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Departments and units may choose to initiate staff searches under a variety of circumstances:

  1. a staff member resigns, retires or separates for any reason and must be replaced.
  2. a department/unit needs an additional staff member to meet expanding and/or special types of work areas on a temporary or permanent basis.

For both requests the following completed forms are needed:

  1. Staff Hiring Exemption Request 
  2. Staff Reclassification, Promotion or Staff Line Request Form
  3. Staff hierarchy organizational chart for your department or program

Send the completed forms to your ECAS HR Associate and copy Your College HR Associate can assist you through the hiring process. All staff searches must be approved by College HR prior to posting.

Hiring Process

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We are currently under a hiring freeze. All temporary and regular staff hiring requests must have an accompanying completed “Exemption Request” form. 

Departments have the option of filling a staff position through Open Recruitment, or in very unique circumstances, by utilizing the Administrative Decision process. Under almost all circumstances, departments should go through the open recruitment process. All hiring is regulated by the Employment (Recruitment) Policy.

Open recruitment requires advertising the position publicly and considering both internal and external candidates. Emory University Recruiting will receive, screen, and forward applications to departments via the iCIMS system which is accessible via PeopleSoft. More information is available on the Emory University HR page Recruiting Resources for Managers.

Alternately, an Administrative Decision may be used to hire staff without posting the position publicly in one of the following two scenarios: to internally move a temporary employee into a regular position if multiple candidates were interviewed as part of the temporary position vetting process or to hire an external candidate with unique qualifications that cannot be found through an open search. Additional information may be obtained from the Emory University HR Administrative Decision Process form. To request an Administrative Decision, contact your ECAS HR Associate.

Departments may also wish to use temporary staffing through Emory Temporary Services.

Departments must receive prior approval from College HR before making any temporary hires while Emory University is under a hiring freeze. You may make your requests by emailing your ECAS HR Associate.

A call for reclassification requests and/or new lines is issued by College HR with the annual performance and merit process each spring. Chairs and Directors should make these types of staffing request during their annual planning sessions and at the time merit recommendations/performance evaluations are returned to the College Office in April. The form to use for these requests can be found here.

Once the department receives approval to post a staff position (See Hiring Staff section for instructions), the Department hiring official should send their preferred qualifications for the actual posting to their ECAS HR Associate. Preferred qualifications are education level, skills or attributes not specifically described in the generic job description of the position being posted. Also provide the search committee names who will need access to iCIMS to review the candidate pool.

To post the position in a publication or job board outside the Emory system, please discuss with your ECAS HR Associate.

Once posted, applicates will apply to the position. Employment Services will screen and refer a pool of candidates who meet all necessary requirements to the department via iCIMS. The hiring official will then review the candidate pool to determine who to interview. At minimum, three candidates should be interviewed. Please be sure to note in iCIMS those who are interviewed.

College HR assists in screening candidates for Academic Department Administrators/Lead Staff positions.

Search & Interview Process

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Departments are encouraged to convene search committees to manage the search process and carry out tasks including review of candidates, setting interviews, and contacting finalist references. The Recruiting Specialist will also check employment references.

Search committees are usually constituted to fill staff positions such as the Academic Department Administrator or Lead Staff and include the Chair and one or two department faculty. In almost all cases it is not appropriate to have the departing employee or staff who will report to the position on the search committee.

College HR assists in the hiring and interview process for Academic Department Administrator/Lead Staff and other supervisory positions.

The Offer

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The department must contact their Employment Specialist and College HR representative once the finalist has been selected in addition to noting the candidate’s status in iCIMS. 

All starting salaries are vetted by College HR and Employment to ensure that equity and budget review considerations have been completed. After Employment and College HR have reviewed and approved the salary, the department may make a verbal offer followed by the offer letter.

New Staff Hire Orientation and Resources

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New staff employees can review their orientation action items on the Emory University HR New Hires page.

New staff employees can also register for the New Employee Welcome.

College-level Orientation

College HR strongly recommends that ECAS Departments create a department-level orientation to introduce new staff to relevant persons and processes, systems, and procedures.

Departments may choose to create your own new hire information checklist or modify and adapt the New Hire Checklist (Central HR) or the New Hire Checklist (Emory College).

New Hire

  1. ECAS HR Associate or Lead Staff may pre start all new staff hires.
  2. Open Recruitment hires are processed by the Recruitment Specialist.
  3. Administrative Decision hires are processed by the ECAS HR Associate.

All requests for existing staff data changes, can be processed online either via the eHRAF tool or through PeopleSoft. Please contact your ECAS HR Associate for any changes. Such requests may be made at any time.