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A&S Staff Recruitment

All recruitment for staff positions, including temporary positions, are expedited through the Dartmouth Online Review and Recruit (DORR) web-based system.  To facilitate this process, please review and follow the A&S Staff Hiring Steps and submit the A&S Recruitment Form to the Arts and Sciences Finance Center to begin your staff recruitment.

Staff Hiring Steps

  1. A&S Recruitment Form & Position Description

  2. DORR Entry & Review

  3. Posting the Position & Beginning the Search

  4. Candidate Selection & Closing the Search

  5. Contacting Professional References

  6. Background Verification & Salary Setting

  7. Extending an Offer

  8. Payroll Authorization

  9. Financial Systems Access

  10. Hire Letter

A&S Recruitment Form & Position Description

Complete and return the A&S Position Recruitment Form, along with a most recent position description (if available) to the ASFC.

DORR Entry & Review

The ASFC will enter the position details into DORR for review by the Director of A&S Finance & Research Administration, the Associate Dean for Finance and Operations, and the Office of Human Resources.  HR will notify the ASFC when the position is approved for recruitment and ready to post online at Dartmouth Employment Opportunities.

Posting the Position & Beginning the Search

The ASFC confirms with the position's hiring manager/supervisor and posts the position to Dartmouth Employment Opportunities. Temporary guest access to DORR will be provided to the hiring manager/supervisor to view the position and applicant information in the system.

As the hiring manager/supervisor, you will begin the recruitment process by reviewing, selecting, and contacting applicants to coordinate interviews.  Due diligence is to be completed by the hiring manager/supervisor to track applicant outcomes.

Candidate Selection & Closing the Search

When you have selected a candidate you wish to hire, please notify the ASFC, with

  • Request to close the position posting from the web
  • Name of selected candidate for hire
  • Request for applicant names and addresses (and, if needed, rejection letter templates) for sending letters to non-selected applicants
  • Outcomes statuses of your non-selected applicants:
    • Applied in error/incomplete application materials
    • Ineligible (external or non-union)
    • Did not meet minimum qualifications
    • Not interviewed – withdrew
    • Not interviewed – less qualified/experienced
    • Interviewed – withdrew
    • Interviewed – less qualified/experienced
    • Interviewed – not selected, reference/background check
    • Interviewed – offer declined

Contacting Professional References

Professional references are required to be contacted for selected candidates, for all staff positions.

References are collected through Pre-Hire 360, an online third-party that collects confidential performance feedback from the candidate's provided professional references.

The ASFC will submit the candidate's name, email address, and position title to Human Resources to set up a Pre-Hire 360 reference survey for your candidate.  The candidate will be contacted by a Pre-Hire 360 email to provide their professional reference contacts.  Reference feedback is electronically collected in an easy-to-read report that is received by you, as the hiring manager/supervisor.

Pre-Hire 360 Highlights

  • Fast response of 3 or less business days
  • Comprehensive reports and increased hiring accuracy
  • EEOC compliance

Pre-Hire 360 View of Candidates Survey Measurements

  • Professionalism
  • Interpersonal skills
  • Problem Solving and Adaptability
  • Personal Values
  • Managing Others
  • Other Core Competencies

You will receive an electronic reference report from Pre-Hire 360.  You may accept the report as satisfying the College’s reference checking requirement or you may contact selected references personally before making a final hiring decision.

Dartmouth Students who are employed as student employees working on faculty research, and who are offered positions into temporary research assistant roles after graduation, are exempt from the Pre-Hire 360 SkillSurvey reference check process at this time.

Background Verification & Salary Setting

Once you are satisfied with the candidate’s references, send an email to Kate Soule, Director of A&S Finance & Research Administration, to begin the salary setting stage for the hire.  Please also indicate if you have a preferred salary range.  Do NOT make an official offer until you receive notification from a fiscal officer regarding salary setting and background verification.  A fiscal officer will respond with an official hiring range for making an offer to the candidate (may take up to 3 days). 

Background Verification is a requirement of all staff hires, including temporary positions.  Effective August 1, 2012, all background checks other than employment reference checks will be handled by the Office of Human Resources through a third-party vendor. The additional background checks include verification of employment history, a criminal background check, sex and violent offender history check, and verification of educational credentials. Background checks may also include verification of licenses or certifications (if required by the position) and credit history check (if the position has access to credit or funds of $50,000 or more at any given time).  For additional questions on Dartmouth's background check policy, please see Human Resources Background Checks.

An offer of employment is contingent upon the successful completion of a background check. Generally, employment in the position should not begin until Dartmouth has received and reviewed the results of the background checks. Exceptions may be made at the hiring department's request with the approval of the Office of Human Resources.  If you have a business need to have the candidate begin employment prior to the completion of the background check (example, a temporary hire or other regular hire that could move forward prior to the background check), please contact your fiscal officer for approval.  The employee may be hired prior to the completion of the background check, with consent by the employee and continued employment contingent upon the outcome of the background check.

Extending an Offer

Kate Soule will notify you with an official hiring range and you may extend an offer to the candidate expressing to them that their employment is contingent on the satisfactory outcome of their background check.

The candidate will be contacted by our background check vendor, HireRight, and will need to submit information directly to them. Please tell the candidate to notify you when he or she has provided all of the necessary information to HireRight. Once you hear from the candidate, please notify Kate Soule that the candidate has consented to the background check so that she can confirm consent with HR.

Payroll Authorization

After the candidate has accepted the offer and consent to the background check has been confirmed with HR, pleae submit a payroll authorization request by providing the following information for your staff hire to the ASFC.

  • Action (New Hire, Re-Hire, Transfer, Revise Pay Rate, Additional Pay, or Special Rate)*:
  • Last Name
  • First Name:
  • Middle Initial:
  • People Group (Non-Exempt or Exempt):
  • Employment Status (Regular or Temporary):
  • Dartmouth ID (if available):
  • Begin Date:
  • End Date:
  • Rate of Pay (hourly amount):  $
  • Number of Hours Per Week:
  • Number of Months (if Term or Temp):
  • Chart String (list GL or PTAEO):
  • Position Title:
  • Position Number:
  • Building Location:
  • Hinman Box Number:
  • Office Room Number:
  • Home Legal Residence (cannot be a P.O. Box):
  • Home Legal Mailing (can be a P.O. Box):
  • Telephone Number:
  • Department Contact Name: 
  • Department Contact Phone Number:
  • Kronos Supervisor(s):
  • Department Comments:

*If the request is a New Hire, please contact the ASFC by phone at (603) 646-2028 to provide the person's Social Security Number and Date of Birth to complete the payroll authorization.

Financial Systems Access

If the position requires access to the College's financial systems (IRA, e-Procurement, P-card, etc), please follow the guidelines outlined by the Arts and Sciences Finance Center Financial Systems Access.

Hire Letter

Human Resources will provide the staff hire with a formal information letter (based upon data in Step 10).

Staff Hiring Questions

If you have questions about ths staff hiring process, please contact the ASFC by phone, (603) 646-2028, or by e-mail, ASFC@dartmouth.edu.

Please directly contact Kate Soule at (603) 646-2803 or Kate.R.Soule@dartmouth.edu for questions regarding position creation, changes in position descriptions, authorization of positions, and position budgets.

Forms & Resources

A&S Position Recruitment Form

Current Master Position Descriptions

Dartmouth Employment Opportunities

Office of Human Resources

Last Updated: 8/1/16