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After Interview

Dispositioning Applicants

Hiring managers must indicate why applicants are not moving forward in the interview process or why there were not hired by assigning them a disposition code from the drop down menu within PeopleAdmin. These codes track reasons that a candidate was not selected and why a candidate withdraws. The disposition codes are required and necessary for federal compliance.

Hiring managers must not consider applicants who do not meet minimum qualifications. Hiring managers should be sure to select the best applicable disposition reason for not selecting the candidate during the screening process. All applicants must be dispositioned appropriately within a posting before it can be marked as filled.

Reference Checks

Reference Checks for External Candidates

After an employment application has been submitted and an interview conducted, hiring managers should conduct reference checks prior to extending an offer of employment. A minimum of two (2) references must be completed for the final external candidate. One reference should be a former/current supervisor. A Recruiter is available to provide guidance to hiring managers seeking references.

Reference Checks for Internal Candidates

When considering an internal employee as a final candidate, the hiring manager should contact the employee prior to contacting the candidate’s supervisor for a reference. The current manager must always be contacted for a reference.

Rehires must be reference checked through Campus HR and the former manager before interviews.

Finalizing Your Hire

Before Offer is Extended to Candidate

If the salary for the candidate will be over the budgeted amount, consult with Compensation and Budget before extending a verbal offer.

The final candidate’s application status must be changed to offered status. The employment offer is contingent upon successful completion of all pre- employment requirements, including a criminal history check and at UNTHSC, a drug test.

After Candidate Accepts Verbal Offer

If the verbal offer is accepted, please contact a Recruiting Assistant with the details of the offer and tentative start date.

  • All remaining active candidates within the job posting must be dispositioned.
  • An offer letter will be prepared by a Recruiting Assistant and routed to the hiring manager for signature.
  • The Recruiting Assistant will email the prepared offer letter to the candidate for signature along with authorization forms for the pre-employment drug test (if applicable) and criminal history checks.
  • Criminal history check results are typically received within five (5) business days of the date initiated and the outcome communicated to the hiring manager.
  • When all pre-employment verifications have cleared, the employee ID and EUID are created by the Recruiting Assistant and the new hire is registered for Onboarding. At that time, the ePAR should be initiated.
  • An onboarding invitation email will be sent to the new hire with orientation dates and details.
  • When the newly hired employee begins work, please note that the federally required Form I-9 must be completed on the first day of employment and that an ePar must be submitted. Please refer to onboarding guides for additional steps.

Communication with Candidates Not Selected

We need to treat candidates with respect so they have a positive candidate experience. The hiring manager must contact candidates that were interviewed but not selected to notify them the position is filled.

We recommend a phone call to candidates interviewed on site, but not selected, and an email to candidates who were contacted by phone, but not selected.

Hiring managers should not contact candidates whose criminal history check was not cleared.  Campus Human Resources will manage that process.

Onboarding Checklists

Onboarding checklists are available to assist managers and employees complete required record-keeping steps to join a department team.

Note that a new employee must complete Section 1 of Form I-9 on or before hire date. All new employees must provide appropriate documentation to verify identity and employment eligibility.  Section 2 of Form I-9 must be completed by the department and the employee E-Verified within three (3) business days of hire date.

Hiring managers should submit an ePAR within the first few days of the new hire’s employment to ensure enrollment and inclusion for Payroll and Benefits choices.

Retention of Documents

Certified online applications become part of Texas State Public Records. Per Texas Records Retention, all records (resumes, interview notes, etc) need to be retained for a minimum of two years. Please collect all documents related to your search and file in a secure place for two years. Texas State Records Retention Schedule, 3.1.014)