Recruitment Support
A&S HR supports the recruitment and hiring for Officers of Administration, Variable Hours Officers (VHOs), Short-Term Casual Employees, Union Support Staff, and Non-Union Support staff (NUSS).
To request recruitment support, including but not limited to candidate searches, candidate pool management, phone screening, etc., departments should contact A&S HR.
Overview of Recruitment Process
To review and manage applications:
- Go to TalentLink and at the top of the page select “Requisitions.”
- Review the list of jobs and click on the correct job.
- At the top of the page, click “View Applications”.
Once on the manage applications page, each applicant will have three colored checkboxes (green, amber, red) for sorting and grouping, allowing for bulk actions. Applicants can be sorted via their applicant card using the colored checkboxes in the bottom corner, which the system will remember for future bulk actions. For example:
- Use colored checkboxes for sorting: tick green for applicants to interview, amber for those to hold, and red for those to reject.
- After selecting, click Bulk actions to Bulk move each group to their application status: green to "Phone Screen", amber to "Hiring Manager Review", and red to "Does Not Meet Minimum Requirements". These colored buckets are flexible and can encompass any status changes.
Departments must use TalentLink to manage applicants. Through the applicant management page, hiring managers can:
- View applications, resumes, and cover letters
- Check which applicants meet the hiring criteria.
- Search for applicants.
- Complete bulk actions such as sending mass communications (sending communications to multiple candidates at once), applicant status changes, or exporting applicant data.
To complete Bulk actions:
- Select the relevant applications against a job using the colored buckets.
- Go to the Bulk Actions menu and select Bulk Move/Change Status.
- Select the relevant application status to change to.
- Click Next. On the Confirm status change page, review and edit details as required. If an email is set to be sent to the applicant, review its content and decide if you would like to delay sending it.
- If ready to make the status change, click Move now.
Applicant status changes are used to track where applicants are in each stage of the process. These statuses provide clear and organized information about where each candidate stands, making it easier to manage and monitor the progress of applications. Common application statuses include: Does Not Meet Minimum Requirements, Hiring manager review, Phone Screen, Interview, and Finalist selected.
Depending on the position, a department may want to form a search committee to participate in the recruitment process. A search committee should be representative of the department and be able to provide a variety of perspectives on the role and function of the position. Departments should contact A&S HR if they would like to appoint a search committee to participate in the recruitment process.
Hiring managers can review feedback from search committee members in TalentLink by downloading a custom report. Refer to the CUHR job aid on how to manage search committees for instructions on how to add a search committee in TalentLink, how they are able to review applicants, and how to download the feedback report.
Interviewing Process
Interviews are used to assess a candidate’s experience, skills, and potential to succeed in the role. While A&S HR may handle resume reviews and phone screens, if requested, departments are expected to handle second-round interviews. Interviews should be 30 to 90 minutes, depending on the position. A&S HR strongly recommends using behavioral based interview methods. Departments can contact A&S HR to assist with creating competency-based interview questions and an assessment rubric. Some interview best practices:
- Before the interview, review application materials, including resume and any application forms. Decide which jobs/experiences are most relevant to the target role.
- Note any job/experiences that are unclear or need more information.
- Note any gaps in employment.
When interviewing, explain the interview’s purpose:
- To acquaint interviewer and candidate.
- To learn more about the candidate’s background and experience.
- To help the candidate better understand the position and organization.
During the interview, provide information on the position, its essential functions, the organization and/or the location. Additionally, confirm salary expectations and if candidates are okay with the hybrid/in office schedule of the department:
- “What are your salary expectations?”
- “This department operates on a 3 day in office, 2-day remote schedule. Is this something you can commit to?”
Columbia University prohibits any form of discrimination against any person on the basis of race, color, religion, sex, gender, gender identity, pregnancy, age, national origin, disability, sexual orientation, marital status, status as a victim of domestic violence, citizenship or immigration status, creed, genetic predisposition or carrier status, unemployment status, partnership status, military status, or any other applicable legally protected status. Refer to Columbia University’s Interviewing Guidelines on topics, questions, and legal parameters for more information. During the interview process, departments should not discuss any of the following with candidates:
- Current or previous compensation
- Demographic information (race, gender, age, marital status, sexual orientation, etc.)
- Family planning
- Disability
- Citizenship
- Criminal, arrest, and/or conviction background
- Religious or ethnic background
- Credit history
- Military background
Throughout the interview process the department needs to ensure that an interviewing candidate meets the minimum requirements of the role. This is important as when a finalist is submitted to CUHR for approval, they will check the candidate’s experience against the minimum qualifications for the role. Minimum experience requirements refer to work performed in a similar industry or transferable skills needed to perform the role. Summer employment, part time employment, and internship experience can all count towards required experience. For part-time employment, the experience will be prorated according to the number of hours worked.
As interviews progress and departments determine the top candidate(s), an education and employment verification must be initiated before a finalist is selected. The Pre-Offer Education and Employment verification is standard for all Officers of Administration, Support Staff, Casuals, and VHOs. The process typically a minimum of 6 business days to be completed, although this may vary depending on a variety of factors, including if the candidate has lived abroad or attended a university outside the US. To initiate a Pre Offer Verification Check, departments should contact A&S HR.
Current employees undergoing a potential transfer, promotion, or reclassification may be required to undergo a background check in cases where one was not conducted when initially hired, or if a new background check is needed because of the nature of the role. For Union employees, please review the respective Collective Bargaining Agreement. Previous employees who had a break in service of more than 6 consecutive months will also be required to undergo a background check.
In addition to Pre-Offer Verification checks, departments can initiate reference checks through TalentLink for top candidates before selecting a finalist. Using the reference check tool in TalentLink, reference checks can be done concurrently with the Education and Employment Verification step. To initiate a reference check for a candidate through TalentLink, follow the steps below. To complete a reference check independent of TalentLink, please contact A&S HR
- Navigate to TalentLink and from the dashboard, select the correct position then click on the applicant process board to view all candidates.
- Find the correct candidate, click the green button on their candidate tile, and then in the Bulk actions bar at the bottom of the screen, select “Bulk Reference Check”.
- Enter the due date the references are expected by and then select the appropriate reference form.
- Once the appropriate reference template is automatically generated, click “Finish”. An email will be sent to all references listed in the candidate’s application.
- To view completed references, navigate to candidate’s profile, click the ellipsis to the right of the requisition details then click “View References.”
- To view the response of a specific reference, click “View Answers”.
For additional assistance in initiating reference checks, refer to the job aid on How to Use the TalentLink Reference Check Tool or contact A&S HR.
Overview of Finalist Process
Before initiating the finalist process, hiring managers should ensure that reference checks and pre offer verification checks have been completed.
Once a finalist has been identified, the department should notify A&S HR by email with the candidate’s name, requisition number, salary, and anticipated start date. Once notified, A&S HR will submit the candidate for CUHR approval through TalentLink. There is typically a 48-hour turnaround time for CUHR approval, however the process may take longer if the department did not confirm the following:
- Candidate able to work in person or a hybrid schedule (schedules for union employees will need to abide by the collective bargaining agreement).
- Proposed salary is within the posted salary range.
- Position has been posted for the required number of days.
- Candidate meets minimum requirements of the role and has the required number of years of experience and/or education.
Once the finalist is cleared by CUHR, A&S HR will contact the department to extend the verbal offer. During this call, the hiring manager should confirm salary, hours, benefits, and anticipated start date. Salaries should be in accordance with the hiring range for the grade or as agreed to in the collective bargaining agreement for union employees. It is important that the department confirms salary, start date, and hours with the finalist in order to avoid delays with extending the written offer. Departments should confirm with A&S HR via email that the verbal offer has been extended, and that salary, hours, and anticipated start date have been confirmed with the finalist.
Once the department has confirmed the details of the offer (salary, start date, etc.) with A&S HR, A&S HR will extend the written offer through TalentLink. Once the finalist accepts, or declines, the offer, their status will automatically be updated in TalentLink.
Once the finalist accepts an offer, their status in TalentLink is automatically changed to “Offer Accepted”. This will trigger the background check team to initiate the post offer criminal background check. This will automatically change the finalist’s status in TalentLink to “Step 2: Post-Offer Criminal Background Check”. Neither the department nor A&S HR needs to notify the background check team to initiate the post offer check. The background check team will automatically start this process once a finalist’s status changes to offer accepted. The background check typically takes at minimum 3 business days to be completed, although this may vary depending on a variety of factors, including if the candidate has lived abroad or attended a university outside the US.
Once the background check has been returned and cleared by the background check team, the finalist’s status in TalentLink will change to “Cleared” and the hiring manager and A&S HR will be notified by email. If there are any delays in this process, the background check team will notify the department and A&S HR through the comments section on TalentLink.
Once the criminal background check has cleared, A&S HR will send a welcome email to the candidate that includes onboarding information as well as send the rest of the candidate’s hiring documents through Docusign for signature. Once the candidate has returned all hiring documents, A&S HR will create the candidate’s UNI if necessary, and then submit a Template Based Hire (TBH) to complete the hiring process. A&S HR will keep the department updated as the hiring process is completed.
Recruitment FAQs
- How many search committee members can be added to a requisition?
- What will flag a criminal background check?
- The number of search committee members that can be added to a requisition is flexible, as there is no set limit. However, it is recommended to include no more than 3-4 members, including the hiring manager. When selecting committee members, please consider how their perspective will assist the hiring manager in selecting the most qualified candidate.
- A misdemeanor or felony conviction identified through a criminal background check may prompt further review by the University. In such cases, the University will assess the findings to determine the individual’s eligibility for employment. This review process is conducted exclusively by CUHR, ensuring confidentiality throughout.
- How many search committee members can be added to a requisition?
- What to do if a candidate discloses confidential or protected information (current or previous compensation, disability, family planning, criminal and/or conviction background, etc.) while being interviewed?
- The number of search committee members that can be added to a requisition is flexible, as there is no set limit. However, it is recommended to include no more than 3-4 members, including the hiring manager. When selecting committee members, please consider how their perspective will assist the hiring manager in selecting the most qualified candidate.
- Please email A&S HR stating the date and the information that was self-disclosed by the candidate.
- How many search committee members can be added to a requisition?
- What is the maximum salary a finalist can be offered?
- The number of search committee members that can be added to a requisition is flexible, as there is no set limit. However, it is recommended to include no more than 3-4 members, including the hiring manager. When selecting committee members, please consider how their perspective will assist the hiring manager in selecting the most qualified candidate.
- We can offer the maximum salary listed in the job posting. For example, if the salary range is from $70,000 to $80,000, you may offer up to $80,000. Extending an offer at the higher end of the range is reserved for candidates who not only meet but exceed the minimum qualifications or possess the preferred qualifications.
- How many search committee members can be added to a requisition?
- Who should we talk to for funding and approval or funding exceptions?
- The number of search committee members that can be added to a requisition is flexible, as there is no set limit. However, it is recommended to include no more than 3-4 members, including the hiring manager. When selecting committee members, please consider how their perspective will assist the hiring manager in selecting the most qualified candidate.
- Please contact Josh Sakolsky, Executive Director, Finance at the Office of the EVP.
- How many search committee members can be added to a requisition?
- Can we ask candidates to provide work samples during the interview process?
- The number of search committee members that can be added to a requisition is flexible, as there is no set limit. However, it is recommended to include no more than 3-4 members, including the hiring manager. When selecting committee members, please consider how their perspective will assist the hiring manager in selecting the most qualified candidate.
- If a candidate’s work is publicly accessible (e.g., published articles, website content, etc.), it is appropriate to ask them to share it. In some cases, candidates may have portfolios, particularly for creative roles. However, for business-focused positions, much of the work may involve confidential information owned by their previous employers. In such cases, it would be inappropriate for candidates to share that information.
- How many search committee members can be added to a requisition?
- How long do we need to keep interview notes? Can we keep the notes electronically?
- The number of search committee members that can be added to a requisition is flexible, as there is no set limit. However, it is recommended to include no more than 3-4 members, including the hiring manager. When selecting committee members, please consider how their perspective will assist the hiring manager in selecting the most qualified candidate.
- Interview notes must be kept for one year after the interview date. The notes can be kept electronically and uploaded to an applicant’s profile in TalentLink.
- How many search committee members can be added to a requisition?
- What are the minimum requirement days for posting?
- The number of search committee members that can be added to a requisition is flexible, as there is no set limit. However, it is recommended to include no more than 3-4 members, including the hiring manager. When selecting committee members, please consider how their perspective will assist the hiring manager in selecting the most qualified candidate.
- 5 business days for Union/NUSS and officer roles in grades 10, 11, 12, 13
- 14 calendar days for officer roles in grades 14, 15, 16, UGR
- How many search committee members can be added to a requisition?
- What is the minimum number of candidates we need to interview before deciding on a finalist?
- The number of search committee members that can be added to a requisition is flexible, as there is no set limit. However, it is recommended to include no more than 3-4 members, including the hiring manager. When selecting committee members, please consider how their perspective will assist the hiring manager in selecting the most qualified candidate.
- If the position is not a waiver position, the department must interview at least 3 candidates before deciding on a finalist.
- How many search committee members can be added to a requisition?
- How often do you find that someone gets another job in the process?
- The number of search committee members that can be added to a requisition is flexible, as there is no set limit. However, it is recommended to include no more than 3-4 members, including the hiring manager. When selecting committee members, please consider how their perspective will assist the hiring manager in selecting the most qualified candidate.
- It’s common for talented candidates to interview with multiple employers simultaneously, including other schools or departments within Columbia. It is important to maintain momentum in the interview process and communicate regularly with candidates to avoid losing top talent.
- How many search committee members can be added to a requisition?
- Can external hires start training ahead of time?
- The number of search committee members that can be added to a requisition is flexible, as there is no set limit. However, it is recommended to include no more than 3-4 members, including the hiring manager. When selecting committee members, please consider how their perspective will assist the hiring manager in selecting the most qualified candidate.
- No. However, the hiring manager can sign up their employees for training (digital or in-person) as soon as their first day of employment.
- How many search committee members can be added to a requisition?
- How about access to systems? Can new hires get access before the start date?
- The number of search committee members that can be added to a requisition is flexible, as there is no set limit. However, it is recommended to include no more than 3-4 members, including the hiring manager. When selecting committee members, please consider how their perspective will assist the hiring manager in selecting the most qualified candidate.
- No. Having a new hire access confidential/proprietary information before their start date poses a security risk.