Hiring Checklist

Hiring managers roles in the recruitment process:

Note: As a hiring manager you may participate in all or some of the following steps.  Check with your HR contact for more information on the agency process which may vary depending on the type of position being filled.  

A.Preparation to fill a position

  • Prepare request to staff in order to get authorization to fill the position
  • Update the position description (PD)

B.  Recruitment – First 30 Days

  • Determine recruitment strategy (Transfer, Open, and/or Non-Competitive)
  • Rate the PD for required/preferred job criteria
  • Establish/identify subject matter experts (SMEs) for applicant rating
  • Establish a certification rule (e.g. top 5, 10 or more, all qualified) which is the number of candidates to refer for interview
  • Provide HR Specialist with interviewers/rater names for each assessment used
  • Create interview questions and benchmarks

C.  Before Obtaining a Candidate List (Cert List)

  • Schedule interview date and time with panel members
  • Notify Hiring Specialist of Interview dates
  • Receive certification list from HR

D.  Final 30 Days

  • Schedule interviews with candidates
  • Before interview, review and sign interviewer guideline with panel members
  • Conduct Interviews
    • Ask applicants to complete background check form (sealed or sent directly to HR)
    • Inform applicant of next steps
    • Collect copy of interview questions/notes after interview
  • Discuss and rate applicants
  • Conduct reference checks (ask for review of personnel file when necessary)
  • Provide HR with appropriate documentation such as:
    • Sealed background check form
    • Written hiring reason, including justification for hire
    • Requested rate of pay
  • Extend verbal offer to candidate
  • Notify HR Specialist if offer is accepted or declined

E.  Close Out

  • Send candidates non-select letters
  • Return interview notes and paperwork to HR
  • Return signed interview guideline form to HR
  • Provide HR with Reports of Action of each candidate on the cert list
  • Request IAM, computer, phone, etc. from IT