Acquiring the right talent at the right time is critical to the success of any organization, and UT is no exception. Identifying, attracting, and hiring talent can be complex, yet must be strategic.

UT’s recruitment team can provide you with the best options to hire top talent for your department. Resources are available for managers to understand the employee’s entire employment cycle to include recruitment of talent.

Below are some tips for hiring different types of employees.

Faculty

Planning has started for including faculty positions in the online employment application system. Until faculty vacancies are available in the UT Jobs system, please continue to follow your current campus or institute process for filling faculty vacancies.


Staff

Regular Exempt & Non-exempt

The following steps are provided to assist in filling regular exempt and non-exempt vacancies. For more detailed information, review our training materials.

Step 1: Requesting a Job Requisition

A job requisition is the first step to creating a new position. Complete a Position Create/Change e-form in IRIS to create a new position or to change or reevaluate an existing position. Use the same e-form to make those requests. Be sure to attach a job announcement that includes minimum, preferred and desired qualifications and search committee members’ names and email addresses.

All regular exempt and non-exempt positions must be advertised for a minimum of seven days. The presence of a well-qualified, diverse applicant pool will determine if the position should be advertised longer. A position may be advertised on the:

  • External Career Site: Both external and internal applicants are encouraged to apply.
  • Internal Career Site: Only UT internal applicants* will be considered.

*NOTE: Regular and term UT faculty and staff are considered internal applicants for recruiting purposes. Student employees and friends should search and apply for jobs as external candidates.

INSTRUCTIONS ON REQUESTING A JOB REQUISITION [PDF]

Step 2: Viewing a Requisition

The Human Resources Office will complete the requisition. After it is complete, you may view it in the applicant tracking system.

If you are logged in to the UT network, you will automatically be logged in to the system. If you are not logged in to the UT network, you will be asked to log in using your NetID and password.

INSTRUCTIONS ON VIEWING REQUISITIONS [PDF]

Step 3: Viewing and Managing the Candidate Pool

Employment recruiters will screen applications for minimum, required qualifications. Applications that meet the minimum job qualifications will be sent to the hiring manager via email for review. (NOTE: Separate emails are sent for each application).

Each applicant goes through a series of steps and statuses during the hiring process. Employment recruiters will assist you in moving candidates through the required steps and statuses. (NOTE: Primary and alternate interview pools MUST be approved by your affirmative action/equity and diversity office BEFORE the candidates can be interviewed. Your employment recruiter will assist with this step.)

INSTRUCTIONS ON VIEWING YOUR CANDIDATE POOL [PDF] INSTRUCTIONS ON MANAGING YOUR CANDIDATE POOL [PDF]

Step 4: Selection and Job Offer

Once you have selected a candidate to hire, contact your employment recruiter. He/she will assist with your campus/institute procedures for job offers and will conduct pre-employment background checks. Background checks must be conducted prior to making official offers, and offers are contingent upon successful background checks.

The approval for job offers takes place in IRIS and appears in the approver’s inbox like all other approvals. The approval paths for both within-guideline offers and exceptional offers were determined by your campus or institute HR and Chief Business Offices.

INSTRUCTIONS ON REQUESTING JOB OFFER APPROVAL [PDF]

Step 5: Onboarding

After a verbal offer has been accepted by the successful candidate, a job offer letter will be sent to him/her. In addition, your employment recruiter will start the candidate’s onboarding process. The Onboarding process allows the new hire to electronically accept the job offer.

Your employment recruiter also will schedule the new hire’s central signup/orientation appointment.

New hires are required to complete the I-9 form and provide appropriate supporting documentation either prior to or on the first day of work. This is necessary to allow the University time to meet the E-Verify requirement of verifying employment eligibility within three days of start date.


Temporary

The following steps are provided to assist in filling term exempt and non-exempt vacancies. For more detailed information, review our training materials.

Step 1: Requesting a Job Requisition

A job requisition is the first step to creating a new position. Complete a Position Create/Change e-form in IRIS to create a new position or to change or reevaluate an existing position. Use the same e-form to make those requests. Be sure to attach a job announcement that includes minimum, preferred and desired qualifications and search committee members’ names and email addresses.

You have the option of advertising term positions in the employment online applicant system. A position may be advertised on the:

  • External Career Site: Both external and internal applicants are encouraged to apply.
  • Internal Career Site: Only UT internal applicants* will be considered.

*NOTE: Regular and term UT faculty and staff are considered internal applicants for recruiting purposes. Student employees and friends should search and apply for jobs as external candidates.

INSTRUCTIONS ON REQUESTING A JOB REQUISITION [PDF]

Step 2: Viewing a Requisition

The Human Resources Office will complete the requisition. After it is complete, you may view it in the applicant tracking system. If you are logged in to the UT network, you will automatically be logged in to the system. If you are not logged in to the UT network, you will be asked to log in using your NetID and password.

INSTRUCTIONS ON VIEWING REQUISITIONS [PDF]

Step 3: Viewing and Managing the Candidate Pool

Your employment recruiter will screen applications for minimum, required qualifications. Applications that meet the job’s minimum qualifications will be sent to the hiring manager via email for review (NOTE: Separate emails will be sent for each application.)

Each applicant goes through a series of steps and statuses during the hiring process. Your employment recruiter will assist you in moving candidates through the required steps and statuses. (NOTE: If your campus or institute requires that the primary and alternate interview pools be approved by your affirmative action/equity & diversity office, your employment recruiter will assist you in this step.)

INSTRUCTIONS ON VIEWING YOUR CANDIDATE POOL [PDF] INSTRUCTIONS ON MANAGING YOUR CANDIDATE POOL [PDF]

Step 4: Selection and Job Offer

Once you have selected a candidate to hire, contact your employment recruiter. He/she will assist with your campus/institute procedures for job offers and will conduct pre-employment background checks. Background checks must be conducted prior to making official offers, and offers are contingent upon successful background checks.

The approval for job offers takes place in IRIS and appears in the approver’s inbox like all other approvals. The approval paths for both within-guideline offers and exceptional offers were determined by your campus or institute HR and Chief Business Offices.

INSTRUCTIONS ON REQUESTING JOB OFFER APPROVAL [PDF]

Step 5: Onboarding

After a verbal offer has been accepted by the successful candidate, a job offer letter will be sent to him/her. In addition, your employment recruiter will start the onboarding process for the candidate. This process allows the new hire to complete some central signup forms prior to the first day of work.

Your employment recruiter also will schedule the new hire’s central signup/orientation appointment.

New hires are required to complete the I-9 form and provide appropriate supporting documentation either prior to or on the first day of work. This is necessary to allow the University time to meet the E-Verify requirement of verifying eligibility of employment within three days of start date.