Hiring a New Employee

Employment Services provides professional support services to assist you in recruiting and hiring candidates for your vacant positions.  This web page is designed to provide you with everything you will need to conduct a successful job search from budgets and advertising, to making the employment offer and new hire orientation.

Our employment services are designed to meet the needs of the university and yours as a hiring manager in a timely and efficient manner.  However, because we recognize the individualized nature of recruiting at Kennesaw, we offer basic services along with various optional services. The HR Partner assigned to your search will discuss these options and in consultation with you, develop a recruiting plan tailored to meet your specific needs.
  • Online Employment at KSU
  • New Positions or Reclassifications
  • Position Management
  • Recruitment
  • Pre-Screening Process
  • Applications & Resumes
  • Reference Checks
  • Pre-Employment Requirements
  • On or Before the 1st Day of Employment
 
Creating a Position Requisition
Hiring Managers will access the system to create a positon requisition and submit them electronically through the established work flow process to obtain necessary approvals.  Once the approvals are obtained, your requisition will be forwarded to your HR Partner who will contact you to review hiring specifics. 
 
View & Access Applicant Information
Hiring Managers will have 24/7 access to view online application materials. Hiring Managers can schedule interviews during the posting period but may not finalize a hiring request until the job posting period has passed.  For additional assistance please contact your department's HR Partner.
 
Training
Training workshops are available and hiring mangers should email HR or call ext 6030 for times, location and reservations.
 
New Positions or Reclassifications
 
New Position without Adequate Funding
 
If a hiring manager does not have sufficient funds within their budget, they will need to identify a source of funds that is satisfactory to their supervisor and the budget office prior to submitting a requisition to HR. 
 
New Position with Adequate Funding
  • Hiring Managers log on to the online employment system and electronically submit a completed Position Requisition for all continuing and temporary staff position requests. 
  • Once the request has been routed through proper divisional and budgetary approvals, HR's compensation staff will analyze and review the requisition to determine the appropriate classification level of the position.
  • Upon confirmation of the job duties, classification level, position number, title, and pay band the requisition will be forwarded to your HR Partner for posting and employment support. No recruitment may commence without a completed and approved requisition. 
Replacement Position with Adequate Funding 
 
If being refilled for the first time since the implementation of the online employment system, the position will have to follow the process established for new positions. If the position already exists in the new system and has no changes in classification, duties, funding the hiring manager may recruit for this position with supervisory approval.  It does not require Division level or budget approval to re-advertise and fill.
 
Position Management
In order to manage responsibly, the university tracks employment growth, both in terms of employee headcount and dollars. The position management control number assigned to every position is critical to the university's financial management.
 
Budgeted Position without Adequate Funding:
If a hiring manager does not have the vacancies or funds within their budget, no employment action may occur. The Budget Office will work with hiring managers and their supervisors to determine possible funding options and will approve in writing all funding proposals along with the appropriate Division Head.
 
Temporary or Part-time Staff
Conversion of temporary employees to regular full or part-time status will be considered a new employment action and the approvals and procedure will be that of a new position. 
 
The increase in hours work/percent time of part time staff will require a PAF.  If a  regular part time employee increases their hours to 20 hours or more per week they will become benefits eligible and the employing department will be subject to the administrative benefit charge.
 
Recruitment
Job Posting Process
The HR Partners coordinate and assist hiring managers in the recruitment of applicants for all regular and temporary staff positions. Faculty positions are coordinated through Academic Affairs
 
Job vacancies are posted in a manner that gives eligible and interested staff fair consideration. Non-temporary positions are posted for a minimum of ten business days.
 
University Posting
Your HR Partner will post the vacancy on the university's web site and in any appropriate external advertising sources as requested.
 
The HR Partner may edit the posting to comply with university policy or hiring guidelines and then contact the hiring manager to develop a recruitment plan. 
 
Recruitment Advertising
The HR Partner will, at the request of the hiring manager, list exempt level positions on higheredjobs.com and search the higher ed resume database for qualified candidates.  The hiring manager may fund recruitment ads in the local papers, on web sites and with professional associations.  All recruitment advertising placed by the hiring manager must be coordinated with HR and copy of all ads provided to your HR Partner to ensure compliance with federal and state laws and university policy.
 
Advertising Resources
  • KSU Jobs Listing
    All regular and temporary staff positions are posted on the university's web site. Both internal and external applicants apply through the  on-line application system.
  • External Advertising
    To enhance and diversify the applicant pool it may be necessary to advertise beyond the university web site. Advertising options include print ads, internet postings, professional list serves, and non profit organizations.
  • Diversity
    The university is committed to and facilitates a diverse work place with recruitment which may include advertising in publications with a minority focus, providing local organizations with university job information, and networking with various on campus and off campus individuals and groups. 
Advertising and Travel Costs
Costs including advertising, travel, and accommodation expenses, are the responsibility of the hiring manager.
 
Pre-Screening Process
The HR Partners will oversee the employment process and  coordination of application materials such as resumes, letters, and licenses and serve as a resource to both the hiring manager and the candidate.
 
Chosen candidates will be screened against basic job qualifications. If desired, your HR Partner will assist in screening applications against more specific departmental criteria and present the most qualified candidates to the hiring manager.
For internal candidates, your HR Partner can review the personnel file and provide information to the hiring manager. Hiring managers may review the candidate of choice's file and should contact the staff members supervisor for a reference.
 
Applications & Resumes
Applications and resumes are available online 24/7 to hiring managers and may be review immediately upon submission by the candidate.  Prior to scheduling interviews hiring managers should confer with the HR Partner to confirm the qualifications of the candidate and what the recruitment strategy will be. 
 
Upon completion of the pre screening by HR and the hiring manger, non-selected candidates should be informed of their status in the search process by online status updates. Additionally, hiring managers may want to provide written notice to candidates interviewed but not selected for employment.
 
Reference Checks
The online system provides the opportunity for the candidate to list references in addition to their current and past supervisors. Hiring managers will conduct reference checks with current or past employers in addition to references provided by the candidate.  Hiring mangers after check with a minimum of three references may formulate a hiring proposal to be sent to HR.  Your HR Partner will review the proposal and if acceptable will extend an offer of employment.
 
Internal Candidate Reference Check
When an internal employee is a final candidate, the hiring manager should notify the employee that will be contacting the candidate's supervisor to obtain a reference.  Hiring managers will also contact the HR Partner for the purpose of obtaining information regarding the employee's performance as contained in the personnel file.
 
Degree and License Verification
Degrees and licenses should be verified by the hiring manager prior to making a request to hire.
 
Pre-Employment Requirements
The hiring offer proposed by the HR Partner and accepted by the candidate is contingent upon the candidate successfully completing pre-employment requirements including:
HR will oversee pre-employment activities and if problems arise the hiring manager will be contacted.
 
On or Before the 1st Day of Employment
  • Employee completes New Hire forms (tax forms, I-9, Direct Deposit, CJIS) by attending an orientation session at HR.  The employee should call HR at 770.423.6030 to schedule an orientation.
  • The new employee orientation is designed to provide new hires (faculty, staff, regular, temporary, student) with the information and documentation necessary to work at the university and to be paid.  Failure to attend orientation and to complete all require documents will result in no paycheck and possible termination of employment.
  • Benefits eligible new hires will have the opportunity learn about and enroll in the various benefit plans, some of which are time sensitive with enrollment deadlines. 
  • Hiring Managers will need to orient the new employee to their department and to provide training and support as well as assist them with obtaining the appropriate campus access.