Policy 106 - Recruitment and Hiring

Section: Employment
Policy Number: 106
Responsible Office: HR/Recruitment
Effective Date: 4/1/01
Revised: 10/24/01; 8/1/07; 10/28/08; 8/1/12; 7/1/16


Administrators and Staff.


The Recruitment function within Human Resources is available to coach and assist hiring managers to fill open positions, coordinate internal transfers, offer guidance on alternatives for sourcing and advertising, and provide general recruitment services such as screening and interviewing, preparation of offers, background checks and new hire paperwork.

Initiating the Recruitment Process

To initiate the new hire process, the hiring manager must complete a Notice of Vacancy (NOV) form/request which can be found on the Human Resources Forms webpage.

  • For replacement of an existing position, the NOV requires sector level approval.
  • For a new position, the NOV requires the President's approval. A job description must be sent along with the NOV in order for the Compensation Department to complete a review before the recruitment process can begin.

Once an approved NOV is received, the assigned recruiter will contact the hiring manager to initiate the process. Additional information is available by calling the Recruitment Office at (718) 990-2787.

Applicant Sourcing

In an effort to provide equal employment opportunity to job seekers and fill vacant positions with the most suitable candidates, the Recruitment Office performs a wide range of recruitment activities, including internal job posting (see policy #105) and external sourcing. External sources used may include employment and trade journals, newspapers, internet, social media, employment agencies and search firms, professional organizations and associations, minority sources, job fairs, colleges and universities, and referrals. External sources may extend to the local, regional, or national level, as determined by the Recruitment Office and the hiring manager.


External Applicants: All external applicants must apply online at www.stjohns.edu. Available positions can be found by clicking the Work@SJU link at the bottom of the landing page. All external applicants will be required to complete an employment application as part of the online submission process. Should the hiring manager interview an external candidate who has not applied through the St. John’s website, the candidate should be instructed to do so.

Internal employees: Employees should apply through the Internal Career Portal. Access to the portal can be found on UIS by logging into SignOn.stjohns.edu (for information see Job Posting policy #105).

Referrals: All employee referrals must apply online at stjohns.edu. When applying, they should indicate the employee’s name as the source of how they heard about the position.

Both internal and external submissions, including any attached documents such as a resume and cover letter, will be maintained in the University applicant tracking system (OpenHire). The Recruitment Department will assist with screening and interviewing applicants.

Offers of Employment

Offer letters should be provided for all positions and are drafted in the Office of Human Resources. In general, the hiring managers are responsible for extending the offer of employment; however, they are strongly encouraged to collaborate with Human Resources prior to extending the verbal offer. All offers of employment are contingent on satisfactory background and reference checks.


Once the candidate has accepted the offer of employment, the Recruitment Office will contact the candidate to begin employment processing. The Recruitment Office will work directly with the prospective employee to arrange all employment processing, which includes initiating the background check, ensuring all new employment forms are completed, and ensuring the new hire information is inputted into BANNER. Satisfactory background check results must be received and all new hire forms must be completed prior to the new hire’s start date. To ensure a positive onboarding experience, the hiring manager should submit computer, telephone and BANNER requests, if necessary, to IT as soon as possible prior to the start date. On the first day of employment, the new hire should report directly to the Office of Human Resources to complete the I-9 Form.

New employees are also scheduled to participate in a comprehensive New Employee Orientation. Attendance at Orientation is recommended and strongly encouraged. This program is offered once per month by the Office of Human Resources and provides a valuable opportunity for employees to learn about St. John’s, employment policies and benefits (refer to New Hire Orientation in policy #117 for more information). It is also suggested that employees attend any mandatory training programs within their first three months of employment.

St. John's University, New York
Human Resources Policy Manual