A Hiring-Season Checklist and Timeline

At Maple Hall… Jordan Lee wants offers out before spring break, so the plan works backward from the "Hiring Decision Expected By Date".

A hiring season in Recruitment runs from a posted job to an accepted offer. The work splits into shared setup, choices you make for each job and interview round, and the season itself. Set the shared pieces up first and every job you post reuses them, so plan the season backward from the date hiring decisions are due.

Shared setup, six weeks out

Do these once for the school, before any job is posted:

• Create the application statuses and interview dispositions under Recruitment Configuration. Statuses and dispositions are school-wide, so every job shares the same lists.

• Build the application forms candidates fill in and the feedback forms reviewers and interviewers fill in, under Forms.

• Give interview conductors a role with the Schedule, reschedule, and manage all interviews permission. Booking, rescheduling and interview feedback all need it, even for a job owner. The Roles and Permissions article for hiring managers, reviewers and interviewers lists what each role can do.

Decide each job before you post it

For every opening, decide:

• Job owners, who manage their own job's candidates and receive offer accepted and declined notices.

• Reviewers for the application stage, and the feedback form they record against.

• Applicability tags: a student must have the job's tags to see and apply to it, and a job with no tags is open to every student.

• Total positions to be filled.

The four date ranges

Every job carries four date ranges, and each controls something different:

• Job Application Dates: when Apply works for students.

• Job Posting Publication Dates: when the job is listed on the Jobs board.

• Employment Dates: when the job starts and ends, with a This job is on-going option.

• Hiring Decision Expected By Date: the date the whole plan works backward from.

Decide each interview round

Interview rounds are set up with the job's stages. Decide before posting:

• Group or individual, and In Person or Remote.

• The duration of each interview.

• The weekly available hours, which is where the bookable slots come from.

• Slot capacity, meaning how many interviews can share one time slot.

• Whether students book themselves or admins book for them.

• Who conducts the interviews.

Decide what students hear

Statuses can notify candidates, and so can each workflow stage. Decide which ones send email and what the messages say before applications open. The Candidate Emails and Notifications article lists every message Recruitment sends and where each one is worded.

The season, week by week

Once postings are live, a season runs in the same order:

• Applications open, and you review them as they arrive.

• Applications close on the end of the Job Application Dates.

• You shortlist and run interviews.

• You send offers, each with a respond-by date.

• You close out everyone else with a final status.

Check the Jobs board before you go live

Before the first posting goes live, check the Jobs board the way a student sees it, so you know who finds each job and when.

Close out the season

When hiring is done, archive the jobs. Accepting an offer does not create a staff record. After an offer is accepted, promote the student to staff in Res Life Personnel using Promote to Staff.