HR Steps and Timeline 2025 August

Hiring an employee – steps, approximate timeline, and important information to know

Updated August 7 2025

***The hiring process typically takes a minimum 2 - 4 months.***

POSTING THE POSITION (grant administrator, PI, and HR)

PI writes job description.

HR will set up a “hiring kick off meeting” with Grant Administrator, and the PI to discuss the process, identify any potential hiccups, and discuss potential salary ranges/T Levels/Job titles for you desired position. Feedback will be given on the job description. 

PI updates the job description as appropriate and forwards to Grant Administrator and HR.

HR reviews and approves the final job description/salary and provides PCN codes to the Grant Administrator. 

Grant Administrator creates a PCN and when it is approved, creates the Taleo requisition for approval and posting.

REVIEWING APPLICATIONS  (HR and PI)

HR reviews applications and adds qualified applicants to the Taleo requisition. PI should log-into Taleo on a weekly basis to see if new applicants have been received for the requisition.  PIs can download resumes, cover letters, and other information for review.

PIs are expected to keep HR informed of their progress (interviews, decision making), and should respond promptly to inquiries from HR. 

PI or lab staff designee interviews all applicants who meet the minimum qualifications for the job i.e. those who were added to the requisition by HR.   Supervisor completes an Interview Evaluation Form for each interview. 

**HR requires that a diverse set of candidates be considered/interviewed for each position.  PI will need to provide HR with information about all applicants and the actions that were taken (eg, phone screen/interview/attempted to reach out/e-mail conversation) or why they didn’t take action on a candidate. **

MAKING AN OFFER (HR)

**Only HR can make an offer to a candidate.  PIs may let candidates know they will be receiving an offer, but they cannot actually make the offer**

**Drug screenings are required for any position “requiring a commercial driver’s license and any position requiring the supervision or care of children, medical patients, disabled, or other vulnerable individuals” **

PI informs HR of their candidate of choice and submits 3 reference check forms, Interview Evaluation Forms for all candidates interviewed, or a brief justification for why a candidate was not interviewed.

HR creates the Affirmative Action form for completion and signature by Supervisor and our office.

PI completes the AA form and sends it to their Chair for signature 2, and to Laura Vassallo for Signature 3.

Once the completed AA form is returned to HR, it is reviewed and approved by the HR board. 

After the AA Form has been approved, HR reaches out by phone with an offer.

If the new hire will have direct interaction with minors, their certifications must be received before they can have an official start date.  HR estimates that this process typically takes 4 weeks.

AFTER THE OFFER IS MADE

 

The candidate will have a brief amount of time to negotiate salary and consider/accept the officer.

Within 2 days of accepting the offer, the candidate must have a drug test or the offer will be rescinded.

New hires are required to complete a physical exam at Temple Employee Health Services.  If they are working outside the Philadelphia area, they can postpone this until they are in Philadelphia/on campus.

AFTER THE EMPLOYEE BEGINS WORK (PI and HR / ISSS)

**It is the PI’s responsibility to be informed of all policies related to supervision, job expectations, performance evaluation, promotion, and voluntary or involuntary separation of the employee.  PIs  should immediately contact the CPH HR specialist or the central HR specialist if there is the possibility of a status change for an employee.**  Status changes include but are not limited to: raises/promotions; performance-related issues; voluntary resignation; involuntary resignation (performance-related or layoff).

If an employee is on a visa, it is imperative that the PI inform ISSS of any possible change in the employee’s status.  This includes but is not limited to job description change, change of work site, change of job title, and separation from employment.