Selecting a Finalist

After consulting with the appropriate colleagues, who may include local and central HR and EOAA staff, decide upon a candidate who best fits the job criteria. Refer to following suggested steps (the order taken may vary as needed) before making a firm offer of employment. Although the following actions are included in Chapter 6 , they are covered again in this chapter in more detail to facilitate a seamless hiring outcome. Remember that finalists for all positions must have an application on file in the JAC (Jobs At Columbia) System for a specific position and meet all stated minimum job qualifications in order to be hired for that position.

The finalist should be advised at this stage of the process that they are being seriously considered for the position and that a number of administrative steps need to be taken before a firm offer of employment can be made. If not already discussed, salary discussion/negotiations should occur at this stage of the process. Managers may also discuss possible start dates at this time. Refer to the appropriate collective bargaining agreements for contractual wages for union support staff positions. Refer to the annual salary ranges for other positions.
Managers should consult with HR to close the search in the JAC system. This action may be taken earlier in the process if warranted.
Conduct professional reference checks.
Request and obtain résumé verification from central HR for grades 10-13/103-105/7-9A, and hiring clearance from EOAA for grades 14/106 and above. Clearance to hire will be withheld in cases where the selectee does not clearly meet the minimum qualifications as stated in the job posting.
Make an offer of employment. Remember that no verbal or written offer of employment or commitment to hire can be made before required clearances (see above).
Upon acceptance of the offer, managers are strongly encouraged to send a formal letter confirming the employment offer (see the Useful Links/Forms box above).
Have the appropriate final selection information entered into the JAC System.
Refer the new hire to the Human Resources website for job and benefits information (see the Useful Links box above).
Send letters to non-finalists thanking them for their interest and advising them that the position has been filled. A letter may also be sent to the entire pool of qualified applicants. Consult HR to learn how to generate these letters through the JAC System.

Handling Interdepartmental Transfers and Promotions

Once the internal candidate has accepted a transfer or promotion to another department, the start date should be negotiated between the incumbent and the supervisors of both the old and the new department. The three parties should agree upon a date that is supportive of the employee and the departments, so that there is an efficient transition of job responsibilities. Since transferred and promoted employees carry, in accordance with allowable maximums, unused vacation days and, in the case of support staff, sick days, it is important that any accrual amounts be finalized before the incumbent moves to the new position. Visit the Time and Attendance section of the Manager Toolkit for more information about accruals (see the Useful Links box above). Refer to the appropriate collective bargaining agreement for the specific accrual rules for a union support staff position.

The transfer effective date is the date the employee starts working in the new department.

Applicant Pool Reporting

Effective August 1, 2007, all recordkeeping and recording will be done online in the Jobs at Columbia (JAC) system. The hiring department or local Human Resources staff must enter the recruiting sources in JAC, under Tab 3: Outreach Plan, and notifies HR that an opening is available in JAC for review and posting.

HR then reviews the hiring department’s demographics and Affirmative Action goals to determine the acceptability of the recruiting plan and posts the position online. After the position has been posted for the required time, it can be closed in the system, and all required information must be entered by the hiring department or local Human Resources staff into the JAC System.

The hiring department must notify HR of the selection of a finalist and obtain clearance before making an offer of employment. Please refer to the Administrative Officer Hiring Process Quick Guide (PDF) for details.