Recruitment, Selection, and Hiring

Last Updated 01/03
Applies to Administrators, Staff
Related Policies:


The University’s goal in recruitment and selection is to hire and retain the most qualified individuals. Managers are encouraged to first consider applicants from within their department or others from within the University who express interest in the position.

If the position remains unfilled after campus-wide recruitment, the Office of Human Resources assists departments by coordinating all aspects of the employment process to present hiring departments with qualified applicants from a variety of sources external to the University. The recruitment process, application review, reference and background checking, and the selection and hiring processes for all Staff positions are subject to pertinent Federal and State laws and regulations. Recruitment efforts are coordinated by Human Resources Recruiting Consultants to ensure compliance with these laws and regulations.

Employment decisions are based on qualifications and are made without regard to race, color, national or ethnic origin, sex, disability, veteran status, or age except where a specific characteristic is considered a “bona fide occupational qualification” for a specific position.

Information on the recruitment process, including job posting procedures, interviewing guidelines, and salary offers, is available on the Office of Human Resources web site.


Human Resource Recruiting Consultants are available to provide consultation throughout all aspects of the employment and hiring process. They will provide assistance in posting vacancies, developing and implementing recruitment strategies, identifying and selecting candidates, assuring all pre-employment requirements are met, and confirming job offers.

Recruitment Process

Job Posting Procedures:

  • To post a job, hiring managers must initiate a posting through the online employment site.
  • Once the necessary approvals are obtained, a Recruiting Consultant will either prepare a job posting based on the information provided or review the recommended job posting as submitted by the hiring manager. In either event, Human Resources reserves the right to edit job postings to comply with University policies and procedures.
  • A Recruiting Consultant will then contact the hiring manager to discuss a recruitment strategy.

Selection Process

Candidate Pre-screening:

The large number of applications received each year prevents the interviewing of all applicants by the Office of Human Resources. However, all applications are reviewed and applicants whose qualifications and experience seem most appropriate to the opening for which they have applied are generally selected for screening interviews with the Office of Human Resources or the hiring department.

Referrals to the department for a specific job interview are based on consultation with the hiring manager and on the results of the screening and interview processes. It is the objective of the Office of Human Resources to refer pre-screened candidates for a vacancy. A Recruiting Consultant will notify all applicants interviewed for a specific vacancy of the outcome of the selection process.

Pre-Interview Checklist:

  • Familiarize yourself with the duties and requirements of the position you are filling.
  • Make sure you can answer general questions about the University and the benefits provided.
  • Formulate questions that will focus on job-related issues such as asking the candidates how they would deal with real life, job-related situations.
  • Write down and organize the questions in the order you will be asking them.
  • Review applicant’s resume and/or application.
  • Obtain an employment and community guide for exempt level, out of area candidates. This information may be obtained from the Recruiting
    Consultant who is coordinating your recruitment efforts.

Interview Guidelines:

  • Once the list of job-related questions is created, use it for all applicants for the same position.
  • Put the applicant at ease with introductory and welcoming remarks.
  • Ask open-ended questions which require behavioral descriptions rather than simply “yes” or “no” answers ( i.e., have them describe a work situation in which they handled stress well rather than just asking if they can “handle stress well”).
  • Listen; the candidate should do the majority of the talking.
  • Stay away from questions that have more to do with personal lifestyle than job experience. Phrase the question so that the answer will describe on-the-job qualities instead of personal qualities. If the question is not related to performance on the job, it should not be asked.

Department Hiring Process

Once You Have Selected A Candidate…

1. Reference Checks

It is strongly recommended that the hiring department conduct reference checks prior to extending an offer of employment. Recruiting Consultants are available to provide guidance to hiring managers in obtaining references.

Internal Candidate Reference Checks

  • When considering a current University employee as a final candidate for a campus position, the hiring manager should advise the employee prior to contacting the candidate’s supervisor to obtain information regarding the employee’s work performance.
  • Hiring managers are also encouraged to contact the Office of Human Resources for the purpose of obtaining information regarding the employee’s performance record as contained in the personnel file. This information may be reviewed with a representative from the Office of Human Resources upon request.

Reference Check Form

2. Notify Human Resources of Hiring Decision

When a candidate has been selected, the hiring manager should notify the Recruiting Consultant of the decision prior to making the offer of employment. This step will ensure that a Notre Dame Employment Application is on file and that all details such as salary, starting date, eligibility of benefits, moving expenses, and other pertinent issues are finalized prior to employment.

3. Initiate Pre-Employment Checks

Upon finalizing the employment offer, you may make the employment offer contingent upon the candidate successfully completing several pre-employment checks. See policy on Applicant Screening .

4. Send Job Offer Letter

After the candidate accepts the employment offer, the department sends an “Offer Letter” to the candidate. This letter should outline the details of the offer including salary, start date, and pre-employment drug/background testing requirements.

Administrative Position Sample Offer Letter

Staff Position Sample Offer Letter

After the Candidate Has Been Approved for Hire…

1. Complete New Hire Paperwork

Before the candidate begins employment, the following forms must be completed and submitted to the Office of Human Resources, 200 Grace Hall. A candidate may not begin working until these forms have been completed.

  1. Personnel Actions application
  2. Employment Eligibility Verification (Form I-9)
  3. Federal Tax Withholding (PDF)
  4. State/County Tax Withholding (PDF)
  5. Direct Deposit (PDF)

2. Notify Recruiting Consultant of necessary candidate notification emails.

All candidates interviewed but not selected for a specific opening should be notified of the outcome of the search by the department. Notification emails will routinely be provided by the Office of Human Resources, unless the hiring department chooses to notify non-selected candidates.

Job Filled Sample Notification Letter

3. Orientation will be scheduled by HR following submission of Staff PAF.


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