{"id":9936,"date":"2019-11-15T23:07:32","date_gmt":"2019-11-16T04:07:32","guid":{"rendered":"https:\/\/www.rochester.edu\/human-resources\/?page_id=9936"},"modified":"2026-10-06T13:26:12","modified_gmt":"2026-10-06T17:26:12","slug":"recruiting-onboarding","status":"publish","type":"page","link":"https:\/\/www.rochester.edu\/human-resources\/professional-success\/managers-toolkit\/recruiting-onboarding\/","title":{"rendered":"Recruiting &#038; Onboarding"},"content":{"rendered":"<p>The recruiting and onboarding process is exciting, and it also is something that takes a lot of collaboration and hard work.<\/p>\n<p>In this section we&#8217;ll provide you the tools and resources you need to:<\/p>\n<ul>\n<li>Create position descriptions<\/li>\n<li>Advertise and promote openings<\/li>\n<li>Review and screen applications<\/li>\n<li>Build an interviewing team<\/li>\n<li>Interview candidates<\/li>\n<li>Make an offer of employment<\/li>\n<li>Onboard your new hire<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>The recruiting and onboarding process is exciting, and it also is something that takes a lot of collaboration and hard work. In this section we&#8217;ll provide you the tools and&hellip;<\/p>\n","protected":false},"author":6,"featured_media":0,"parent":316,"menu_order":1000,"comment_status":"closed","ping_status":"closed","template":"page-templates\/one-column.php","meta":{"_acf_changed":false,"footnotes":"","_members_access_role":[],"_members_access_error":""},"class_list":["post-9936","page","type-page","status-publish","hentry"],"acf":{"lead_in":"","display_title":"Recruiting & Onboarding","subtitle":"","call_to_action":"","hero_image_placement":"no_image","hero_media":"images","hero_pattern_option":"","hero_video":"","hero_image_landing":"","hero_image_landing_two":"","hero_image_landing_three":"","content_modules_above":null,"sidebar":"show__sidebar","sidebar_feed":"menu_select","menu":"266","page_links":null,"sub_menu":"","content_modules":[{"acf_fc_layout":"card_grid","anchor":"","css_class":"max-text-center","title":"<h2 style=\"text-align: center;\">In-depth resources<\/h2>","description":"<p style=\"text-align: center;\">Explore the pages below to get more information on specific steps in the recruiting and onboarding process. You can also reference our <a href=\"#quick-reference-guide\">employment process guide<\/a> for a general overview.<\/p>","background_color":"#f4f4f4","width":"width-large","columns":"3","cards":[{"card_title":"<h5>Job Posting Process<\/h5>","card_text":"Learn how to create your job description and list your openings.","card_background_color":"#FFFFFF","card_hover_color":"#283faf","card_link":{"title":"Learn how to post a job","url":"https:\/\/www.rochester.edu\/human-resources\/professional-success\/managers-toolkit\/recruiting-onboarding\/posting\/","target":""},"card_hover_arrow":"","card_image":49716,"card_image_size":"image_full","card_image_placement":"image_above","card_image_hover_state":"hover_fade","card_image_link":""},{"card_title":"<h5>Interviewing &amp; Making an Offer<\/h5>","card_text":"Get details on the application, interview, and offer process.","card_background_color":"#FFFFFF","card_hover_color":"#283faf","card_link":{"title":"Find interview and offer info","url":"https:\/\/www.rochester.edu\/human-resources\/professional-success\/managers-toolkit\/recruiting-onboarding\/interviewing-making-an-offer\/","target":""},"card_hover_arrow":"","card_image":16146,"card_image_size":"image_full","card_image_placement":"image_above","card_image_hover_state":"hover_fade","card_image_link":""},{"card_title":"<h5>Pre-Employment &amp; Onboarding<\/h5>","card_text":"Prepare your new hire for their first day--and their future--at Rochester.","card_background_color":"#FFFFFF","card_hover_color":"#283faf","card_link":{"title":"Go to onboarding info","url":"https:\/\/www.rochester.edu\/human-resources\/professional-success\/managers-toolkit\/recruiting-onboarding\/pre-employment-onboarding\/","target":""},"card_hover_arrow":"","card_image":58386,"card_image_size":"image_full","card_image_placement":"image_above","card_image_hover_state":"hover_fade","card_image_link":""}]},{"acf_fc_layout":"text","anchor":"students","css_class":"hide-content","title":"<h2>Hiring college students<\/h2>","content":"Graduating students* may work through Student Employment through their Commencement Day. Commencement dates may vary by school.\r\n\r\n*Graduating international students last day may be affected by the I-20 expiration date used on their I-9.\r\n\r\nThere are 3 options to consider when hiring recently graduated\/former, non-matriculated, inactive or current students.\r\n<ol>\r\n \t<li><strong>Hiring \u201cStudents\u201d Through Human Resources:<\/strong> 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 \u201cstudents\u201d, who will continue to work past Commencement Day, non-UR students, and co-op\/intern students from other universities. These \u201cstudents\u201d must be hired through HR using the same process as for other staff hires:\r\n<ul>\r\n \t<li>HRMS Form 600 \u2500 Staff Requisition\r\nThis form is used to hire \u201cstudents\u201d (as identified above) as Time-As-Reported (TAR) with an End Date; this form can be accessed by logging into <a href=\"http:\/\/www.rochester.edu\/hrms\">HRMS<\/a>. Send the completed 600 Form to the <a href=\"mailto:hrscreqs@rochester.edu\">HR Service Center<\/a> and indicate that there is a Strong Candidate Identified (SCI). For Medical Center Divisions, a signed and approved <a href=\"http:\/\/www.rochester.edu\/working\/hr\/employment\/forms\/\">Medical Center Exemption Form<\/a> is required. The applicable TAR <a href=\"https:\/\/www.rochester.edu\/orpa\/proposals\/fringe\/\">fringe benefit rate<\/a> is charged to your department.<\/li>\r\n \t<li>Strong Staffing\r\nFormer \"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 <a href=\"http:\/\/www.rochester.edu\/jobopp\/strongstaffing\/forms\/\">here<\/a>. The applicable Strong Staffing <a href=\"https:\/\/www.rochester.edu\/orpa\/proposals\/fringe\/\">fringe benefit rate<\/a> is charged to your department.\r\n<ul>\r\n \t<li>When requesting that a former \"student\" be hired by Strong Staffing, be sure to allow two weeks\u2019 minimum for Strong Staffing's pre-employment requirements to be met to ensure the \u201cstudent\u201d does not experience an interruption in pay.<\/li>\r\n \t<li>Strong Staffing will schedule your summer hire(s) for a mandatory Payroll Orientation, conducted weekly.<\/li>\r\n \t<li>Positions involving direct face-to-face contact with patients require a physical and a drug screen; patient contact positions also require that former \u201cstudents\u201d attend UR Orientation. Strong Staffing will coordinate and schedule these pre-requisites.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<\/li>\r\n \t<li><strong>Hiring Current Students Using HRMS Form 506\/520 for Graduate Student\/Postdoctoral Appointments:<\/strong> 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.<\/li>\r\n \t<li><strong>Hiring Current Students through the Student Employment Office:<\/strong> 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 <a href=\"http:\/\/www.rochester.edu\/hrms\">HRMS home page.<\/a> JobLink allows you to post jobs, review student applications, hire matriculated UR students, verify I-9s, and access student employment resources.<\/li>\r\n<\/ol>\r\n<ul>\r\n \t<li style=\"list-style-type: none;\">\r\n<ul>\r\n \t<li>Commencement Day is the last day graduating students may work through Student Employment. All students who graduate must become inactive following graduation.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<strong>Note:<\/strong> Departments are responsible for terminating students that have resigned, graduated, or are on inactive status [leave of absence] etc. through Student Employment; visit JobLink &gt; On Campus Employer &gt; Forms and Information &gt; Terminations.\r\n\r\nFor questions related to hiring students, please feel free to contact:\r\n\r\nEmployment Services Liaisons: <a href=\"mailto:HR_liaisons@hr.rochester.edu\">HR_liaisons@hr.rochester.edu<\/a>\r\n\r\nStrong Staffing: <a href=\"mailto:hr.tsp@hr.rochester.edu\">hr.tsp@hr.rochester.edu<\/a>\r\n\r\nStudent Employment: <a href=\"mailto:seo@rochester.edu\">seo@rochester.edu<\/a>","background_color":"#ffffff","width":"width-medium"},{"acf_fc_layout":"accordion_new","anchor_id":"students","classes":"pb-0 mb-0","title":"<h2>Hiring college students<\/h2>","description":"Graduating students* may work through Student Employment through their Commencement Day. Commencement dates may vary by school.\r\n\r\n*Graduating international students last day may be affected by the I-20 expiration date used on their I-9.\r\n\r\nThere are 3 options to consider when hiring recently graduated\/former, non-matriculated, inactive or current students.","background":"plain","background_color":"#ffffff","style":"row_blank","expand":"yes","accordions":[{"acf_fc_layout":"accordion","accordion_title":"Hiring \u201cStudents\u201d Through Human Resources","icon":"","row_content":"Use this option for recently graduated, former \u201cstudents\u201d who are unable to be hired through Student Employment, or through Form 506\/520 (see #2). This includes non- matriculated UR \u201cstudents\u201d, who will continue to work past Commencement Day, non-UR students, and co-op\/intern students from other universities. These \u201cstudents\u201d must be hired through HR using the same process as for other staff hires:\r\n<ul>\r\n \t<li><strong>HRMS Form 600 \u2500 Staff Requisition<\/strong>\r\nThis form is used to hire \u201cstudents\u201d (as identified above) as Time-As-Reported (TAR) with an End Date; this form can be accessed by logging into <a href=\"http:\/\/www.rochester.edu\/hrms\">HRMS<\/a>. Send the completed 600 Form to the <a href=\"mailto:hrscreqs@rochester.edu\">HR Service Center<\/a> and indicate that there is a Strong Candidate Identified (SCI). For Medical Center Divisions, a signed and approved <a href=\"http:\/\/www.rochester.edu\/working\/hr\/employment\/forms\/\">Medical Center Exemption Form<\/a> is required. The applicable TAR <a href=\"https:\/\/www.rochester.edu\/orpa\/proposals\/fringe\/\">fringe benefit rate<\/a> is charged to your department.<\/li>\r\n \t<li><strong>Strong Staffing<\/strong>\r\nFormer \u201cstudents\u201d may be hired for up to six months through Strong Staffing, the University\u2019s in-house temporary services department. Strong Staffing Requisition Forms are available <a href=\"http:\/\/www.rochester.edu\/jobopp\/strongstaffing\/forms\/\">here<\/a>. The applicable Strong Staffing <a href=\"https:\/\/www.rochester.edu\/orpa\/proposals\/fringe\/\">fringe benefit rate<\/a> is charged to your department.\r\n<ul>\r\n \t<li>When requesting that a former \u201cstudent\u201d be hired by Strong Staffing, be sure to allow two weeks\u2019 minimum for Strong Staffing\u2019s pre-employment requirements to be met to ensure the \u201cstudent\u201d does not experience an interruption in pay.<\/li>\r\n \t<li>Strong Staffing will schedule your summer hire(s) for a mandatory Payroll Orientation, conducted weekly.<\/li>\r\n \t<li>Positions involving direct face-to-face contact with patients require a physical and a drug screen; patient contact positions also require that former \u201cstudents\u201d attend UR Orientation. Strong Staffing will coordinate and schedule these pre-requisites.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>","accordion_anchor":""},{"acf_fc_layout":"accordion","accordion_title":"Hiring Current Students Using HRMS Form 506\/520 for Graduate Student\/Postdoctoral Appointments:","icon":"","row_content":"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.","accordion_anchor":""},{"acf_fc_layout":"accordion","accordion_title":"Hiring Current Students through the Student Employment Office","icon":"","row_content":"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 <a href=\"http:\/\/www.rochester.edu\/hrms\">HRMS home page.<\/a> JobLink allows you to post jobs, review student applications, hire matriculated UR students, verify I-9s, and access student employment resources.\r\n<ul>\r\n \t<li>Commencement Day is the last day graduating students may work through Student Employment. All students who graduate must become inactive following graduation.<\/li>\r\n<\/ul>","accordion_anchor":""}]},{"acf_fc_layout":"text","anchor":"","css_class":"pt-0 mt-0","title":"","content":"<strong>Note:<\/strong> Departments are responsible for terminating students that have resigned, graduated, or are on inactive status [leave of absence] etc. through Student Employment; visit JobLink &gt; On Campus Employer &gt; Forms and Information &gt; Terminations.\r\n\r\nFor questions related to hiring students, please feel free to contact:\r\n\r\nEmployment Services Liaisons: <a href=\"mailto:HR_liaisons@hr.rochester.edu\">HR_liaisons@hr.rochester.edu<\/a>\r\n\r\nStrong Staffing: <a href=\"mailto:hr.tsp@hr.rochester.edu\">hr.tsp@hr.rochester.edu<\/a>\r\n\r\nStudent Employment: <a href=\"mailto:seo@rochester.edu\">seo@rochester.edu<\/a>","background_color":"#ffffff","width":"width-medium"},{"acf_fc_layout":"text","anchor":"quick-reference-guide","css_class":"","title":"<h2>Recruiting and onboarding process: Quick reference<\/h2>","content":"The following is a general guide of the employment process. Additional information is outlined in <a class=\"u-link-external\" href=\"https:\/\/www.rochester.edu\/policies\/policy\/recruitment-selection\/\">HR Policy 133: Recruitment and Selection<\/a> and the <a href=\"https:\/\/www.rochester.edu\/human-resources\/professional-success\/managers-toolkit\/recruiting-onboarding\/posting\/\">Manager\u2019s Toolkit<\/a>.","background_color":"#ffffff","width":"width-medium"},{"acf_fc_layout":"accordion_new","anchor_id":"","classes":"","title":"<h3>1. Job posting process<\/h3>","description":"","background":"plain","background_color":"#ffffff","style":"row_blank","expand":"yes","accordions":[{"acf_fc_layout":"accordion","accordion_title":"Defining the job","icon":"","row_content":"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 <a href=\"https:\/\/www.rochester.edu\/human-resources\/professional-success\/managers-toolkit\/recruiting-onboarding\/posting\/\"><strong>Job Posting Process<\/strong><\/a> section of the Manager\u2019s Toolkit to learn more and to find the necessary forms.","accordion_anchor":""},{"acf_fc_layout":"accordion","accordion_title":"Obtaining approval to fill the position","icon":"","row_content":"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 <a href=\"https:\/\/www.rochester.edu\/human-resources\/contacts\/human-resources-business-partner-contacts\/\"><strong>HR Business Partner<\/strong><\/a>.\r\n<ul>\r\n \t<li>\u00a0If 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.<\/li>\r\n \t<li>Divisions 50 and 90 must include a signed exemption form indicating approval to proceed with hiring despite the hiring freeze.<\/li>\r\n<\/ul>","accordion_anchor":""},{"acf_fc_layout":"accordion","accordion_title":"Posting the opening","icon":"","row_content":"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.\r\n\r\nVisit the <a href=\"https:\/\/www.rochester.edu\/human-resources\/professional-success\/managers-toolkit\/recruiting-onboarding\/posting\/\"><strong>Job Posting Process<\/strong><\/a> section of the Manager\u2019s Toolkit for additional steps you can take to post and advertise your job opening to strengthen your candidate pool.","accordion_anchor":""}]},{"acf_fc_layout":"accordion_new","anchor_id":"","classes":"","title":"<h3>2. Interviews and offers<\/h3>","description":"","background":"plain","background_color":"#ffffff","style":"row_blank","expand":"yes","accordions":[{"acf_fc_layout":"accordion","accordion_title":"Before you start","icon":"","row_content":"If you will be hiring someone under the age of 18, understand the strict <a href=\"https:\/\/www.rochester.edu\/human-resources\/professional-success\/managers-toolkit\/managing-engaging\/hiring-managing-minors\/\">state and federal regulations concerning child labor laws<\/a>.","accordion_anchor":""},{"acf_fc_layout":"accordion","accordion_title":"Reviewing resumes","icon":"","row_content":"Once the position is posted, you\u2019ll want to review resumes regularly against the job requirements to identify candidates you\u2019d 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.","accordion_anchor":""},{"acf_fc_layout":"accordion","accordion_title":"Phone screening","icon":"","row_content":"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.","accordion_anchor":""},{"acf_fc_layout":"accordion","accordion_title":"Interviewing","icon":"","row_content":"Interviewing is a critical step in recruiting candidates and building a strong team. Visit the <a href=\"https:\/\/www.rochester.edu\/human-resources\/professional-success\/managers-toolkit\/recruiting-onboarding\/interviewing-making-an-offer\/\">Interviewing &amp; Making an Offer<\/a> section of the Manager\u2019s Toolkit for additional interviewing tips.","accordion_anchor":""},{"acf_fc_layout":"accordion","accordion_title":"References","icon":"","row_content":"Reference checking is the final opportunity to obtain important information about your applicant\u2019s past performance. The <a href=\"https:\/\/www.rochester.edu\/human-resources\/professional-success\/managers-toolkit\/recruiting-onboarding\/interviewing-making-an-offer\/\">Interviewing &amp; Making an Offer<\/a> section of the Manager\u2019s Toolkit has best practices and a reference check template to help you with the reference check process.","accordion_anchor":""},{"acf_fc_layout":"accordion","accordion_title":"Making an offer","icon":"","row_content":"Once you\u2019ve selected the final candidate, you initiate the <a class=\"u-link-pdf\" href=\"https:\/\/tech.rochester.edu\/wp-content\/uploads\/WD13-Job-Application-Stage-Create-and-Extend-Offer-QRC.pdf\">Offer stage in myURHR Workday<\/a> by completing the Request to Offer (RTO) in Workday, with Compensation entry routing to your <a href=\"https:\/\/www.rochester.edu\/human-resources\/contacts\/human-resources-business-partner-contacts\/\">HR Business Partner<\/a>. If needed, contact your o discuss the salary. HR will consider the candidate\u2019s qualifications and experience, as well as the qualifications and experience of incumbent employees. Finance will also be engaged according to departmental practices.\r\n\r\nOnce the salary has been determined, the HR Service Center will review and move the candidate\u2019s application to the \u201cVerbal Offer\u201d step in Workday. You may call the candidate to extend the offer verbally.\r\n\r\nOnce the offer has been verbally accepted, you will change the candidate\u2019s stage in myURHR Workday to \u201cOffer Accepted\u201d. The HR Service Center will generate the pre-hire paperwork and send it to the candidate via Workday.\r\n\r\nOnce 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.","accordion_anchor":""}]},{"acf_fc_layout":"accordion_new","anchor_id":"","classes":"","title":"<h3>3. Pre-employment and onboarding<\/h3>","description":"","background":"plain","background_color":"#ffffff","style":"row_blank","expand":"yes","accordions":[{"acf_fc_layout":"accordion","accordion_title":"Pre-employment","icon":"","row_content":"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 <a href=\"https:\/\/www.rochester.edu\/human-resources\/professional-success\/new-employee-orientation\/\">New Employee Orientation<\/a> and pre-employment physicals if required.\r\n\r\nNew 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 <a href=\"https:\/\/www.rochester.edu\/parking\/employee-parking\/\">request a parking pass<\/a> through the Department of Transportation and Parking.","accordion_anchor":""},{"acf_fc_layout":"accordion","accordion_title":"Onboarding","icon":"","row_content":"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 <a href=\"https:\/\/www.rochester.edu\/human-resources\/professional-success\/managers-toolkit\/recruiting-onboarding\/pre-employment-onboarding\/\">Pre-Employment &amp; Onboarding<\/a> section of the Manager\u2019s Toolkit for a New Employee Onboarding Checklist to guide managers through the key steps for a successful onboarding.","accordion_anchor":""}]},{"acf_fc_layout":"navigation","anchor":"","css_class":"max-text-left","title":"<h3>Additional management resources<\/h3>","description":"","background_color":"#f4f4f4","menu":"276","layout":"layout_cards","columns":"3","item_description":"show_desc","hover_color":"#283faf"}]},"yoast_head":"<title>Recruiting &amp; Onboarding | University of Rochester Human Resources<\/title>\n<meta name=\"description\" content=\"University of Rochester managers can learn how to recruit and onboard new team members and employees. 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