Hiring
The following information complies with the University Affirmative Action and Equal Opportunity Guidelines for employment.
Pre-hire Steps
Helps with the question; "I'm preparing to post a job, what do I need to consider, what do I do?"
Before initiating a posting for a position, ensure all necessary approvals have been received to start the search. Gather the
information needed in order to post the position (e.g., job description details, documents applicants will be asked to attach
(resume, etc), names of search committee members, etc); provide this information to your department's "Dept Admin" or assigned HR Analyst.
Some positions at the University do not require a posting. Please see Positions that do not require
a job posting for more information.
For information specific to faculty positions, please reach out to your respective Office for Faculty (Health Sciences
or Main Campus).
Helps with the question; "I am now ready to post a position, how do I do that?"
Helps with the question; "I am now ready to post a position, how do I do that?"
Policies:
- Veteran's Preference - Managers should interview Veterans Preference eligible
applicants who meet minimum qualifications, subject to the Veterans Preference Procedure.
Veterans Preference Procedure is available here.
For further information, contact your Human Resources Service Team.
- Reduction in Force (RIF) Preference - Managers should interview all applicants referred
by Human Resources as eligible for RIF preference. Policy 5-110:
Reduction in Force and Severance Pay.
For further information, contact your Human Resource Service Team.
Interviewing Tools:
- References - The University strongly encourages managers complete reference checks on both internal
and external applicants prior to extending a conditional offer for Staff. For Faculty, references are required
to be checked/letters of recommendation gathered prior to the Hiring Proposal being initiated.
- Non-Selection Letter (Strongly Recommended) - A non-selection letter should be sent to all applicants
who were interviewed but not selected for the position. You may find the non-selection letter here.
Hiring Proposal
Helps with the question; "I have selected a final candidate, now what do I do?"
- For staff positions - utilize the Salary Determination Tool
to establish a starting salary. This tool replaces the formulaic salary calculation and uses a quartile approach.
- Using the guidelines within the quartiles, and considering internal equity and budget, salaries can be
determined by reviewing the successful candidate's competencies (knowledge, skills, abilities) and experience,
along with an assessment of demonstrated performance (e.g. time progression in prior employment).
- HR Employment Services is available to provide guidance on the Salary Determination Tool and to assist
hiring managers with setting individual salaries, if needed.
- Staff Offer Letter (Recommended) - After a job offer has been made and accepted, an offer letter may be
completed and given to the new hire. If an offer letter is completed, one copy should be sent to Human Resources
with the new hire forms.
- Faculty Offer Letter – please reach out to your respective Office for Faculty
(Health Sciences or Main Campus) for appropriate offer letter templates.
Helps with the question; "I have offered the job and the candidate has accepted, now what do I do?"
All new hires must provide their personal information by completing the Second Step Application Process
in their applicant portal after accepting the job offer. This information is required to initiate the
background check and add the candidate's user profile in the University system.
An email will be sent to the email address the candidate provided on their application
and will come from Employment@noreply.utah.edu with the subject line of "Conditional Offer - Action
Required." If the candidate did not receive this email, recommend them to check their spam/junk folder.
If the email was still not received, reach out to your departments HR Contact.
Instructions on how to provide your personal information:
If a background check/ drug screen/ education verification is required for your position and the
position is not posted in PeopleAdmin, please use the links below to initiate the appropriate process.
Please contact HR Rep/Analyst for information on International background check requirements.
Employment offers are contingent upon completion of criminal background check and in some cases an
education verification and/or drug screening, as well (Policy 5-130: Criminal and Other Background Checks).
All new hires and transfers into patient sensitive positions will be subject to a pre-employment drug screening
within 48 hours of receiving a job offer (
Policy 5-114: Drug Testing).
Please provide this informational letter to candidates prior to initiating online background checks. You may
copy & paste the contents of the letter into an email to the candidate, or provide them with this link to view the letter
Finalizing the Hire
Helps with the question; "The candidate is clear for hire and ready for ePAF, what do I do, and what do they need to do?"
Pre-employment Process
- Employee Intellectual Property Assignment Agreement
- Patient Sensitive Onboarding Process for University of Utah Health Academics
- I-9 - All new employees must provide appropriate documentation to verify identity and employment eligibility.
Section 1 of the I-9 must be completed by the employee on or before their date of hire. Section 2 must be completed
by the department within 3 business days of hire date. For instructions on completing the I-9 click
here, and for
the I-9 form itself, click here.
Any additional questions should be directed to your Service Team.
- Employee ID number and CIS password - To log in the first time, employees use their uNID (using a lowercase
"u" to replace the first zero of their University ID number) as their username. Their password is their birth
date in one of the following formats: mmddyy or mmddyyyy. Once they are logged in, they may change their password.
If you are having problems, please contact the Campus Help Desk at 801-581-4000.
- Patient Care Onboarding Process for Academic Health Sciences
Professional Licensure - All licenses/certifications are due at the time of hire and must be submitted with new hire forms. Health care employees providing patient care must also obtain appropriate Basic Life Support (BLS) credential within one month of hire per job code requirements.
- CDL Drivers: drug and alcohol testing program
New Employee Resources
- Department Checklist - New Employee Orientation
- Other Areas to Update in CIS - After logging into CIS for the first time to change your password
and after your start date, please go to: "Employee" section and select the "Change Your Password" link to change your password.
- To update personal information, such as "Ethnic Groups,” "Veteran Status," and "Disability Status" go to “Employee”
section and select “Change Bio/Demo Info”
- Please update the " Campus Alert" section to set campus notification preferences.
