Manager Resources, Recruitment & Hiring Guide
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 contact your Human Resource Manager.
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 1) create and update the job description of the vacant position, 2) initiate the job requisition on the employment applicant tracking system and 3) develop a recruitment plan. Please see below for more details.
Creating Updating or Modifying a Job Description
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
Once the job description has been created or updated, please begin to initiate the job requisition process via Loyola's Applicant Tracking System for hiring managers at 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 website at www.careers.luc.edu.
*Please note that all positions slated for external recruitment will be posted on the University's career website for a minimum of two weeks and all positions slated for internal recruitment (hiring department only) will be posted on the University's career site for a minimum of one week.
A helpful guide has been has been developed with more information about creating an online position description:
Develop a Recruitment Plan
Develop a recruitment plan with your HR Manager during the initial steps of the recruitment process to discuss:
- Sourcing options
- Establish pre-screening procedures
- Interview procedures and hiring procedures for the vacant position
Further information on the recruitment and selection process for open staff positions can be found below and also in the University's Recruitment & Employment Policy.
*Please note that if an open position is identified by Human Resources as underutilized in the University's Affirmative Action Plan, additional good faith efforts designed to attract qualified women, minority, veteran and disabled candidates will be put into action.
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 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.
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
Several factors should be considered when conducting a telephone interview:
- Describe how the interview will be conducted with candidate
- Provide a brief job preview
- Ask questions pertaining to the resume (i.e. 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
- Ask the candidate about their salary expectation
- Explain to the candidate the next step in the selection process
- Thank the candidate for their time!
Conducting On-Campus Interviews
Interviews may be conducted one-on-one, in a group setting, or by a search committee.
- The interview process should also include a meeting with a HR representative, who will provide the candidate with additional information about Loyola, including information on our mission and focus on transformative education, and will also discuss 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:
Several factors should be considered when conducting 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, education, 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
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.
Selection of Top Candidate(s)
Loyola University Chicago recognizes that in order to excel as Chicago’s Jesuit, Catholic University and uphold our mission of being a diverse community seeking God in all things and working to expand knowledge in the service of humanity through learning, justice and faith, we must continue to hire the best talent and secure the full participation and commitment of all employees. In keeping with this conviction, we reaffirm our obligation and intent to hire and provide all employees with the opportunity to grow, develop, and contribute to our collective success without regard to race, color, religion (except where religion is a bona fide occupational qualification for the job), national origin, sex, age, disability, marital status, sexual orientation, gender identity, veteran status or any other factor protected by 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.
Reference checks must be performed 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 and at least one of the references checked should be a current or former supervisor.
- 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:
- 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.
- Background checks are required by Loyola University Chicago policy and must be performed 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.
- Official job offers of employment with the University must come from a Human Resources.
- Coordinate post-offer employment drug/alcohol screening and physical for new hires as deemed appropriate by the position, which is being filled by new employee.
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.
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.
- To review a checklist of activities conducted during these three phases, please click here.
Human Resources has developed a 5 step on-boarding process that will allow new employees to become acclimated to Loyola and their new role. The five step program includes:
- 1st 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.
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.
Human Resources has developed a helpful guide on how to navigate Loyola University Chicago's Employment Applicant System: