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From the UT Human Resources Services website:

Excellent recruiting and hiring practices help reduce turnover and ensure that the University is staffed with productive employees. The following resources guide you through various steps of the hiring process to help you find and hire the right employees.

  • Post Positions and Recruit - Get started by posting a position and recruiting.
  • Form a Selection Panel - Learn how to form a selection panel and develop a selection matrix.
  • Interview - Find out how to interview and select the best employee for the job.
  • Request a Background Check - Read details about background check requirements and creating a request in the Background Check Administration system.
  • Criminal History Review - Learn how criminal history information will be reviewed and steps to take during the hiring process.
  • Check References - Read details about when and how to check references.
  • Hire - Now that you've found the employee you want, learn how to complete the hiring process.

Completing the Recruiting Summary in HRMS (JZ8)

Once the interview process is complete, and all recruiting materials (interview notes, applicant materials that were printed for the Selection Committee, etc.) have been delivered to the HR Contact for the department,  finish and route the Recruiting Summary into HRMS and send a scanned copy of the signed offer letter to personnel@cns.utexas.edu, with the document ID in the subject line. Each section of the Recruiting Summary is detailed below: 

Applicant section

Applicants - All applicants must be in a "final" status before you can process the document.

  • Final statuses are:
    • Reviewed, incomplete application - Use this status if any required application materials are missing or incomplete.
    • Reviewed, does not meet minimum qualifications - Use this status for applicants who do not meet the required qualifications.
    • Reviewed, non-competitive - Use this status for applicants who may meet the qualifications, but are in a strong applicant pool with many highly qualified applicants.
    • Interviewed, not selected for hire - This status requires a reason for non-hire. Click the bubble icon in the Reason column to open a pop-up window. Enter the reason and Save. The reason for non-hire should compare the qualifications of this applicant to the hired applicant. For a simple example: Mr. Doe had less experience with Microsoft Office and greeting customers than the hired applicant. The reason for non-hire should address which functions or qualifications led the Selection Committee to deem the applicant less qualified than the hired applicant.
    • Declined offer or withdrew applicant - Use this status for applicants who decline an offer of employment, or who have withdrawn their name from consideration.
    • Special consideration applicant was hired - If you have an applicant who is part of the Special Consideration Program who meets the qualifications and whom you would like to hire, use this reason for all other competitive applicants. 
    • Hired - Use this status for the hired applicant. Clicking on the Reason icon will direct you to the Hire section of the Recruiting Summary, where you can create assignment information and provide a justification for the hire.

Communications section

Communications - three types of electronic letters are available for each applicant. None are required, but CNS HR recommends sending the Regret letter at the conclusion of the recruitment and before routing the document forward.

HR contacts can send these letters at any point during the recruitment, depending on the applicant's status at any given time. For example, if you have a number of applicants who are not qualified for the position, you may want to send them a regret letter right away. However, many departments wait until the end of recruitment to send the regret letters.

  • Confirmation - Confirms that the application has been received and that the applicant will be advised of his or her status during the application process.
  • Under Consideration - Informs applicants that the department is still reviewing applications and evaluating candidates.
  • Regret - Informs non-selected applicants that they were not chosen for the job.

Hire section

Hire - this selection will be unavailable until an applicant is in Hired status.

Hiring Information

  • Enter the Offer Date, Start Date, and End Date (for temporary assignments).
  • The Justification for Hire should state the applicant's qualifications for the job as it is posted. Refer to educational qualifications and how they meet the required qualifications. If they meet some or all of the preferred qualifications, add that information as well.
    • Example: Ms. Doe was interviewed by a selection committee of five department staff and was found to be the overall best qualified for the position. She has a Bachelor's degree in Biology, and 12 years of experience with administrative functions. During the interview process, she demonstrated a high degree of knowledge about accounting and met all the required and preferred qualifications for the position.

Assignment Information

  • Enter Hours per week, Annual Rate, and check Residency and Actual Work Location for accuracy.
  • Enter the names of any known Close Relatives.

Recruiting section

Recruiting - no updates are required for this section

Document Review section

Document Review

Document Remarks - HRMS requires document remarks in order to route the document. Use this field to explain the response to warnings about I-9 work authorization, background check, or appointments on the default account. 

Email a PDF of the signed offer letter to personnel@cns.utexas.edu before routing the document forward.


Offer Letter Templates

UT HRS offer templates

CNS Offer Templates