Talent Acquisition HUB

Staff Hiring

Manage the staff hiring process from job creation through posting, screening, offer, and onboarding (completed in Workday).  Meet the Talent Acquisition Team for staff recruitment.

Before you can create a job requisition in Workday, you must first ensure the position exists. Every requisition is tied to a position, so the first step is either creating a new position or editing the existing position's restrictions so that the job profile, job family, level, and other attributes are correct.  This includes confirming the correct job family and level alignment using the Staff Job Profile Catalog and following the Create/Edit Position process in Workday.

Before starting the creation of the job requisition, you should be prepared with the following information:

✔ Salary Range
Consult with your compensation partner to determine the salary range for the job requisition posting. (This is required by law).

✔ Search Team
Will there be a search committee, an interview team, or neither?  Identify and secure participation from these individuals before initiating the requisition so that they can be added appropriately in Workday. Search committee considerations and best practices. 

✔ Timeline
When is your search/interview team available to conduct interviews? How quickly do you need to bring the selected candidate onboard, and is there a date that your search timeline needs to back into? When establishing your search timeline, be sure to consider the workload and time commitment, as well as any time away from work, etc. Resources to get you started include Sample Search Team Agenda and Sample Search Timeline.

✔ Reference Check Method
Would you like to complete reference checks on your own via phone or would you prefer to have them completed via Workday using standard reference check questions?

🎯 The Create Job Requisition process should not be started until you are prepared to hire for the position.
Our goal is to help you fill the role as quickly as possible with the best candidates and to provide an efficient and favorable experience to the candidates who apply.

  • Once the position has been created, then follow Create Job Requisition process in Workday
  • If the position is fully remote, then the hiring manager should refer to the Domestic Out-of-Area Work Location Policy to ensure compliance.  Please review the Approved and Supported Domestic Out-of-Area Work Locations in the Appendix. 
  • Additional Job Details - Requisition Field Guidelines

  • After the requisition is approved and ready to be posted, your recruiter will schedule an intake session with the hiring manager/search committee chair to discuss:
  •  
    • Sourcing for the position  
    • Search timeline
    • Interview strategy
    • Posting locations (internal/external, job boards, etc.)

Hiring Managers or HR Partners will initiate the "Create Job Requisition" task in Workday,  Recruiter will post the position using the "Post Job" task in Workday

The following outlines the process in Workday for reviewing and advancing candidates through the screening and interview stages. This workflow ensures consistency and supports a positive candidate experience.

Review

  • Once candidates begin applying to your open position, the recruiter will review them against the qualifications stated in the job profile.

Screen

  • Upon review-the recruiter will determine if the candidate will advance in the process
    • YES-if the candidate meets the minimum qualifications of the position,the recruiter will move them to the Screen stage. The candidate will be visible to the hiring manager and/or interview team or search committee
    • NO-the candidate does not meet the minimum qualifications of the position, the recruiter will disposition the candidate accordingly.
  • The recruiter, hiring manager, and search committee members identified during the job requisition creation can review all candidates in the Screen stage.
  • At this stage:
    • The hiring manager and search committee chair can disposition anyone they do not want to move forward to a phone interview.
    • Ideally, select a minimum of 5 but no more than 10 of the best-qualified candidates for phone screens.
  • If you have questions about an applicant’s qualifications or believe they do not meet the position requirements, discuss with your recruiter.
  • In the interest of candidate experience, immediately update the disposition of any candidate who will not move forward.

Phone Interviews

  • The recruiter will complete the candidate evaluation questionnaire for each interviewee based on staff career architecture and competencies.
  • Phone Interview notes will be routed directly to the hiring manager in Workday. 
  • After reviewing phone screen notes, the hiring manager/search committee should disposition any candidate they do not want to move forward to the next stage, using the appropriate reason.

Interviews

Finalize the offer and complete the hiring process in Workday.

Faculty Hiring

Manage the faculty hiring process from job creation through posting, screening, offer, and onboarding (completed in Workday). To find out more about living and working in Rochester, the Office of Faculty Recruitment provides many resources online. 

Advertising  
  • Advertising Guide lists where all RIT positions are posted to.
  • Professional networks/ListServs can be used to share the abbreviated posting description to professional networks that search team members may be associated with
  • For posting to social networking sites use the Social Media/online posting guide

  • Examples of when to use the expedited faculty hiring process include high-potential candidates, dual career hires, FFCEP candidates, visiting faculty (at any rank), and Professors of Practice.

    Department identifies position and candidate, assesses urgency and/or need for limited search:

  • Risk of the uniquely qualified candidate accepting another offer
  • Dual Career – risk of partner’s offer acceptance/retention
  • Limited pool of candidates equally as qualified as the preferred candidate

  • If expediting is determined crucial:

  • College Liaison (CL) contacts Lizanne Zamites to request expedited posting process (must provide email documentation of approval from Dean/Provost along with rationale for expedited process, and copies in HR Business Partner).
    • Info to be included: (1) Candidate name/contact information and (2) the rationale for expediting
    • If the intended hire is a Foreign National, you are required to immediately contact Lori Sykes, Compliance and Ethics manager to ensure the candidate is legally eligible to work in the United States.
  • If it is a new/additional head count-works with College Liasion to get a job profile description. If replacement for an existing position, puts job requisition into Workday.
  • College liaison inputs requisition, and in "Recruiting Instructions" select "Hidden Posting" (Do Not Post). Must include name and email address of candidate that will be offered the position in “Additional Job Description Field”. Copies email approval from Provost Approval email into same field. Salary range is required for all positions.
  • HR Assistant manually posts the position to the NYS Department of Labor for 10 calendar days and notates  Once the position is approved and opened, the position is not posted publicly.
    • Marks calendar for the 10-day expiration to outreach to the candidate
    • During this time College/Department cannot extend an offer to the candidate
    • Once the posting expires on the DOL:
      • Notifies HM/CL offer can be extended
      • Checks for candidate profile-if no profile sends instructions to set up a profile
  • Hiring manager is required to review any qualified applicants who apply as a result of the DOL posting (Office of Talent Acquisition will contact HM if any candidates apply) 
  • CL/Dean’s office plans offer/draft contract letter in preparation for the end of the posting period.
  • CL/department delegate moves candidate through Workday HR status’ to trigger hire process in the system.

  • Pre-Offer process-Brass Ring
  • The standard turn-around time for completion of all approvals for Faculty Pre-Offer Forms can be between 3-4 business days, and the Dean or Vice President needs to approve. This form is required for all permanent faculty positions.
  • The approval hierarchy includes the Hiring Manager (optional), College Liaison, Dean, Academic Affairs Budget Officer, and Provost.
  • The Selection Criteria Rating Form (SCRF) is no longer required to be included with the Pre-Offer forms when routed for signature approvals.

Faculty Appointment and Pay Dates

Note: the tenure clock for faculty hired after October 1st, begins with the start of the next academic year. Additional information can be found on the RIT Academic Calendars.

Full Academic Year 2025-2026 Appointment Dates Pay Dates
New Faculty (9 mo) 8/13/25 - 5/15/26 8/31/25 – 6/30/26
Returning Faculty (9 mo) 8/18/25  - 5/15/26 7/15/25 – 6/30/26

Faculty on Leave

 8/18/25  - 5/15/26 7/15/25 – 6/30/26

Temporary Backfill

The Pre-Offer Form is no longer required for temporary backfill positions.

Offers to Alternate candidates:

If you need to make an offer to one of the alternate candidates on your pre-offer approval form in Brass Ring, you do not need to complete and process another pre-offer approval form. Simply change the alternates to "45-Pre-Offer Status", close out the pre-offer form and then change them to "45-Offer" status and continue the same process as above for offers.

Faculty Offer Letter Template

Please use the information from the Faculty Appointment Dates chart above when creating the offer letters. Questions on offer letters can be directed to the HR Business Partner for the college. The new offer letter is used for all new faculty hires, both internal and external. 

Important Notes

  • Commencement is May 7-8, 2027
  • Last day of appointment for Spring Semester 2026 is Friday, May 15, 2026; summer term starts Wednesday, May 13, 2026. There is an overlap of two days.

Closing the Search

It is extremely important that you final-disposition any remaining candidates on your requisition after you have processed your hire. This is a university AND Government OFCCP requirement and subject to audit.  

Please e-mail the Office of Talent Acquisition at staffrec@rit.edu once all applicants are dispositioned to close the requisition.

Records Management

All notes from committee screening meetings, interviews, evaluations of candidates and reference checks during a search are considered a record of the university, under the Records Management Policy, C 22.0. This policy seeks to ensure that RIT records, especially those that are required for compliance with the law, are retained for a sufficient period of time to ensure a fair and legal process.

These records are subject to the 6-year retention period for correspondence. Electronic records can be forwarded via Tiger Exchange to lxzpsn@rit.edu. Please make sure to put the BR# on a cover sheet for the notes.

RIT recognizes the need for dual career assistance within the university as a means of continuing to build an inclusive campus environment and to support the university's goals to attract and retain the highest quality candidates for full time tenure-track faculty positions. RIT's Dual Career Program supports this goal by providing assistance to spouses/partners of eligible newly hired full time tenure track faculty who are relocating to the Rochester area.

The dual career program will provide assistance to the extent possible and does not guarantee placement.

Workday Access

Special Hiring

Next Step: Onboarding
Onboarding tasks are completed in Workday. After the offer is accepted, Workday guides you and your new hire through the process.