FAQs

UPPS 04.04.03, "Staff Employment" provides the procedures for hiring new employees. Please review the attached UPPS:  http://www.txstate.edu/effective/upps/upps-04-04-03.html

The hiring manager will complete a selection matrix indicating which knowledge, skills and abilities each applicant will need in order to be considered for the job. This selection matrix may only contain the knowledge, skills and abilities taken from the approved Guidelines Oriented Job Analysis (GOJA) for the position and listed in the job posting. The selection matrix is designed to provide a basis for equal analysis and treatment of each applicant during the initial screening phase of the review process. It is to be used to objectively compare an applicant’s qualifications to the job advertisement. All selection criteria must be job related, and all applicants and applications must be compared to these criteria. Hiring managers have the option of using the matrix provided on the HR website or a similar matrix of their own design.

The applicant log must be filled out with the reason for selection and non-selection for each applicant including those interviewed but not selected. The applications must be compared against the stated job related criteria listed in the job posting.
In addition, the reason for non-selected but interviewed employees must be given based on the posted job-related criteria as well.
In addition to completing the log information, the account manager must complete the two electronic employment verification forms, located under the Employment Verification tab in EASY.

UPPS 04.04.03, Staff Employment requires that all staff positions be posted for a minimum of 10 working days. A significant business need must be provided in order to post for fewer than 10 working days. Such a need must be reviewed and approved by the Office of Equity and Access prior to posting.

A significant business need has been established and approved for the following positions which permit them to be posted for only 5 working days: Administrative Assistant I and II, Custodian, Grounds Maintenance Worker I and II, Grant Clerk, Grant Secretary, Utility Maintenance Worker I and II and Guard positions. 

Once the selection of the employee is approved by Equity & Access, the hiring departments must follow specific steps to ensure a smooth transition. Within SAP, an employee cannot cross payroll areas within the same pay period (NSNR employees are paid on the S-1 bi-monthly payroll; regular status employees are paid on the once a month M-1 payroll). Your NSNR employee must complete their temporary hours within the previous month of the new hire date of the regular staff position,

If you need to hire a NSNR employee, first determine the job duties they will be performing and select a title job title in our University Pay Plan.

If you need assistance determining the correct job title, contact Blake Bissing at bsb106@txstate.edu, providing a list of the job duties the NSNR employee will be performing. The employee must be compensated at an hourly rate within the designated pay range for the selected job title.

If the department does not have a vacant hourly position currently available, you will need to generate a New Position Data Form (NPDF). The form should be sent to Katie Bonner at KB1367@txstate.edu. The NPDF may be found on the Human Resources website under HR FORMS at https://www.hr.txstate.edu/forms.html. Please allow a one to two day turnaround.

A background check will also need to be performed on the person selected for hire by the department. Please contact Employment at hr@txstate.edu.

Once the position is set up and the background check is completed, a Personnel Change Request (PCR) is generated and routed along with the NSNR support documents for department approval and processing by the HR Master Data Center. The NSNR support documents can be found on the Human Resources website under New Hire Forms - NSNR Staff Support Documents. The direct link is http://www.hr.txstate.edu/Forms/newhireforms.html.

Approval from the Office of Equity and Access and completion of the criminal history background investigation is required before an offer of employment is extended and the appointing PCR can be processed by the hiring department.

Once approval has been granted by Equity & Access, the background check results are obtained and the hiring manager has been notified by a Human Resources representative, the selected applicant can be notified. 

If the offer is accepted, the hiring department will submit a PCR to place the individual on the payroll. The PCR cannot be processed until Human Resources receives the I-9 and the new hire documentation is completed at New Employee Orientation. The PCR should be submitted as soon as possible after the hiring process is completed and must be approved through proper administrative channels before the selected applicant reports to work. 

If the selected individual is new to Texas State University-San Marcos or is beginning their first monthly staff position (hourly to salary payroll), the account manager should send the individual to New Employee Orientation (NEO) in accordance with the provisions of UPPS No. 04.04.15.

If the applicant was selected for a position that requires operating a University vehicle, please refer to UPPS 04.04.03, Sec. 06 to request the driving record check.

All applicants who were not selected for a position are notified by an automatic email from PeopleAdmin when the job posting is moved to filled in the system. In addition to this automatic email, hiring managers are highly encouraged to notify candidates who were interviewed and not selected, by sending a standard decline letter or by phone. This helps reduce the uncertainty of where they stand in the hiring process and helps us as an organization provide a positive application experience to all candidates. Additionally, applicants may refer to the PeopleAdmin application system for updates on the status of their application at any time.

Regular staff employees should begin employment on the first work day of the week.  During years when September 1 is not the first work day of the week, September 1 will be an acceptable start date. 

Human Resources will adjust the NEW I accordingly. If the first day of the week is a holiday, employment starts on the following work day. Special approval (in written format) from the division vice president must be received in Human Resources prior to allowing a new employee to begin employment on a day other than the first work day of the week (out-of-cycle). The new employee will then attend the next scheduled NEW session.

In order for your staff or student employee to be paid on the next available payroll date, the PCR and support documents must be received in the Human Resources Master Data Center by the published payroll deadline. Below is the link to payroll deadline schedule: https://www.txstate.edu/payroll/Payroll-Calendars.html

Students and temporary employees must compete for any posted vacancy. They will need to follow standard application procedures and apply for the position once it has been opened for recruitment via the PeopleAdmin employment system.

A terminating PCR from the employee’s department is needed if the employee is leaving Texas State. If the employee is simply changing positions and/or changing departments within the university, the “receiving” department will complete the PCR.  

Once notified of an absolute termination date, the account manager needs to prepare the PCR form to remove the person from payroll and prepare a Position Requisition via the PeopleAdmin employment system in order to post the vacancy. 

Once the hiring manager completes the necessary information on the requisition it is routed through administrative channels for signature.  The requisition is then routed to Human Resources for posting for recruitment.  A Human Resources representative will notify the hiring manager when they are in receipt of the requisition and at that point monthly salary, the posting period, any questions/revisions regarding the job posting will be determined. The hiring manager will also need to develop the minimum qualifications, KSAs, the hiring matrix, and any supplemental questions to be asked via the PeopleAdmin system.

The supplemental questions must be open ended and applicants cannot be excluded from consideration for failure to answer the supplemental questions. The supplemental questions must link back to the knowledge, skills and abilities in the GOJA for the posted position.

Eligible applicants who meet the minimum qualifications for a position will be shown preference in multiple aspects of the hiring process, including interviews and employment decisions.

If the total number of individuals interviewed for the position is six or fewer, the state agency is required to interview at least one individual qualified for veteran's employment preference.

If the total number of individuals interviewed for the position is more than six, the state agency is required to interview at least 20% of total applicants that qualify for veteran's employment preference. (i.e. if you are interviewing 10 applicants at least 2 applicants are required to have veteran's preference)

* If the applicant pool does not have any applicants who self-identify as eligible for Veteran’s Preference, this interview requirement does not apply.

No. If the minimum requirement is not met in the time that the job is posted you are not required to extend the job posting.