Hiring & Onboarding

As shared by President McRobbie on March 23. 2020, to help protect the financial wellness of IU employees during this situation, all internal and external hiring and recruitment for staff and temporary employees is paused.

Hiring

What should I do if I planned to conduct an interview during the time campus is closed to visitors?

Until April 5, visitors to all IU campuses are strongly discouraged. Previously scheduled visits should be postponed, and it is important to keep in mind that travelers from international destinations in CDC-designated Level 2 or 3 countries are subject to the 14-day, off-campus self-quarantine on arrival. The CDC designation for any country could change at any time. It is up to the committee to decide how to proceed with the interview, however, IU HR would recommend the following options:

  1. Postpone the interviews until after April 6 or later, if possible, or
  2. Use technology (Zoom Meeting, Skype, etc.) to conduct interviews in a virtual space instead of face-to-face. 

Last updated March 12, 2020

Has the I-9 process changed?

Yes. Newly released guidance requires that all new and rehired employees must complete Section 2 of the Form I-9 in person. The in-person portion is to be performed regardless of the unit having employees working on campus or not.

New or rehired employees that initially completed Section 2 of the Form I-9 without the physical inspection of documents under the temporary guidelines must present their documents in person. Instructions for updating the Form I-9 in the HireRight system has been added to the I-9 training web page.

When completing a Form I-9 in person, be sure to follow the health and safety guidance listed in the Return to Campus Guide.

If you have any questions or need assistance, please contact .

Last updated June 30, 2020

How are new employee evaluations handled during this time?

The university is following normal protocol. Employees who are well performing should be passed through; those that are not meeting performance standards of the position should not be passed through the evaluation period. For other considerations, including extending evaluation periods within parameters of policy, departments should consult with IU HR Employee Relations by contacting .

Last updated April 8, 2020

Onboarding

How will New Employee Orientation be handled during this time period?

In light of IU’s response to COVID-19 and the desire to limit in-person meetings, IU Human Resources will offer a condensed online recording for New Employee Orientation. Employee benefits (health and retirement) are covered due to the time-sensitive nature of enrollment. 

*New employees from all campuses are welcome to view this webinar session.

Last updated March 24, 2020

How are new hires being informed of the online process for New Employee Orientation (NEO)?

The IU HR Talent Acquisition team is notifying new hires from the Bloomington and IUPUI campuses to review the online NEO video. HR teams from the regional campuses should advise their new hires to do the same.

Last updated March 30, 2020

About the Hiring Freeze

General & Employee Information

Why is a hiring freeze necessary at IU?

IU has had to make a large number of operational changes and decisions in order to do what is necessary to help mitigate the COVID-19 public health crisis. Our constant, overriding and highest priority in making these changes and decisions has been the health, welfare, and safety of the entire university community on all our campuses and facilities across the state.

IU has always maintained excellent fiscal management throughout the years. This is just one of many measures to take care of our current employees.

Last updated March 24, 2020

When will the hiring freeze begin?

The hiring freeze is in effect as of Monday, March 23. It includes all staff and temporary job openings, both internally and externally.

Last updated March 24, 2020

How long will the hiring freeze last?

Until further notice from President McRobbie.

Last updated March 24, 2020

How will applicants be notified of the hiring freeze?

The IU HR Talent Acquisition team will work with the HR representatives across IU on how to communicate to their candidates, specifically those candidates still under review. General and future candidates will be informed later this week via the Jobs at IU webpage, which will also include an FAQ for applicants soon.

Last updated March 24, 2020

What will happen to a job opening currently being advertised on the web?

All open jobs in the Peoplesoft Talent Acquisition Management system (TAM) will be placed in a new status of “Hold,” effective immediately. When job openings are placed into Hold status, they are no longer being advertised on our career sites (internal or external). Once a job is placed on hold, the system will not allow for additional applicants to apply to that job opening.

Last updated April 13, 2020

For Hiring Teams

Are we still able to manage our job openings and applicants after the job opening is placed on Hold?

Yes, departments still have the ability to manage and disposition applicants, and departments are expected to do so. The IU HR Talent Acquisition team will support you with any correspondence to your applicants.

Last updated March 24, 2020

Can we continue to leave our candidates at the stages they are at while the position is on Hold?

Yes, in anticipation that your opening will be approved to be re-opened at a future date in time, you can maintain your candidates in their current status/disposition. You are encouraged to reach out to the candidates that you have already interviewed to give them a more personalized update. The IU HR Talent Acquisition team can assist you with that.

Last updated March 24, 2020

What if our job opening is on Hold but we just want to cancel it for now as a failed search?

Please contact the IU HR Talent Acquisition team and we can work with you to manage your job opening based on your recruitment needs.

Last updated March 24, 2020

What should we be doing with regard to the candidates under review in jobs going on Hold?

Please follow the grid below for actions to be taken.

Current Job Opening Status Actions to be Taken Communication to Candidates
Interviews in progress: No decision made Pause recruiting activity HRBP to work with Talent Acquisition to properly disposition/communicate with candidates
Final decision made, Job Offer not fully approved Pause recruiting activity HRBP to work with Talent Acquisition to properly disposition/communicate with candidates
Job Offer approved but not yet extended to candidate Pause recruiting activity HRBP to work with Talent Acquisition to properly disposition/communicate with candidates
Job Offer approved and extended: Awaiting candidate response Continue with hiring process, delay start date where possible Hiring Manager/HRBP to speak with the onboarding employee to mutually agree upon an appropriate start date
Offer accepted: Awaiting start date Continue with hiring process, delay start date where possible Hiring Manager/HRBP to speak with the onboarding employee to mutually agree upon an appropriate start date

Email Talent Acquisition at with any questions.

Last updated March 24, 2020

How do we view our jobs that went on HOLD?

1. Go to your TAM Recruiting Homepage and click on the tile for “My Job Openings”
My Job Openings tile

2. Click on the “Personalize Filters” link below the search box
Tab bar

3. In the pop-up box change the three settings to:

  • Display → Jobs Associated with Me
  • Status → Hold
  • Created Within → View All

Then click the green “Save” Button.
Personalize filters pop-up box

Last updated March 25, 2020

What happens to job openings for Permanent Residents (PERM postings)?

PERM Postings are mandated by USCIS. They are needed for employees to maintain their proper work authorization in the US. These postings are not additions to headcount. We will continue to manage these according to guidelines in the federal law.

Last updated March 24, 2020

What should we do if our new employee is ready to start but we have not received the final background check results from GIS?

All employees must have their background check completed prior to their start date. If you have started the process with GIS but have not yet received the final determination, please contact the Talent Acquisition team to request a policy waiver.

Last updated March 25, 2020

Exceptions to the Hiring Freeze to Hire Staff and Temporary Employees

Is there a hiring freeze exception process for positions deemed as critical and essential to university operations?

For positions that are considered critical and essential to university operations, exceptions to the hiring freeze may be made on a case-by-case basis. The exception process is as follows:

  1. Complete one of the below respective forms.  
  2. Once the exception request has been approved by the respective EVP or President McRobbie, the typical process for recruiting must still be followed (e.g., creating and submitting the job opening in PeopleSoft TAM, posting the job, routing the job offer for approval, etc.).

Last updated April 27, 2020

During the hiring freeze, because of the nature of the funding, do we have an exception to hire Staff and Temporary employees into grant-funded positions?

An exception to the hiring freeze will be made for new positions and reappointments that:

  • Are fully funded by an external contract or grant (an agreement must be in place by the date of hire that provides external funding for salary and benefits for the duration of the appointment); and
  • Have been approved by the respective Dean or Vice President (or their designee).

Wherever possible, current employees should be given priority for such hires.

All hires under this exception should be notified to campus leadership and the Office of Research Administration.

You will still need to submit your Job Opening within the PeopleSoft TAM system and follow the standard job posting processes.  When submitting your JO, the HRBP must note in the Comments section of the approvals tab that the position meets the requirement in the first bullet point above AND that you as the HRBP have the documentation of the necessary approvals required by your Dean or Vice President (or their designee).  Please forward that documentation to , noting the JO to which it matches.

For Temporary employees, you can directly submit your eDoc, but you will need to note in the eDoc that 1) the position is fully funded by an external contract or grant (an agreement must be in place by the date of hire that provides external funding for salary and benefits for the duration of the appointment); AND 2) you as the person submitting the eDoc have documented approval from your respective Dean or Vice President (or their designee) to proceed with the hire.

Last updated May 4, 2020

Do I need to submit a form to request a hiring freeze exception in order to hire someone for a fully contract/grant-funded job opening?

No, you do not. Email documentation of approval from your Dean or Vice President (or their designee) will suffice. However:

  • You will still need to submit your Job Opening within the PeopleSoft TAM system, following standard job posting processes.  When submitting your JO, the HRBP must note in the Comments section of the approvals tab that the position meets the requirement in the first bullet point above AND that you as the HRBP have the documentation of the necessary approvals required by your Dean or Vice President (or their designee).  Please forward that documentation to , noting the JO to which it matches.
  • For Temporary employees, you can directly submit your eDoc, but you will need to note in the eDoc that 1) the position is fully funded by an external contract or grant (an agreement must be in place by the date of hire that provides external funding for salary and benefits for the duration of the appointment); AND 2) you as the person submitting the eDoc have documented approval from your respective Dean or Vice President (or their designee) to proceed with the hire.

Last updated May 19, 2020

Can I move a Graduate Assistant to a Temporary position for the summer?

To convert a Graduate Assistant to a Temporary hire, please consult with and obtain approval from your Campus Academic Affairs office. Once approval is obtained, you can go directly to the eDoc stage, bypassing TAM. When submitting your eDoc, to avoid delays, you must attach the approval email received which you obtained from Academic Affairs.

Last updated May 19, 2020

Is there an exception to the hiring freeze for work study students?

Any hire into a work study position (WSU) for this summer and Fiscal Year 2020/2021 will not need an additional exception from the current hiring freeze. All other work study related procedures as well as completion of a background check and I-9 when necessary still apply.

Last updated June 19, 2020