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Hiring a New Employee

Georgia Southern University is committed to nondiscrimination on the basis of race, color, sex, sexual orientation, gender identity or expression, national origin, religion, age, veteran status, political affiliation, or disability in its recruitment and hiring practices. The University has established procedures which standardize the recruitment and hiring process thus confirming the University’s commitment to equal employment opportunity and affirmative action. Hiring managers are expected to comply with the recruitment and hiring policies and procedures.

Georgia Southern is committed to affirmative action/equal opportunity in recruitment and retention of its employees. Please view the complete Affirmative Action/Equal Employment Opportunity policy.

Please see full policy on practices and procedures for hiring benefited staff at Recruiting and Hiring Benefited Staff Policy.

Creating a Position Requisition using Careers

The recruitment process begins when the hiring manager identifies a vacancy to be filled. The vacancy is the result of one of the following:

  • Newly created position
  • Separation of the incumbent from employment (i.e. resignation, retirement, termination, etc.)

Hiring Managers will:

  • Confirm approval through their departmental protocol that they can hire.
  • Confirm salary through Budgets.
  • Complete a ticket in MyHelp to review position description.

Class and Compensation will:

  • Complete review with Hiring Manager
  • Reassign MyHelp Ticket to Talent Acquisition

Talent Acquisitions will work with you to:

  • initiate the job opening
  • create the job posting
  • initiate the workflow to obtain the necessary approvals
  • assist you through the hiring process

View & Access Applicant Information

Hiring Managers will have 24/7 access to view online application documents through the Manager Self Service portal in OneUSG.

Training materials can be found at usg.service-now.com/usgsp.

If you have difficulty accessing your information please contact help at usg.service-now.com/usgsp.

Hiring Manager Training

Training will be available online soon. Hiring Managers should check back here for more information.

Starting June 1, 2020 you can find more training materials at the University System’s Service Now site found here: https://usg.service-now.com/usgsp.

Casual Labor or Part-time Staff

Casual Labor (formerly “temporary employees”) or Part-time Staff will be hired through Careers just as full-time benefitted hires are conducted.

Casual Labor 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. 

An 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 Recruiters coordinate and assist Hiring Managers in the recruitment of applicants for all staff positions. Faculty positions are coordinated through Academic Affairs

Job vacancies are posted in a manner that gives eligible and interested staff fair consideration. 

External Recruitment – Positions are externally posted in selected outlets and any interested individual can express interest by applying via the Applicant Portal prior to the established deadline. Locally-recruited positions are posted for at least five (5) business days. Nationally-recruited positions are posted for at least fifteen (15) business days.

Internal Recruitment – An internal search requires the approval of the Director of Talent Acquisition. Hiring managers wishing to post for recruitment using the internal search process may submit the request through the MyHelp ticketing system to the Director of Talent Acquisition. To post internally, you must believe there is at least one qualified internal candidate in the requested pool.

Direct Appointment – No search is conducted. An individual is appointed to the vacant position. The direct appointment requires the written approval of the President. A copy of the written consent must be submitted through the MyHelp ticketing system to the Director of Talent Acquisition for placement in the search file.

The duty of the hiring manager is to determine the most effective way to fill the position. Promoting from within through direct appointment or internal advertising is considered an attractive retention and morale building tool when it is justifiably and equitably employed. If those conditions are met, it should be considered when a position becomes vacant. This strategy may save time and money.

University Posting

Your Recruiter will post the vacancy on the university’s web site and in any appropriate external advertising sources as requested. 

Recruitment Advertising

Each Recruiter will contact the Hiring Manager to develop a recruitment plan. This may include posting locally, nationally, or both, at the request of the Hiring Manager. All recruitment advertising placed by the Hiring Manager must be coordinated with HR and copy of all ads provided to your Recruiter to ensure compliance with federal and state laws and university policy.

Advertising Resources

EQUAL EMPLOYMENT OPPORTUNITY IN ADVERTISING – Georgia Southern University aims to implement equal employment opportunity for employees and applicants for employment without regard to race, color, sex, sexual orientation, national origin, religion, age, veteran status, political affiliation, or disability.

As an equal opportunity institution, Georgia Southern University is committed to nondiscriminatory practices consistent with federal and state requirements and objectives, including Executive Order 11246, as amended, Title VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, The Age Discrimination in Employment Act of 1974, Vietnam Era Veterans’ Readjustment Act of 1974, as amended, Sections 503 and 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990, and their implementing regulations.

Georgia Southern University has designated a number of recruitment outlets as standard recruitment sources for locally-recruited and nationally-recruited positions.

  • Nationally-recruited positions are placed in:
    • Chronicle of Higher Education
    • Higher Ed Jobs
    • Inside Higher Ed Jobs
    • LinkedIn
    • University System of Georgia Applicant Clearinghouse
    • EagleCareernet.com
    • Georgia Department of Labor
    • Statesboro Herald – Mandatory as a condition of the Affirmative Action Plan for any position located in Bulloch County.
    • Savannah Morning News – Mandatory as a condition of the Affirmative Action Plan for any position located in Chatham County.
  • Locally-recruited positions are placed in:
    • Statesboro Herald – Mandatory as a condition of the Affirmative Action Plan for any position located in Bulloch County.
    • Savannah Morning News – Mandatory as a condition of the Affirmative Action Plan for any position located in Chatham County.
    • Georgia Department of Labor

Other recruitment outlets with which the Department of Human Resources maintains alliances are available. The cost of advertising with these outlets is billed to the department.

Advertising and Travel Costs

Costs, including advertising, travel, and accommodation expenses, are the responsibility of the hiring manager.

Pre-Screening Process

Chosen candidates will be screened against basic job description requirements. If desired, your Recruiter will assist in screening applications against more specific departmental criteria and present the most qualified candidates to the hiring manager.

For internal candidates, your Recruiter can review the personnel file and provide information to the Hiring Manager.

Evaluating Applicants

When evaluating applicants, hiring managers are obligated to consider the requirements indicated in the job announcement as well as the applicant’s education, work experience, and skill set.

Please use the Screening Grid to evaluate all applicants.

Interviewing Applicants

Internal Recruitment – Hiring managers are obligated to consider all minimally qualified applicants.

External Recruitment – Hiring managers are obligated to conduct at least three (3) face-to-face interviews. Hiring managers may conduct telephone or VoIP interviews as preliminary interviews; however, they should take the necessary steps to ensure at least three (3) candidates are given face-to-face interviews.

Non-selected Applications

Upon completion of the pre-screening by the Talent Acquisition team and the Hiring Manager, non-selected candidates should be informed of their status in the search process through online status updates.

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 Managers, after checking a minimum of three references, may formulate a hiring proposal. Your Recruiter will review the proposal for minimum qualifications and experience. They will also preview for compensation and obtain confirmation with budget prior to extending and offer of employment.

Internal Candidate Reference Check

When an internal employee is a final candidate, the Hiring Manager should notify the candidate’s supervisor to obtain a reference. Hiring Managers will also contact the Recruiter to obtain information regarding the employee’s performance from the personnel file.

Search Documentation

At the completion of the interviews, the following documentation should be submitted to Human Resources:

Employment

Pre-Employment Requirements

The hiring offer proposed by the Recruiter, and accepted by the candidate, is contingent upon the candidate successfully completing pre-employment requirements including:

  • XXXX
  • Criminal Background Check
  • Motor Vehicle Reporting, Consumer Credit Check and Pre-Employment Drug Test for certain positions
  • Education Check
  • Appropriate I-9 documentation must be provided to HR within 72 hours of the start of work
  • Completion of the State Loyalty Oath

HR will initiate and 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 online via a link provided to them by XXXXXXXXX.
  • Once they have completed the forms online, they will schedule a time to come by HR and verify their I-9 documentation. The new employee orientation is designed to provide new hires (faculty and staff) with the information and documentation necessary to work at the university. New hires may not begin work until they have had their I-9 documents verified and attended an orientation session (when applicable).
  • Benefits eligible new hires will have the opportunity to learn about the various benefit plans, some of which are time sensitive with enrollment deadlines.
  • Hiring Managers will need to on-board the new employee by providing department specific training, support, and assistance, including obtaining the appropriate campus accesses.

Last updated: 5/28/2020