Hiring at Utah State University is designed to be a structured, consistent, and supportive process. Whether you’re hiring for the first time or have managed many searches, this toolkit serves as your central guide to the hiring process, from planning and posting your position to reviewing candidates, interviewing, making an offer, and welcoming your new hire.
Use the links below for in-depth guidance, tools, and resources to support every stage of your search.
Hiring Handbook
A comprehensive guide to hiring at USU
Hiring HandbookFaculty Hiring Handbook
Supplemental Information for Faculty hiring at USU
Faculty Hiring HandbookHiring Process
Step 1: Starting a Search
Before posting your position, take time to plan and prepare. This step helps ensure your search is set up correctly from the beginning and reduces delays later on. This stage focuses on:
- Defining the role
- Developing your job posting
- Posting and advertising your position
Step 2: Reviewing Candidates
As applications come in, you'll evaluate candidates to identify those who best meet the qualifications for the role. This includes:
- Accessing and reviewing application materials
- Using structured evaluation methods (like hiring matrices)
- Writing and conducting interviews
Step 3: Making a Hire
Once a finalist is selected, you'll complete the hiring process in the system and extend an offer. This includes:
- Moving candidates through the system
- Offer Letters
- Finalizing hiring details
- Preparing for onboarding
Do I Need to Post a Job?
There are specific cases where posting a job is not required, as described below. While you may typically assume that a competitive search is needed in all other cases, please reach out to the HR office if you have any questions about your specific situation.
Appointments of Opportunity
A hiring department may request a waiver of the competitive search requirement and appoint a person to an open position in limited circumstances that serve the mission and objectives of the university, as described in Policy 3300. See the procedures below.
Rehires
A former benefitted employee may be rehired into their previous position within the same department without a competitive search if:
- They return within 12 months;
- The position has not been filled; and
- The pay increase does not exceed 5%.
A non-benefited hourly employee may be appointed to a non-exempt benefitted position within the same department without a competitive search if:
- They were originally hired through a competitive process;
- They have worked in the hourly position for at least six months;
- They meet the minimum qualifications for the benefitted position;
- The job duties have not substantially changed;
- The pay increase does not exceed 5%; and
- A position number is available or created.
Non-benefited hourly employees may be rehired, transferred, or appointed to an additional non-benefited hourly position within the same department without a competitive search.
Trainings
Search Committee Training
To help support your work on the committee, USU Human Resources offers regular Search Committee Training sessions. Whether hiring faculty, staff, or student employees, participants gain practical guidance and tools to support a successful search.
Search Committee Training RegistrationiCIMS Trainings
iCIMS is the system used to manage job postings, applicants, and hiring workflows. Understanding how to navigate the system is essential for an efficient and successful search.
Business Services iCIMS Training
Hiring-Related Policies
Types of Employment
Policy 3302: Benefited Employment
Policy 3308: Non-Benefited and Student Employment
Policy 4003: Faculty Appointments
Retaining Application Information
Application materials and hiring records must be retained electronically for three (3) years and then deleted if the applicant is not hired. Records may only be collected, stored, and shared in accordance with Policy 3303.
Introductory Period of Employment
The introductory period is six (6) months for non-exempt employees; and one (1) year for exempt and faculty employees.
During this period, either the employee or the university may end employment at any time, with or without cause. Employees receive full benefits but are not eligible to access the grievance process.
Policy 3307: Introductory Period of Employment
Criminal Background Checks
Background checks are required for all benefitted positions. Depending on job responsibilities, non-benefitted positions may require either a self-disclosure form or a background check as outlined in Policy 3301.
Policy 3301: Criminal Background Checks