Skip to Main Content

Library Staff Internal Guide: Hiring

Contacts

Lissette Castaneda
HR Advisor, Employment 

Lissette.Castaneda@tamusa.edu 

(210) 784-2445 

 

Jeanine Edralin
Administrative Coordinator, University Library 

Jeanine.Edralin@tamusa.edu

(210) 784-1525

Section 1: Position Creation

Step 1: Identify Hiring Needs  

  • To create an entirely new position, you can use Workday to get a basic version of the position description by searching the position title. You can then tailor that description as you see fit. 

  • If the position is a vacancy that is being filled, you still want to update the position description based on the library's current requirements.

  • Collaborate with department heads to define requirements. 

Step 2: Draft the Position Description  

  • Elements of a strong position description:  

    • Job title. 

  • Responsibilities. 

  • Required and preferred qualifications. 

  • Reporting structure. 

 

Section 2: Search Committee Setup

  • Step 1: Work with HR  

  • Collaborate to define search committee composition. 

  • Best practices for selecting diverse and unbiased committee members. 

  • Step 2: Orientation for Search Committee  

  • Schedule orientation with HR. 

  • Topics covered in orientation:  

  • Equal Opportunity Employment (EOE) policies. 

  • Confidentiality requirements. 

  • Timeline for the search process. 

  • Step 3: Finalize Committee  

  • Confirm member availability and roles. 

  • Provide members with position description and process overview. 

Section 3: Posting the Job

  • Step 1:  Submit a Position Management Request (PMR) in Jira.  

    • In addition to all the information that HR asks for on the PMR, include the job description, list of committee members, and any memos/communications between the hiring manager, director, HR, etc.. 

 

  • Step 2: HR will review the job posting. 

  • Step 3: Advertise the Position  

  • HR will post the job on the university website.  

Section 4: The Hiring Process

 

  • Step 1: Application Screening  

  • Review and rank applications using matrices.  

  • Tools or templates for evaluating candidates. 

  • Step 2: Interview Process  

  • Types of interviews (e.g., virtual, in-person, panel). 

  • Virtual 

  • Invitation to campus (includes campus tour) 

  • Presentation/assignment (optional) 

  • Lunch with library staff (optional) 

  • Scheduling and communication tips: 

  • At least 1 member of the committee must be available for the tour.  

  • Send out agenda to all on hiring committee (and library staff attending lunch) 

  • Step 3: Final Candidate Selection  

  • Committee discussion and voting procedures. 

  • Writing a justification for the selected candidate. 

  • Contact references (hiring manager). 

  • Step 4: Submitting final hiring packet to HR 

  • Submit matrices from each committee member for each candidate and each interview. This includes information on candidates who were not interviewed and candidates who were not selected.  

  • Documentation is key and some committees choose to use a shared folder (amongst committee members only, and not the wider library staff) on OneDrive to compile all this information.  

Step 5: Onboarding

 

  • Step 1: Make the Offer   

    • The hiring manager contacts the selected candidate to make an unofficial offer. 

    • HR will send a background check to the candidate.  

  • HR will make an official offer after the background check is completed.  

  • Step 2: Notifying Unsuccessful Candidates  

  • Unsuccessful candidates are notified via Workday through an HR-generated email.  

  • Step 3: Post-Hiring Orientation  

  • Resources for new employees:  

  • Organizational chart. 

  • Key policies. 

  • Mentorship opportunities.