The below information is a resource guide for hiring managers to utilize during all the stages of the recruitment process.  If you have any questions or would like additional information/resources please call the Human Resources Department. 

This resources guide is divided into three sections:

• Recruitment Process
• Applicant Review and Hiring Guide
• New Employee On-boarding Intiatives

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Recruitment Process

The recruitment process begins once there has been a resignation, termination or the creation of a new position. Once a hiring manager receives one of these three notices, the hiring manager should then meet with their HR manager to create and update the job description of the vacant position, initiate the job requisition on the employment applicant tracking system and develop a recruitment plan.  Please see below for more details.

1. Creating, updating or modifying the job description for the vacant position is one of the first steps required in the beginning of the recruitment process. 

 A job description should include the following:

• Position Summary: Position overview that identifies purpose and objective of the job
• Essential Functions: The task, duties and responsibilities of the job
• Minimum Qualifications: Minimum Knowledge, skills, and abilities needed to enter the job
• Success Factors: Personal characteristics that contribute to a person’s ability to perform the job
• Working Conditions: Environment in which the job is performed

2. Once the job description has been created or updated please begin to initiate the job requisition process on Loyola's Employment Applicant Tracking System (www.careers.luc.edu/hr).  The hiring manager of the vacant position typically initiates this process, as this system is a streamline process that sends approval notices, to the department head/Dean, Provost/VP and then to HR for approval and posting on our career site at: www.careers.luc.edu . * All positions slated for external or internal recruitment are posted on the University's career site (www.careers.luc.edu) for a minimum of two weeks.

3. Develop a Recruitment Plan- Speak with you HR manager and develop a recruitment plan in the initial steps of the recruitment process to discuss sourcing options, and establish pre-screening procedures, interview procedures and hiring procedures for the vacant position.

Applicant Review and Hiring Guide

The applicant review and hiring guide is intended to assist hiring managers with understanding the systematic process of reviewing applicants and candidates.  The information below outlines the steps that should be taken while reviewing applicants and interviewing candidates. Hiring managers should always consult with their HR manager during this process.

Screening Applicants

1. Screening applicants for minimum qualifications-Applicants must meet all the minimum qualifications that have been specified in the job description to become a candidate for the position.  Human Resources will assist with the initial screening of applicants either directly or by helping the department establish a pre-screening process.

Reviewing Candidates

1.Phone Interviews-A phone interview allows you to determine if the candidate's qualifications, experience, workplace preferences and salary needs are congruent with the position and Loyola before inviting the candidate in for an on campus interview.  

Things to consider when planning and arranging the telephone interview:

• Schedule an interview phone call for no more than 30 minutes
• Review candidate's application materials
• Prepare questions

How to conduct a telephone interview:

• Describe how the interview will be conducted with candidate
• Ask questions pertaining to the resume (for example, questions about education, training, gaps in employment or change of professions)
• Ask why the person is interested in leaving his or her current position
• Ask one or two technical questions about the job
• Ask one or two questions that will help you determine the interviewee’s “fit” to your department, Loyola as an organization and the position.
• Ask follow-up questions as appropriate
• Provide a brief job preview to candidate
• Explain to the candidate the next step in the selection process
• Thank the candidate for their time

2. Conducting on campus interviews- Interviews may be conducted one-on-one or in a group and be interviewed by a HR professional, who will provide additional information about Loyola and our benefits.

Things to consider when planning and arranging the on campus interview:

• Plan in Advance!
• Decide who will be involved in the interview process
• Prepare questions

How to conduct an on campus interview:

• Greet the candidate when they arrive
• Make the candidate feel comfortable
• Describe how the interview will be conducted with candidate
• Ask questions pertaining to their experience, competencies, abilities and knowledge critical to performing the essential functions, duties and responsibilities of the job.
• If a candidate strays from your question bring them back to your question.
• Ask follow-up questions as appropriate
• Ask technical questions about the job
• Ask Mission & Diversity related questions to assess their appeal of Loyola’s commitment to our Mission & Diversity. 
• Sum up what the candidate said, for confirmation and clarity
• Provide a job preview to candidate
• Ask the candidate if they have any questions
• Explain to the candidate the next steps in the selection process
• Thank them for their time!

* NOTE: Remember to be consistent in the types of questions you ask each candidate. Questions asked to candidates should be open-ended and behavioral-based that relate directly to the education, duties, skills and knowledge required to perform the job.  Please click here to see the types of  Interview Questions to Avoid. 

Below are examples of the types of interview questions to ask candidates. 

• Sample interview questions for any position
• Sample interview questions for office asst./admin asst. positions
• Sample interview questions for managerial positions
• Sample Mission & Diversity Interview Questions

Evaluating the Candidates

1. Evaluation forms can be a useful tool to use while interviewing and evaluating candidates. The evaluation form allows the interviewer to rank candidates based on their level of skill, knowledge, ability and experience.

Please see below for sample evaluation forms.

•  Sample evaluation form for administrative asstistant positions (PDF)
•  Sample evaluation form for managerial positions (PDF)

5. Selection of Top Candidate(s)-  Loyola University Chicago is committed to filling each vacancy with the candidate that is the best fit for the position without regard for race, gender, sexual orientation, ethnicity, or religion (except where religion is a Bona Fide Occupational Qualification for the job), national origin or ancestry, sex, age, marital status, veteran's status, physical or mental handicap/disability, or any other classification protected by applicable law. 

After interviews have been conducted and the candidates have been evaluated, a top candidate (s) is selected for employment as a result of his/her qualifications, abilities, skills, and knowledge critical to performing the essential functions, duties and responsibilities of the position. Once a decision has been made, please notify Human Resources.

6. Reference checks must be preformed on all final candidates, both external and internal candidates, before a job offer is extend by a Human Resources official. Typically, three to five references are checked on final candidates. Reference checks can be performed by the hiring manager or by Human Resources. This should be decided in the recruitment plan developed with your HR Manager. Please click here for sample reference check questions.

After the top candidate (s) has been identified and the reference checks have been conducted, your HR manager will ensure the following steps are completed:

1.The Job offer- The HR manager will first confirm that the job offer is within the budgeted dollars for the position before extending an offer. If a job offer exceeds the budget for the position, the HR manager will consult with the compensation department. Official job offers of employment with the University must come from a Human Resources professional.

2. Background checks are required by Loyola University Chicago policy and must be preformed on all candidates that are offered a position at Loyola University Chicago. The Human Resources Department will be responsible for conducting all background checks. A criminal check will be conducted on all new employees, regardless of the position. Depending on the type of position, other types of background checks could be conducted including but not limited to civil, degree verification and financial credit checks.

3. Coordinate pre-employment drug screening for new hires as deemed appropriate by the position, which is being filled by new employee.

On-boarding initiatives

Once the candidate has accepted the offer of employment with the University it is time to think about on boarding initiatives both department wide and University wide!  On-boarding is both the responsibility of the department/hiring manager and Human Resources.

1. Department orientation. A well thought out and organized department orientation is the most important step in welcoming and quickly transitioning a new employee into Loyola, and is critical to the success of the employee, department and university.  Benefits of a successful department orientation include:

• Expediting the employee's ability to learn the department's culture, position goals and responsibilities, allowing him or her to perform and contribute quickly.
• Increasing employee, department and university satisfaction.
• Reducing employee and department turnover.
• Encouraging strong employee, department and university performance.

Department Orientation can be thought about in three phases, pre arrival, arrival and long-term activities and to see a checklist of activities conducted during these three phases, please click here. 

2 . Human Resources has developed a five-step on-boarding process that will allow new employees to become acclimated to Loyola and their new role.  The five step program includes:

• 1^st day welcome by Human Resources
• Benefits orientation
• Loyola 101
• Partners in Mission by University Mission and Ministry
• Department orientation  (explained above)

For detailed information on the five step On-boarding process, please click here.

3. When an employee gives notification of a resignation, Human Resources must be contacted to facilitate an EMPLOYEE EXIT INTERVIEW to insure that all legal notifications are given to the exiting employee. For more information on the employee exit process, please click here.