Hiring and Onboarding Toolkit
Job Posting
To request a new job posting, fill out this Job Posting Request Form, and send to your local Business Affairs HR partner here: business-affairs-hr@stanford.edu.
*Requisition must be posted for 10 calendar days minimum.
Writing enticing job postings
Draft your job description based on the job series matrix. The general rule of thumb is the Job Purpose can be modified 100%, Core Duties and Knowledge/Skills/Abilities each 50%, and the education must remain the same although you can add any preferences like: MBA strongly preferred.
Job Posting Guidelines
| Sections | Guidelines |
|---|---|
| Introduction | Can be added (let us know if you would like to see an example of this) Job purpose can be modified 100%. |
| Core Duties | The position summary can be edited but core duties and qualifications should stay relatively the same. For example, if a qualification was changed from a bachelor’s degree to a master’s degree, that might only be a 50% change but the level of change (from bachelors to masters) is significant and may warrant a compensation review. |
| Minimum Requirements | The position summary can be edited but core duties and qualifications should stay relatively the same. |
| Education and Experience | This cannot be changed and is specific to that job code. |
| “Why Stanford is for You” | To attract quality candidates, we suggest to add this in your job posting to let potential employees see the benefits of working at Stanford. |
Tips for writing your posting
- Candidates spend seconds reading a post; optimize word count, sentence length, and bullets
- Describe the work environment
- Use "You" statements
- Tie in how the work impacts Stanford
- Use inclusive language
- Explain challenges and opportunities
- Give instructions on how to apply
- Partner with your HR team for more help
Find more job posting quick tips
2. Recruitment
Spread the word about your open requisition and encourage Stanford staff to refer applicants via the UIT Employee Referral Program.
External Job Postings
For most exposure to your job posting, you may request to post the requisition to other external websites through Michael Ang at JobElephant. This requires approval and a PTA from your director. Email Michael the job title and job requisition number, and which external websites you'd like to post to. Here are some common ones:
Standard 30-day posting prices:
- LinkedIn = $499
- Indeed = $400
- ITJobsinHigherEd.com = $125
- StackOverflow.com = $495
- Educause.edu = $325
- Dice.com = $395
- TechCareers.com = $350
- ACM.org = $695
Taleo
Taleo Recruitment resources such as job aids and icon guides are available on the Cardinal at Work site.
Agency Support
To post to Cardinal Temps, please reach out to via email for assistance. If you'd like to reach out to a specific vendor, here are a few that Stanford has a partnership with:
| Agency | Contact | Phone Number |
|---|---|---|
| Another Source | Marcie Glenn | 206.707.7419 |
| Avid | Ina Garcia | 415.851.8708 |
| Insight Global | Ryan Hirsch | 408.441.8300 |
| Tek Systems | Kelly Boland | 408.367.6843 |
| Option 1 Staffing | Amy Clark | 650.941.5115 |
| Prodigy Resources | Thao Nguyen | 303.297.7700 |
*If interested in setting up a new vendor in UIT, please reach out to the vendor management team.
*If interested in setting up a new vendor outside of UIT, learn more from the FMS Procurement page.
3. Interviewing
Check out the interviewing guidelines provided by the Clayman Institute at Stanford:
Stanford is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
Interview Debrief
4. Reference Checks
Reference checks are always required for your final candidate unless they are an internal department transfer. At a minimum, two reference checks must be conducted to move forward with an offer. You may use this reference checking form.
5. Offer
All final candidates must apply through the Stanford Careers Page.
The hiring manager is responsible for judging the relative qualifications of each applicant and for making the hiring decision, consistent with University policy and applicable governmental laws and regulations. Prior to extending an offer to a candidate, consult with HR to ensure compliance with applicable requirements.
Present a verbal offer to the final candidate, and inform them that a written, contingent offer letter of employment will be extended upon acceptance of the verbal offer. Clearly state that the offer is contingent upon passing a background check. Discuss salary and start date with the candidate.
Contact your local HR partner for help drafting an offer letter, fill out and include this form for them: Job Offer Form. Keep in mind that all new employees must start on a Monday in order to attend the Welcome Center orientation.
Once the offer letter has been signed and returned, the background check can be initiated. Please note that this can take anywhere from 3-5 days to 3-5 weeks to come back.
Once the final candidate has accepted the offer, complete the mandated candidate disposition data in Taleo.
6. Onboarding
Check out the employee onboarding guide from UHR for ideal preparations before your employee starts, during their first week, month, and 90-days on the job.