Recruitment Procedures

The university's strength over our long history is based on the quality of our faculty, staff and students and their efforts to excel. Careful consideration and attention to the hiring process are essential to maintaining our standard of excellence.

This page provides an overview of Wittenberg's notice of nondiscrimination, new employee recruitment steps and procedures, steps and procedures for engaging a volunteer, and responsibilities for which the hiring supervisor will be accountable. At any time, hiring supervisors are encouraged to consult with Human Resources about the recruitment process.

All expenses related to employment recruiting must be approved in advance by Human Resources (unless the hiring department is covering all expenses outright and not charging them to HR).  Failure to do so will result in a chargeback to the hiring department's budget.  Recruiting expenses include but are not limited to: travel (airfare, mileage), meals, and/or hotel accommodations.  Please submit a detailed expense request to HR at least two weeks prior to a finalist interview(s).  Expense requests must include estimated expenses for each finalist candidate.

Hiring & Recruiting: Steps & Documents

**NOTE**:  Human Resources prefers the use of SignNow templates to complete and properly route recruiting documents. Please be sure to follow the routing instructions and fill in all required fields, including drawing, typing, or uploading your signature. If you choose to use a fillable PDF form, after completion, please forward to HR to initiate electronic signature routing. Contact Human Resources if you have questions.

Outline of Steps: (click links below or scroll for further details)

Detailed Steps:

  • STEP 1a: An updated Position Description must accompany the RTFV form.
     
  • STEP 1b: Request to fill a vacant position. Complete a Request to Fill Vacancy (RTFV) form to initiate the recruiting process. The completed form must be routed to obtain the appropriate signatures then returned to HR. Links to the required forms are below. Any changes made to the position details following the initial approval of the RTFV must be submitted in writing and approved by the appropriate Senior Staff member, President, and HR Director. These changes included but are not limited to changes in pay, status, schedule, hours, benefits, etc.
FormLink to SignNow templateFillable PDF
Position Description TemplatePosition Description (SignNow link)Position Description (PDF)
Request to Fill a Vacancy Form - STAFFStaff RTFV (SignNow link)Staff RTFV (PDF)
Request to Fill a Vacancy Form - FACULTYFaculty RTFV (SignNow link)Faculty RTFV (PDF)
  • STEP 2: Post the vacant position. HR will post the vacant position to Interview Exchange, our applicant tracking system, and to certain Job Boards. Hiring Managers/Search Committee members may be asked to post to discipline/industry specific job boards. HR maintains a Diversity Posting Guide that is available to Hiring Managers/Search Committee chairs; please contact HR to discuss recruitment sources and plans.

    Wittenberg's commitment to developing a diverse workforce prompts us to take positive steps to recruit, hire, train and promote qualified individuals from diverse backgrounds. For example, we must generate applications from members of minority groups, rather than simply waiting to receive them, be flexible in defining positions, and be willing to provide the necessary training and support. In this sense, diversity management goes beyond equal employment opportunity, which requires employers to eliminate discriminatory conditions.
     

  • STEP 3: Recruitment Process. The Search Committee will begin the recruiting process. HR is available to assist with recruitment plans and screening of candidates; all finalist candidates must be interviewed by a representative of Human Resources. Helpful links are provided below.
  • STEP 4: Reference Checks.  The Hiring Manager/Search Committee members will conduct Reference Checks on their top candidates using the list of references the applicant provided during the application process.
FormLink to SignNow templateFillable PDF
Reference check Consent & Authorization FormRef. Check Form (SignNow link)Ref. Check Form (PDF)
  • STEP 5: Request to make a hire.  After the reference checks have been conducted, Hiring Managers complete the Request to Hire (RTH) form.  The completed form must be routed to obtain the appropriate signatures then returned to HR. Any changes made to the position details following the initial approval of the RTFV must be submitted in writing and approved by the appropriate Senior Staff member, President, and HR Director. These changes included but are not limited to changes in pay, status, schedule, hours, benefits, etc. Hiring Managers may make a verbal offer contingent on background check with applicable senior staff permission only if no changes were made. If changes were made, hiring managers must obtain the necessary approvals in writing prior to any offer being made.
FormLink to SignNow templateFillable PDF
Request to Hire Form - STAFFStaff RTH (SignNow link)Staff RTH (PDF)
Request to Hire Form - FACULTYFaculty RTH (SignNow link)Faculty RTH (PDF)
  • STEP 6: Background Check. When HR receives the Request to Hire form, a background check will be initiated with our vendor, OPENonline. The selected candidate(s) will receive an email and/or SMS text message from OPENonline with instructions on how to securely upload their information.
    • Hiring Managers, please advise your selected candidate(s) of this process and ask them to be looking for the email/SMS text from OPENonline.
  • STEP 7: Send Recruiting material to HR. To ensure compliance of our recruitment procedures, please send all hand-written or typed recruiting notes, evaluation forms, etc. to HR for the recruiting file. If sending through interoffice mail, please seal and mark the envelope confidential.
  • STEP 8: Welcome to Wittenberg.  HR will send a "Welcome to Wittenberg" email to the selected hire that includes the signed appointment letter, links to important documents, and important next steps.

Engaging a Volunteer: Steps & Documents

  • STEP 1: Volunteer Agreement/Supervisor. The supervisor of the Volunteer completes the required sections of the Volunteer Agreement (linked below).
    • If using a fillable PDF, after completing the required sections, the Supervisor SAVES the document to their computer, then forwards it to the Volunteer to complete their portion.
    • Please note that a volunteer form must be renewed/completed each academic year when a volunteer returns. The start and end dates should be within the same academic year.
  • STEP 2: Volunteer Agreement/Volunteer. The volunteer completes their portion of the Volunteer Agreement.
    • If using a fillable PDF, the Volunteer prints the form and signs it. The Volunteer then returns the signed form to HR.
    FormLink to SignNow templateFillable PDF
    Volunteer Agreement FormVol. Agreement Form (SignNow link)Vol. Agreement Form (PDF)
    • STEP 3: Background Check.
      • When HR receives the Volunteer Agreement, a background check will be initiated with our vendor, OPENonline. The selected volunteer(s) will receive an email and/or SMS text message from OPENonline with instructions on how to securely upload their information.
        • Managers/Supervisors - please advise your volunteer(s) of this process and ask them to be looking for the email/SMS text from OPENonline.
    • STEP 4: Training.
      • The volunteer may be required to complete training modules with Human Resources and will receive information on required training via email.
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