment Services of the hiring manager who will be initiating the process so that the appropriate access can be assigned in advance.

Once access has been granted and to begin the process, login to the Jobs@USD recruitment system:

• Add Job Description to Workday by submitting Edit positions restrictions on the position in Workday. If the JD already exists but you need to make changes follow the same edit position restriction process. Skip this step if JD exists in WD and no changes are needed.
• Once the job description has been submitted and approved in Workday, Log on to Jobs@USD to initiate the Personnel Requisition. See Instructions.
• Once the Personnel Requisition is fully approved, an Employment Engagement Coordinator will reach out once the position is posted on the Jobs website. They will work with the hiring manager to develop an appropriate recruitment strategy for the position.

Once the Personnel Requisition is fully approved, an EEC Employment Services Representative will:

• Reach out once the position is posted on the Jobs website.
• Work with the hiring manager to develop an appropriate recruitment strategy for the position

In order to make a contingent offer, the hiring manager will first need to complete the following steps. Generally, we are able to make an offer within 24 hours of receipt (provided these steps have been completed appropriately and that there are no concerns).

1. Call the candidate’s references. Two professional references are required. At least one should be a former supervisor. Click here for sample reference questions.
2. Login to the Jobs@USD recruitment system:
   • Submit a Proposal to Hire by accessing the selected candidate’s application and updating their status to ‘Proposal to Hire.’
   • Complete all of the required fields and submit for review and approval.

Note: A job offer cannot be made to the candidate until the Department of Human Resources has had an opportunity to collect and review all paperwork to ensure that appropriate approvals, minimum qualifications, background check and other regulations have been fulfilled.

Once the HR Recruiter receives the Proposal to Hire, we will check for the following:

• The candidate chosen meets the minimum job qualifications (according to the current job description).
• That the proposed pay is within the appropriate range and that there are no internal equity concerns.
• That references were obtained by the hiring department.
• That any additional necessary budget/employment approvals were received.

Once the Proposal to Hire is fully approved, the HR Recruiter will:

• Make a contingent offer to the selected candidate or authorize the hiring manager to make the initial contingent offer directly. All offers will be made contingent on the successful completion of the background check and education verification. Click here for Background Check Information.
• Once contingencies are clear, we will coordinate the onboarding process, including the following:
  • First day instructions
  • Workday onboarding and benefits enrollment
  • Schedule the new hire for Olé Monday, New Employee Orientation and Torero Employee Connect (TEC-for regular employees only)

If you would prefer to make the contingent offer yourself, please indicate on the Proposal to Hire.

We are happy to guide you through this process, but you must first submit the forms and allow us to ensure that the minimum qualifications have been met, the compensation is appropriate, and that references have been completed before you make a contingent offer.

All contingent offers must be reviewed by the Employment Services team before contacting the candidate.

Contact the candidate and let them know that you have been unable to reach their references. Ask them to provide another way to contact the person or additional references so that you can complete this step in the process. It is their responsibility to provide references.

Pre-employment background checks are required for all USD employees. Click here for Background Check information.

There are a number of things we can do to help you through the hiring process. Here are some of the things we can do to help you. All you need to do is ask:

• Review applications, sorting out qualified candidates from unqualified candidates.
• Make recommendations for which candidates to consider interviewing (based on the hiring needs you have communicated).
• Assist with preparations for interviews (including preparing questions).

When an individual’s employment ends, it is the university’s responsibility to deactivate accounts to limit access to private and/or proprietary information.

Adjunct Faculty: Adjunct faculty who will be returning in the next academic year will maintain their email accounts so that they can continue to communicate with the university related to their coursework or other employment related needs. Adjunct faculty who are not expected to return and whose employment is officially ending will see their email accounts disabled on their last day of employment.

Retiring Faculty and Emeritus Faculty: Retired tenured faculty or emeritus faculty who are eligible for retiree benefits are permitted to retain their email address.

Staff, Administrators, and other Faculty: Email accounts for staff, administrators and faculty who are ending their employment with the university will be deactivated on the individual’s last day of employment. They will not be able to maintain their existing account. If an individual is an alumnus or alumna of the university and they wish to have a USD email account, they can request a new sandiego.edu email account. If a staff or administrator is retiring from the university (and is eligible for retiree benefits) and they wish to have a USD email account, they can request a new sandiego.edu email account with Human Resources prior to their last day of employment. Emails from one account will not be transferred to another.

Deactivated accounts will not be reactivated for personal use after the employee’s employment ends.

All university-related emails and documents should not be transferred to personal accounts as this would be a violation of University Policy 2.5.1 on Responsible Use of University Computing Resources.