Emergency Hire, Rehired Annuitants, Intermittent Hourly Temporary Hire Guidelines & Procedures

The Emergency Hire process in CHRS Recruiting allows a hiring manager or designee to submit a requisition for an emergency hire position. This process will also be used to hire rehired annuitants and temporary intermittent hourly positions. This type of recruitment may be a direct appointment or posted to collet candidates if needed. This type of recruitment is a direct appointment. This process replaces the Form 104.

Hiring Steps

Step 1 – Initiate a Job Card – Hiring Manager or Department

• Log into CHRS Recruiting and creates the Job Card which:
  • Provides details of the position
  • Identifies the Search Committee Chair and Members, who screen application materials, interview applicants, check references, and recommend qualified candidates
  • Provides a justification for hiring a temporary support (Emergency Hire, Rehired Annuitant, Temporary Intermittent Hourly) position, rather than running a recruitment
• Sends the HR Recruitment Team a completed Position Description for the vacancy, which
  • Describes the duties of the position in specific detail (for performance management purposes) and identifies the knowledge, skills, and abilities required to perform them
  • Must be provided to the successful applicant upon hire
• Sends the HR Recruitment Team a current organizational chart.
• Sends the HR Recruitment Team a Vacancy Announcement (only needed if the position is to be posted to recruit candidates). If a candidate has been pre-selected, a vacancy announcement is not needed.

Step 2 – Job Approval, Posting and Application Process

• The job card routes through the approval process.
• Once approved, the position will be posted either with or without visibility per the hiring department request
  • If a candidate has been pre-selected, the position will post without visibility and a link will be provided to the candidate to apply.
  • If the hiring manager needs to find candidates, the position will post with visibility so that any interested applicants may apply.

Step 3 – Applicant Pool Screening– Hiring Manager or Search Committee

• Screens application materials to identify whether candidates meet minimum qualifications, as defined by the position description.
  • Candidates who meet minimum qualifications are moved to Manager/Committee Reviewed: MQs Met status in CHRS Recruiting.
  • Candidates who do not meet minimum qualifications are moved to Manager/Committee Reviewed: MQs Not Met status in CHRS Recruiting.

Step 4 – Applicant Interviews and Reference Checks– Hiring Manager or Search Committee

• Interviews selected candidates
  • Moves selected interviewed candidates to appropriate status in CHRS Recruiting
    • Candidate Recommended – ROI Form Request (a notification is sent to candidates from CHRS Recruiting requesting they log into their portal and complete the Release of Information Form)
  • Follow instructions on the Reference Check Information Form to complete reference checks for finalists

Step 5 – Qualified Candidates Identified– Hiring Manager or Search Committee

• Submit the Reference Check Information form for finalists to HR

Step 6 – Appointment & Onboarding – Hiring Manager

Regarding Salary: Emergency hires are typically appointed at the base of and up to 5% above the base of the pay range for the classification. An offer at the base of and up to 5% above the range does not require approval. Hiring Authorities may request a salary above 5% above the base of the range, which requires written justification that includes specific details regarding the incumbent's qualifications for the position. HR review and recommendation will follow.

• Hiring manager conveys offer of employment to selected candidate at the base of or up to 5% above the base of the range for the position, or
• Move the finalist to the following status in CHRS Recruiting:
• Optional – Request to Offer Above Base of the Range. A written justification should be included with specific details regarding the incumbent's qualifications for the position. HR review and recommendation will follow.
• Once a salary is determined and approved and a verbal offer made, move the candidate to one of the following statuses:
• Request to Initiate Offer Process, and include details about requirements for the background check, start date and salary
• Conditional Offer Declined
• The HR Recruiter will order the appropriate background check. Once the background check clears the following will occur:
• HR Recruiter will send the emergency hire offer letter to the candidate for acceptance.
• HR Recruiter will assign the required new employee paperwork, Employees must complete New Employee Paperwork on or before their first day of work. They may not start work prior to completing these forms.
• Hiring Authority will facilitate onboarding of the new hire.

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