Job Posting Process
Learn how to create your job description and list your openings.
Recruiting & Onboarding
In-depth resources
Explore the pages below to get more information on specific steps in the recruiting and onboarding process. You can also reference our employment process guide for a general overview.
Hiring college students
Graduating students* may work through Student Employment through their Commencement Day. Commencement dates may vary by school.
*Graduating international students last day may be affected by the I-20 expiration date used on their I-9.
There are 3 options to consider when hiring recently graduated/former, non-matriculated, inactive or current students.
Use this option for recently graduated, former “students” who are unable to be hired through Student Employment, or through Form 506/520 (see #2). This includes non- matriculated UR “students”, who will continue to work past Commencement Day, non-UR students, and co-op/intern students from other universities. These “students” must be hired through HR using the same process as for other staff hires:
- HRMS Form 600 ─ Staff Requisition
This form is used to hire “students” (as identified above) as Time-As-Reported (TAR) with an End Date; this form can be accessed by logging into HRMS. Send the completed 600 Form to the HR Service Center and indicate that there is a Strong Candidate Identified (SCI). For Medical Center Divisions, a signed and approved Medical Center Exemption Form is required. The applicable TAR fringe benefit rate is charged to your department. - Strong Staffing
Former “students” may be hired for up to six months through Strong Staffing, the University’s in-house temporary services department. Strong Staffing Requisition Forms are available here. The applicable Strong Staffing fringe benefit rate is charged to your department.- When requesting that a former “student” be hired by Strong Staffing, be sure to allow two weeks’ minimum for Strong Staffing’s pre-employment requirements to be met to ensure the “student” does not experience an interruption in pay.
- Strong Staffing will schedule your summer hire(s) for a mandatory Payroll Orientation, conducted weekly.
- Positions involving direct face-to-face contact with patients require a physical and a drug screen; patient contact positions also require that former “students” attend UR Orientation. Strong Staffing will coordinate and schedule these pre-requisites.
Use this option for hiring current University of Rochester Graduate Student and Postdoctoral candidates. Students from other schools would be hired into staff positions (see #1) unless approved by the Dean of Graduate Studies.
This option is used for hiring current matriculated UR students not hired on a 506/520 form (see #2). Visit JobLink through the Employer link on the HRMS home page. JobLink allows you to post jobs, review student applications, hire matriculated UR students, verify I-9s, and access student employment resources.
- Commencement Day is the last day graduating students may work through Student Employment. All students who graduate must become inactive following graduation.
Note: Departments are responsible for terminating students that have resigned, graduated, or are on inactive status [leave of absence] etc. through Student Employment; visit JobLink > On Campus Employer > Forms and Information > Terminations.
For questions related to hiring students, please feel free to contact:
Employment Services Liaisons: HR_liaisons@hr.rochester.edu
Strong Staffing: hr.tsp@hr.rochester.edu
Student Employment: seo@rochester.edu
Recruiting and onboarding process: Quick reference
The following is a general guide of the employment process. Additional information is outlined in HR Policy 133: Recruitment and Selection and the Manager’s Toolkit.
1. Job posting process
If you have a new position or changing position on your team, you will need to define the job by first considering the objectives and responsibilities of the position. Visit the Job Posting Process section of the Manager’s Toolkit to learn more and to find the necessary forms.
To obtain approval for posting a job opening, please complete the Create Job Requisition task in myURHR Workday before proceeding. Each department has designated trained staff who have access to complete the Create Job Requisition task. If you are unsure of who in your department can complete the Create Job Requisition task, please contact your HR Business Partner.
- If your department requires additional approvals for new or replacement requisitions, please include the following documents with the task as attachments. For a new position requisition, include the approvals from Finance and HR, including approved business title and/or job description.
- Divisions 50 and 90 must include a signed exemption form indicating approval to proceed with hiring despite the hiring freeze.
Once the requisition is approved, it will be posted to the University of Rochester website and employment sites, including Indeed and LinkedIn. The contacts assigned to the job requisition in Workday will be notified when the requisition is live.
Visit the Job Posting Process section of the Manager’s Toolkit for additional steps you can take to post and advertise your job opening to strengthen your candidate pool.
2. Interviews and offers
If you will be hiring someone under the age of 18, understand the strict state and federal regulations concerning child labor laws.
Once the position is posted, you’ll want to review resumes regularly against the job requirements to identify candidates you’d like to talk with. Consider education, experience and overall background, as well as longevity in each position, gaps of employment, and career progression as appropriate.
This step provides the hiring manager the first opportunity to interact with the applicant. A standard list of questions should be crafted for each recruitment to ensure that the process is consistent and that the manager and applicant remain focused.
Interviewing is a critical step in recruiting candidates and building a strong team. Visit the Interviewing & Making an Offer section of the Manager’s Toolkit for additional interviewing tips.
Reference checking is the final opportunity to obtain important information about your applicant’s past performance. The Interviewing & Making an Offer section of the Manager’s Toolkit has best practices and a reference check template to help you with the reference check process.
Once you’ve selected the final candidate, you initiate the Offer stage in myURHR Workday by completing the Request to Offer (RTO) in Workday, with Compensation entry routing to your HR Business Partner. If needed, contact your o discuss the salary. HR will consider the candidate’s qualifications and experience, as well as the qualifications and experience of incumbent employees. Finance will also be engaged according to departmental practices.
Once the salary has been determined, the HR Service Center will review and move the candidate’s application to the “Verbal Offer” step in Workday. You may call the candidate to extend the offer verbally.
Once the offer has been verbally accepted, you will change the candidate’s stage in myURHR Workday to “Offer Accepted”. The HR Service Center will generate the pre-hire paperwork and send it to the candidate via Workday.
Once a candidate has accepted the job offer, return to Workday to update the disposition of each candidate. External applicants (excluding applicants for faculty, nursing practice and Strong Staffing positions) with a disposition of Not Selected will receive an automatic email within 48 hours notifying them they have not been selected.
3. Pre-employment and onboarding
Once the candidate has signed and returned the offer letter, the HR Administrative Services team will contact the candidate to guide him/her through the pre-employment paperwork process and to schedule New Employee Orientation and pre-employment physicals if required.
New hires will be directed to stop by Brooks Landing prior to beginning employment to complete legally-required paperwork and get benefits information. They can also request a parking pass through the Department of Transportation and Parking.
Make a strong first impression and set the groundwork for them to hit the ground running by ensuring they understand the job requirements, gain familiarity with key co-workers, have the tools they need to do their job, and feel welcomed and energized to join the University of Rochester! Visit the Pre-Employment & Onboarding section of the Manager’s Toolkit for a New Employee Onboarding Checklist to guide managers through the key steps for a successful onboarding.