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Q1. I have an open unclassified position, what do I do to replace this employee?
A1. You need fill out a Position Announcement Authorization (PAA) and a Position Recruitment Plan (on Department of Human Resources web site). You may do this any time after receiving notification that the employee will be leaving your department and the employee has been to the Benefits Office to do the necessary paperwork, you do not need to wait until the employee has left the position.

Q2. Who approves the authorization?
A2. Approval depends on which department and division you are in. The following signatures are required:

Q3. What do I do after I get the required approval?
A3. Submit the PAA and the Position Recruitment Plan to the appropriate Department of Human Resources.

Q4. What happens to my authorization once the Department of Human Resources receives it?
A4. All of the information on the PAA is checked in Banner. If necessary, the proper authorization signatures are obtained. The PAA is forwarded to the Office of Equity and Equal Opportunity (OEEO) for an approval signature and completion of the bottom portion of the PAA that indicates goals for recruiting women and minorities. Copy is written for advertising the position. Positions are advertised in the Miami Report and on the Miami Web site along with any advertising specified by the hiring department on the Position Recruitment Plan. When the PAA returns from OEEO, any newspaper/on-line advertising will be completed. Notice of the open position is given to Michelle West, PHR; Recruitment and Employee Relations Specialist for recruitment purposes and is also faxed to the Ohio Bureau of Employment Services (OBES).

Q5. What are my advertising options?
A5. You can advertise in any newspaper, professional journal, on-line or anywhere that you determine is appropriate. The Position Recruitment Form will ask if you want a display ad or a single column ad. The display ad is a box ad, usually covering 2 newspaper columns, and has the Miami emblem. It is the most expensive. The single column ad is a single newspaper column with no frills, and is approximately half the cost of a display ad. When the "cost sheet" and the "tear sheet" for a display are received, it is forwarded to the hiring department for approval. Most single column ads are automatic approval because it is the least a department can advertise. This can be changed if the department want to know the total amount of advertising before the ad is placed.

Q6. How will I know that everything has been completed?
A6. When everything has been completed a copy of the PAA and a Summary of Principal Benefits will be sent to the department by campus mail. The Summary of Principal Benefits is to be given to the successful candidate for their information.

Q7. How long do I have to wait before I can start interviewing?
A7. For Affirmative Action purposes, it needs to be two weeks after the first advertisement is placed. Prior to interviewing, you must contact OEEO (9-7157) for the recruitment analysis.

Q8. After I have completed the interview process and have made a choice, what next?
A8. Once you have made your selection, you must submit the Employment Recommendation (ER) (a multiple copy form, available in the Department of Human Resources) and candidate's resume to the Department of Human Resources with the proper signatures. You may tell your candidate that you are recommending his/her hire to the President but it will not be official until he/she receives a letter stating the terms of his/her employment from the Department of Human Resources.

Q9. What is the next step for the candidate?
A9. The next step is to accept the position in writing as stated in the letter. The successful candidate needs to come to the Benefits Office to sign up for benefits before starting work.

Q10. What if I have a new unclassified position?
A10. Assuming that the position has the proper signatures everything is basically the same as described in the above outline. The OEEO will need to be contacted before the PAA comes to the Department of Human Resources. The OEEO has a pamphlet "Procedures and Information for Recruiting and Hiring Unclassified Administrative Staff" that will be helpful. The Department of Human Resources will contact the Budget Office to acquire a Budget Position Number.