The Hiring Process

The hiring process for filling student employment positions is guided by the principles of equal opportunity and affirmative action. All steps in the recruitment, interviewing and selection processes are to conform to applicable federal, state, Montana Board of Regents and The University of Montana-Missoula laws and policies. In order to insure that all individuals have equal access and are treated in the same manner, the following steps in the hiring process should be followed:

Recruitment of Students/Advertising Student Jobs

To comply with Equal Employment Opportunity guidelines, all UM hiring departments should publicize any and all of their student positions utilizing the UM Office of Student Employment job posting web site at: www.umt.edu/studentjobs/employer

This is the official UM student job posting site and is the recognized source that students come to when looking for part-time employment. From this web site, you are able to easily manage all of your current and past student employment job postings. Your job listing will remain active on the web site until your specified expiration date. All jobs must remain active on the web site for a minimum of 3 days before an offer of employment can be made.

Prior to posting your job, prepare a complete job description for the position. Include the major functions of the position and what knowledge, skills and abilities are necessary to perform those job functions. This will be invaluable during the screening process.

Once your position is live on the student employment web site, students will be able to fill out the online UM student employment job application form and electronically submit their completed applications to the contact person listed on your job posting.

Screening of Candidates

Based on your job description, determine the critical knowledge, skills and abilities necessary for a candidate to possess to be successful in the position. Keeping the critical knowledge, skills and abilities in mind, review the applications of each student who has submitted an application. To facilitate the objective screening of candidates, it is helpful to develop an applicant screening form listing the required knowledge, skills and abilities (KSA), taken directly from your job description, necessary to perform the duties of the job.

Click here to access an "Applicant Screening Form" template to assist you in the screening process.

Based on the evaluation of the applications, make a determination as to which candidates you want to interview. It is highly recommended that you interview at least one more candidate than the total number of positions you are filling.

The unit must retain the completed applications and any additional application sheets for a period of six (6) months from the date the position is filled. Retaining the application files for six (6) months will assure their availability for review should a hiring question be filed with the unit, Human Resources or the Equal Opportunity/Affirmative Action Office. At the end of the six (6) month period, the application files may be destroyed.

Developing Interview Questions and the Interview Process

Develop interview questions that consider these rules:

• Ask questions that determine the applicant's work-related knowledge, skills and abilities and their ability to perform the specific duties of the job
• Know how the information gathered will be used to make a hiring decision
• Do not ask questions or use exercises that are not job related
• Do not ask questions that could be viewed as discriminatory (race, color, religion, national origin, sex, age, marital or family status, disability, sexual orientation, arrest or court record)

To insure fair and equitable treatment, all applicants should be asked the same interview questions. Use follow-up questions to get more detailed information about an applicant or to clarify an applicants answer. Interviews must be scheduled in an accessible location. It is recommended that you take notes documenting the applicants' responses to the questions for your reference in the selection process.

When properly utilized, the interviewing process is a two-way street. Both parties need the opportunity to gather enough information to enable them to make an informed decision. Take advantage of the interview process to clearly explain the details and duties of the position. In addition to asking questions of the candidates, it is appropriate to give the candidates the opportunity to ask you any questions they may have about the job and your office/department.

Click here to access a list of suggested questions that you might ask in an interview.

Selection

After a thorough review of the candidates that you interviewed, you are free to make a hiring decision. Hiring decisions should be based on the candidate's ability to perform the duties of the job as outlined in the job description. It is also recommended that a minimum of one reference check be conducted on finalists.

Job Offer

Once you have made a hiring decision, contact the candidate directly and make an offer of student employment. Once a candidate has accepted your offer of student employment, you are to contact the other candidates that you interviewed and inform them that the job has been filled and thank them for their interest in your office/department.

Hiring Forms

The following hiring forms need to be filled out and returned to the Office of Human Resource Services, Emma B. Lommasson Center, in order to set-up and process your new student employee. The following suite of forms and additional information can be accessed electronically by visiting www.umt.edu/hrs. Once at this website utilize the menu on the left hand side of the web page and click on Student Services.

Please Note: Student employees are not allowed to begin work until all of the necessary paperwork is complete and turned into the Office of Human Resource Services, Student Payroll Services.

The suite of forms listed is required to complete the final hiring process.

Non-Work Study Hiring Forms:

1. Hiring Card Non-Work Study
2. Student Personal Information
3. I-9
4. W-4
5. Workers Compensation
6. Selective Service Statement
7. Time Cards

Work Study Hiring Forms:

1. Work Authorization card from Financial Aid in Griz Central
2. Student Personal Information
3. I-9
4. W-4
5. Workers Compensation
6. Selective Service Statement
7. Time Cards

International Students Foreign

Students require these additional forms:

1. Foreign National Information
2. Visa
3. I-94 "Arrival & Departure Record"
4. I-20 "Certificate of Eligibility for F-1 Student", or DS-2019 "Certificate of Eligibility for J-1 Student"
5. Work Authorization letter from the office of Foreign Student & Scholar Services

Note: Certain types of visas may require additional forms.

For questions pertaining to international students, visas and employment restrictions, please visit the UM Office of Foreign Student and Scholar Services website or call them at 243-2226.