Frequently Asked Questions - Human Resources

Background Checks

What background checks are required?

All positions require a Standard Enhanced Criminal Background Screening which consists of Federal Criminal Record Search, State Criminal Record Search, National Criminal Search, Sexual Predator Search, National SS# Trace/Verification, and Criminal County Search. Additional background screenings are available based on the job responsibilities.
What is the turnaround time on the overall background check process?

The overall background screening process will vary based on types of screenings and information provided by the candidate. Most background screening results are received within 5-10 business days after the candidate completes the background consent forms.
Can the hiring manager have access to background check information detail?

No, all background check information is confidential and not shared.
Are internal candidates subject to background checks as well?

Yes, a background check must be performed on any existing employee being transferred, reassigned, reclassified, or promoted to a new position, unless the employee has had a background investigation within the past year.
What causes a delay in a background screening?

There are many reasons why there are delays in the background screening process, such as untimely receipt of the candidate background documents, international background verification, discrepancies in the information the candidate provided and manual searches.

How do I decide the right interview questions to ask? Is there a standard?

Developing effective interview questions is the key to a successful employment interview. Interview questions should be based on the requirements, skills, and competencies necessary to perform the job. Work with your Talent Acquisition Specialist during the recruiting intake to identify key competencies for the position. Using the key competencies, your Talent Acquisition Specialist can assist with developing behavioral questions. Behavioral interviewing questions are designed to gain insight into an applicant's qualities and characteristics, as evidenced by past behaviors.
What approvals are needed to complete a hire?

When the hiring manager initiates and submits the job opening, the approval chain will automatically commence. For a standard refill, the approvers are TAM Coordinator, Business Manager, Budget, and Recruiter. For a new position, the approval chain is TAM Coordinator, Class and Comp, one-up from hiring manager, Business Manager, Budget, and Recruiter.
How do managers ensure an intake happens?

Once you have determined that you have an opening, discuss your departmental needs with your HRBP and contact your Talent Acquisition Specialist to set up an intake meeting.

Are there multiple ways to advertise a position?

Yes. During your recruitment intake meeting, you should review job advertising options with your Talent Acquisition Specialist. A job may be posted on the KSU Career site, Higher Ed Jobs, and LinkedIn depending on availability. Other specialty and major job boards are available to post positions depending on the hiring department funding.
Does the hiring manager have the ability to make decisions on what methods are used?

Yes, your Talent Acquisition Specialists will work with you to guide you through the external job posting process.

Is there any training for Careers?

Yes, please review our helpful training documents to assist you with Applying for Jobs, Applicant Management, Preparing a Job Offer, and Managing Hires. Contact your Talent Acquisition Specialist if you require further assistance.

For additional information on How to Create a Job Offer, visit the OneUSG website for job aid assistance.
What filters/criteria, beyond those provided, are used when setting up the posting?

The Talent Acquisition Specialist will review the job description, basic requirements, and pre-screening questions to determine if an applicant meets the basic qualifications for a position. No additional criteria are used beyond what’s provided when setting up the job posting.
What happens after I create my job opening?

When the hiring manager initiates and submits the job opening, the approval chain will automatically commence. For a standard refill, the approvers are TAM Coordinator, Business Manager, Budget, and Recruiter. For a new position, the approval chain is TAM Coordinator, Class and Comp, one-up from hiring manager, Business Manager, Budget, and Recruiter.

Once fully approved, the position will be posted.

Reviewing Resumes
- Hiring Managers will review the resumes and other documents provided by candidates. The initial review should identify candidates that meet the core and preferred requirements of the position being filled. Interviews are then scheduled and held to further explore candidates’ capabilities and fit for the role
- Talent Acquisition Specialists are available to assist with the screening process.

What are the steps to get an offer letter to a qualified candidate and is there anything we can do to speed up the process?

After Talent Acquisition Specialists receive offer details, they will extend the offer and generate offer letters within 24 to 48 hours. Salary exceptions will be sent to the KSU Compensation team for review and approval.

Can an employee start the job earlier than the start date listed in Careers?

In the event that the candidate clears their background check sooner than anticipated, the TAM Coordinator can facilitate a conversation between the manager and candidate to coordinate a new start date.