Campus lunch on the Stetson Green

DeLand Hiring Process

Our People Operations/HR Team is driven to provide an efficient and people-focused experience for our colleagues in the hiring process. We are excited to welcome new talent to our Hatter community.

Please note, that this process is specific to the DeLand Staff Employment process. For questions regarding the employment process at the College of Law, please e-mail [email protected].

A job description is a useful, plain-language tool that explains the tasks, duties, functions and responsibilities of a position. This is important in clarifying roles, determining salary levels, identifying work location, conducting performance reviews, and creating reasonable accommodations. Additionally, stating how the position relates to the mission and goals of Stetson is useful in recruiting employees for our diverse and inclusive workforce. Job descriptions are required in the Staffing Requisition Approval Process detailed in the next step. To simply update a job description with no staffing request needed, please e-mail [email protected].

Due to the University's Strategic Budget Review process, all requests for new or replacement positions should be brought to the attention of the appropriate Division Head/VP before the hiring process is started. The Division Head/VP may request the submission of a Requisition through NeoEd, please check with them prior to completing it. To submit or approve a Requisition through NeoEd, please use the below guides. Once the Requisition is submitted, you will also need to email the Job Description and Org Chart to Chris Chellberg, Associate Director of People Operations, at [email protected].

The Requisition is used to request approval to fill a vacant position or to create a new position. The Requisition includes details like the job title, department, required qualifications, salary range, and a justification for the role. Once a Requisition is submitted for a staff position on the DeLand campus, it first goes to Chris Chellberg, Associate Director of People Operations for People Operations/HR approval. Then, it goes to approvals by the Budget Office > Division Head > CFO > Provost > President. Once fully approved by all parties, the Requisition serves as the official starting point for the recruitment process, and People Operations/HR is prompted to post the position. You will receive email notifications from NeoEd at each stage of approval and at the point of final approval.

Please direct any questions on this process to Chris Chellberg, Associate Director of People Operations, at [email protected].

Stetson utilizes NeoEd as our recruiting and applicant tracking software. People Operations/HR grants access to this platform for hiring managers and teams which they access through their MyStetson page. 

  1. Upon approval from the Staffing Committee, the hiring manager/originator will receive an email notification from NeoEd that the requisition has received final approval. 
  2. Our People Ops/HR employment team will also receive a notification that prompts them to immediately post the position. 
  3. People Operations/HR will then send a "Next Steps" e-mail providing the information in Step 4.

Recruitment:

All positions are posted on our Stetson Careers website. Also, positions will be posted to the HigherEd Jobs webpage, in addition to 19 other diversity in higher education job boards. If you wish to recruit on other industry-specific platforms, please consult with our Employment Specialist, Casey McLallen, at [email protected]. We also encourage departments to have employees post to social media (LinkedIn, Facebook, etc.) and other networking distribution lists, as applicable. 

Navigating NeoEd Platform: The hiring manager will receive an email notification when a new application is received and directs them to review candidates via the Online Hiring Center (OHC). Use the below guides to assist in navigating the NeoEd recruitment platform, Online Hiring Center (OHC).

Interviews & Selection: 

  1. First-Round Interviews: As you review and select applicants for first-round interviews, we encourage you to use our SparkHire one-way video interview platform which can create efficiency in your search. SparkHire is a web-based video interview portal that allows you to complete first-round interviews without the need to coordinate schedules with the candidate or search committee. Candidates appreciate the flexibility of SparkHire because they can complete the interview on their own schedule. Hiring Managers will receive an email from the People Operations team after the position is posted to select the interview questions they wish to ask. Hiring Managers will then be provided a link to send to their first-round candidates. Upon the candidate's completion of the interview, the Hiring Manager will be sent a direct link to the video, which can be shared with the search committee. If you have questions about this, please reach out to [email protected].
  2. Complete Interviews: There are two ways to set up interviews in NeoEd: (1) assigning an interview time to each candidate and (2) giving blocks of time and allowing the candidate to self-schedule their interview time. Check out the guides below that outline how to complete either of these processes.
  3. Complete E-Reference Forms: After reviewing the applications and completing the second and/or third-round interviews, move the candidate(s) to the Reference Checks stage and send out the E-References request via NeoEd using this E-References guide.
  4. Select Top Candidate: Once at least two E-References are completed, identify the final candidate and move them to the Top Candidate stage in NeoEd. Now, Step 5, the Job Offer Stage begins.

This stage of the new hire process requires two-way communication with the People Operations/HR Team prior to any offer being extended.

Verbal Offer/Negotiation

Prior to making a verbal offer, please email Chris Chellberg ([email protected]) with the candidate’s name and the offer you would like to make. Chris will assist in approving the candidate and salary offer amount based on classification, experience, internal equity, and market data.

HR Notification of Verbal Offer Accepted

After the verbal offer is accepted, email Chris Chellberg, providing the name, email address, supervisor, salary/pay rate, expected hours per week, whether the employee will require an MVR (Motor Vehicle Report) check due to use of university or personal vehicles for work, and anticipated start date. This information will be entered into NeoEd, and the People Operations/HR Team will initiate the background check process. 

  • Background Check: People Operations/HR will initiate a background check for the identified candidate through the University background check provider, Atlantic Employee Screening. An email will be sent to the candidate from Atlantic with instructions to complete their portion of the process. The background check process typically takes 2-4 days but can take longer given outside factors (multiple past addresses, international residency, etc.). Background checks results are reviewed by People Operations/HR on a case-by-case basis.
  • MVR Check (if applicable): If the employee will be driving a university-owned, leased, or rented vehicle, or who will regularly drive their personal vehicle on behalf of the university, or transport students for university functions, they will need to complete an Authorization for Release of Driving Record. 

Employee ID Number Created

The supervisor and hiring manager will be notified when the background check (and MVR) is approved. At this time, the employee's ID number is issued and sent to the hiring manager. The hiring manager should then complete the Personnel Action Form (PAF), receive approval from the appropriate dean, vice president, or athletic director and then send it to [email protected].

Written Offer Extended:

Once the background check (and MVR) has been approved, the official written offer letter, with the job description attached, is sent to the candidate for signature. The candidate will receive an email prompting them to log into their applicant portal via NeoEd, where they will have an Action Item for the e-Offer that they can sign electronically.

After the final candidate has accepted the offer of employment and signed the offer letter, the People Operations/HR Team will initiate the onboarding process with the assistance of the hiring manager and other university colleagues. We encourage the supervisor and/or hiring manager to continue communication as the employee navigates the onboarding process.

New Employee Onboarding Checklist in NeoEd - more information and training materials to come soon!

Through NeoEd, the People Operations/HR team will move the final candidate to Onboarding in NeoEd and assign an onboarding checklist. This checklist includes tasks and forms (such as the I-9, W-4, direct deposit, etc.) that the new employee should complete prior to their first day of work. This will also give them access to an Onboarding portal that showcases an overview of Stetson as well as helpful campus resources and links. 

The checklist also includes tasks that the hiring manager and department must complete in collaboration with other university departments to get everything set up for the new employee to prepare them for success on their first day. The hiring department should quickly begin the checklist, which includes tasks from the list below, to maximize execution time for impacted departments.

Information Technology Needs:

  • Submit New Employee Request for Services Form for IT needs (phone, e-mail, shared drive access, etc.). For requesting Banner, Argos, and BDM access, you will need to request this separately by responding back to the IT ticket for the Request for Services Form and include the information regarding what additional access is needed. 
  • E-mail [email protected] for new or current workstations (computer, monitor, printer/copier connections, etc.) to be set up.
  • Add new employee to any appropriate Microsoft Teams groups.
  • Add employee to internally maintained applications (Raiser’s Edge, Slate, etc.).

Office Preparation:

Ensure any items or other unnecessary supplies/equipment have been removed from the previous incumbent.

Facilities Preparation:

Submit work orders (FMX) for custodial or maintenance needs to ensure the space is clean and fully functional for your new employee.  

Office Access: 

Determine what access needs the employee will need and submit appropriate requests.

Business Needs:

Provide the employee with the appropriate tools for them to succeed. Some helpful links are below. 

Internal Communications:

Make sure the employee has been added to the appropriate distribution lists and ongoing departmental and/or other team meetings.

Networking Organizations:

If applicable, add the employee to the appropriate list servers, distribution lists and professional organizations.

A member or member(s) of the team should escort the new employee throughout the day, so they do not get or feel lost. Remember, this is often an exhausting and overwhelming day for a new employee, so it is important to provide breaks and recognize they might not retain all information provided to them on day one. If planning a full first-day schedule, remember to include breaks and time for the employee to organize and digest the information.

  • Opportunity to settle into their workspace (and retrieve the I-9 ID documents they will need for People Operations/HR). 
  • Stop by the People Operations/HR office to complete their Federal Verification of Employment Form (I-9). They will need to bring their original I-9 acceptable documents with them to the office. We will not be able to accept expired documents or unofficial copies of documents. When they arrive at the People Operations/HR Office, they will also receive a welcome folder and their Employee ID (if the picture is submitted in NeoEd Onboarding). Supervisors can make an appointment by emailing [email protected].
  • New Employees in need of an ID (and who have not previously submitted their picture) will stop by the Hatter1 Card office located in University Hall (644 N. Woodland Blvd.).
  • Introduction of work colleagues and tour of the building (including restrooms).
  • Meet with the supervisor to review the job description. 
  • Make sure their technology works at their workstation and submit any support tickets as necessary. 
  • Have employees log in to MyStetson and make sure necessary applications appear according to their role (ex. Employee Dashboard, Banner, Canvas, Dynamic Forms, etc.).
  • Ensure their access to any necessary Microsoft Teams and Channels and explain how to use the platform (if necessary).
  • Identify a colleague or peer to develop a connection and act as a support for the employee.
  • Provide the employee with an overview of how their training and orientation will proceed.
  • Ensure employee knows when they should go on lunch/break (as appropriate). Ideally, someone might join them for lunch, if possible, on the first day.

After the Hatter Welcome, it is time to get down to business and help the new team member acclimate to Stetson. This plan might include: 

  • Benefits meeting: If an employee is eligible, schedule a Benefits meeting for your employee with People Operations/HR within the first two weeks of employment, by contacting our Benefits Administrator, Jess Williams.
  • Submit a Stetson Announcement to share the great news of your new team member. Instructions and examples can be found here. 
  • Schedule introductions and/or meetings with key campus collaborators and constituents.
  • Make sure the employee is invited to all department meetings, committees, or events (as necessary).
  • Introduce employees to office culture and logistics (ex. on Fridays we wear green, any departmental recognitions/awards, the shredding company picks up weekly on Tuesdays, how the office might celebrate achievements, birthdays, holidays, Hatterversaries, etc.)
  • Introduce employees to Stetson applications/need-to-knows like Timesheet/Leave Reporting, Green Pages, Stetson Announce, Event Request System, IT Support, WebGarage, Public Safety, etc.
  • Provide time for employee to complete Title IX training within the first 30 days. Training can be found on their MyStetson > UE Training Portal under Mosaic: Prevent Sexual Violence Together.
  • Schedule a 30-day check-in.
  • Schedule a 90-day review. The manager should schedule time for the employee to complete the Employee Feedback portion of the Performance Appraisal Form, which can be found on their MyStetson > Performance Appraisal Tile. These will populate as tasks in NeoEd Onboarding closer to the employee's 90th day.

We are here to help!

Please contact the following team members directly with questions specific to:

As always, we welcome your feedback. If you feel there is anything missing on this page, or you need additional support, please do not hesitate to reach out to us at [email protected].